COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Bill Young, Deputy Director of Public Works
SUBJECT:Title
Discussion and Action: Fiscal Year 2025-26 Cooperative Purchase of Thirty-Four (34) Vehicles from Various Suppliers and Refurbishment of Four (4) Police Vehicles (Bill Young)
Body
FUNDING SOURCE:
General Fund
Water Utility Fund
Highway User Revenue Fund
Wastewater Utility Fund
Airport Fund
PURPOSE:
To consider the cooperative purchase of thirty-four (34) vehicles, including ancillary equipment and the refurbishment of four (4) police vehicles for various departments as outlined in the attached Fiscal Year (FY) 2025-26 Vehicle Purchasing List, in accordance with City Code §§ 3.10.010.3(A)(1) and 3.10.030.1.
BACKGROUND:
The Public Works Vehicle Maintenance Division requests approval to purchase twenty-eight (28) vehicles from San Tan Ford including ancillary equipment utilizing the Arizona State Procurement Office (AZSPO) San Tan Auto Partners, LLC (San Tan) Contracts CTR059323 and CTR069477 identified as City’s Cooperative Purchase Agreements 500289 and 500467 (Midsize & Heavy Duty Vehicles) respectively, three (3) dump trucks utilizing AZSPO’s Freightliner of Arizona, LLC (Freightliner) Contract CTR069472 identified as City’s Cooperative Purchase Agreement No. 500705, one (1) Nissan utilizing Midway Chevrolet Company 1, LLC (Midway Chevrolet) Contract CTR059320 identified as City’s Cooperative Purchase Agreement No. 500289, one (1) Bobcat Toolcat from Doosan Bobcat North America utilizing Sourcewell’s Contract 020223-CEC, one (1) Forklift from Hyster Yale Group utilizing Sourcewell’s Contract 053024-HYS, and the refurbishment of four (4) police vehicles using City Contract No. 500540 with Wild Rose Motors LTD. The total cost is based on a budgeted amount of $2,749,000 which includes all taxes, fees, and delivery charges.
This list represents approximately 85% of the fleet purchases included in the FY 2025-26 budget. The remaining 15% is still undergoing finalization of technical specifications and available options for the 2026 model year, as well as completion of the solicitation process. Once finalized, those remaining units will be presented to City Council separately for approval.
This purchasing strategy leverages various cooperative contracts from various agencies and national organizations for volume-based pricing advantages. Note that vehicle manufacturer production scheduling is subject to change with limited notice.
The FY 2025-26 list primarily includes replacements for aging units that exceed the City's replacement criteria. A few additional vehicles are for new staff positions. The City’s internal evaluation system, based on American Public Works Association (APWA) guidelines, uses a points-based approach factoring in vehicle age, mileage, maintenance history, reliability, and service type. The minimum qualification threshold is 32 points.
COMMUNITY IMPACT:
Maintaining a cost-effective and reliable fleet ensures that City departments and divisions can deliver safe, efficient, and essential services to the public, including utilities, emergency response, infrastructure maintenance, and more.
FISCAL IMPACT:
Funding in the amount of $2,749,000 is allocated and available across the following funds for FY 2025-26:
• General Fund
• Water Utility Fund
• Highway User Revenue Fund
• Wastewater Utility Fund
• Airport Fund
ATTACHMENTS:
FY 2025-26 Vehicle Purchasing List
SUGGESTED MOTION:Recommended Action
I move to:
1. Approve the cooperative purchase of twenty-eight (28) Ford vehicles from San Tan Auto Partners, LLC, one (1) Nissan from Midway Chevrolet, one (1) Bobcat Toolcat from Doosan Bobcat North America, one (1) Forklift from Hyster Yale Group, and three (3) dump trucks from Freightliner of Arizona;
2. Authorize the City Manager to execute a Cooperative Purchase Agreement with Freightliner of Arizona utilizing the State of Arizona contract; authorize City staff to exercise options to renew through January 17, 2029; and
3. Approve the refurbishment of four (4) police vehicles by Wild Rose Motors LTD.