COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Bill Young, Transportation and Maintenance Superintendent
SUBJECT:Title
Approve Cooperative Purchase Agreement and Purchase of Four (4) Parks & Recreation C2500 Replacement Vehicles with Midway Chevrolet (Bill Young)
Body
FUNDING SOURCE:
Department
PURPOSE:
Approve Cooperative Purchase Agreement 500347 and purchase of four (4) Parks & Recreation replacement vehicles with Midway Chevrolet utilizing the Arizona State Procurement Office (AZSPO) Contract CTR059320 in accordance with City Code §3.10.010.3(A)(1).
BACKGROUND:
At the Council meeting of January 24, 2023, Council approved the purchase of four new Ford pick-up trucks for the Parks and Recreation Department. When staff contacted San Tan Ford to place the order, we were informed that we had already met the allowed number of vehicle purchases under their allotment system, therefore they would not be able to fill the order. So, the vehicles approved by Council on January 24th are not being purchased.
Staff was able to find a cooperative agreement with Midway Chevrolet. The Chevrolet purchase is in lieu of the Ford purchase approved in January.
The Lake Havasu City Vehicle Maintenance Division is requesting approval of the purchase of four (4) C2500 two-wheel drive pick-up trucks for the Parks and Recreation Department through a cooperative purchase from the AZSPO Contract CTR059320, initial term through March 16, 2024. Cost of the new vehicles is $171,092.04, including tax and fees.
This process will allow the Vehicle Maintenance Division to take advantage of lower pricing for the products due to the AZSPO soliciting for larger volume contracts.
All four (4) vehicles are replacements in the Parks and Recreation Department for existing equipment which met or exceeded the replacement criteria (see attachment). Points for initial qualifications raised from 28 to 32 several years ago. Points are based on age, mileage, condition, maintenance history, reliability, and type of service based on American Public Works Association guidelines.
COMMUNITY IMPACT:
Providing a cost-effective and reliable fleet of vehicles allows Lake Havasu City departments to meet the goal of providing efficient and effective services.
FISCAL IMPACT:
Funds in the amount of $171,092.04 for this purchase are included in the Fiscal Year 2022-23 Parks & Recreation Department budget (General Fund).
ATTACHMENTS:
Quote for C2500 Pick-Up Trucks from Midland Chevrolet
Maintenance Review-Replacement Points
SUGGESTED MOTION:Recommended ACtion
I move to approve the Cooperative Purchase Agreement with Midway Chevrolet for the purchase of four (4) Parks & Recreation replacement vehicles in the amount of $171,092.04, and authorize the City Manager to sign the Agreement and authorize City staff to exercise the option to renew for three additional one-year terms.