Administrative
Report
H.8., File # 24-0633 Meeting Date: 5/7/2024
To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR PATRICK BUTLER,
FIRE CHIEF
TITLE
APPROVE THE PURCHASE OF A FORD EXPLORER FROM GALPIN FORD IN THE AMOUNT OF $68,528.52 TO REPLACE FIRE DEPARTMENT VEHICLE (UNIT #100) AND AUTHORIZE THE
MAYOR TO EXECUTE ALL RELATED PROCUREMENT DOCUMENTS
EXECUTIVE SUMMARY
Fire Department Unit #100 is a Dodge Charger sedan that is primarily utilized by the Fire Chief. The vehicle is over eleven years old, has suffered repeated mechanical issues, and is unreliable in meeting its functional purpose. To address these concerns, staff recommends replacement of the vehicle with an SUV that will better meet the operational needs of the Department.
In order to achieve competitive pricing for the vehicle, the Public Works Department issued Bid #2324-011 for a new unit with the desired specifications. Two bids were received and staff recommends the lower of the two be used for the purchase, which was submitted by Galpin Ford.
BACKGROUND
Unit #100 has an assigned lifespan of 13 years in the Vehicle Replacement Fund (VRF) and was initially scheduled for replacement two years from now. However, the vehicle’s multiple mechanical issues have accelerated the need to replace the unit and better serve the operational needs of the Department.
The vehicle recommended to replace the sedan is a Ford Explorer ST SUV with four-wheel drive and towing capabilities that will satisfy daily operational use as well as enhance the Unit’s utility when responding to mutual aid events. The price of the vehicle from Galpin Ford is $68,528.52.
Subsequent upfitting (equipment) costs for the vehicle are quoted by SBRPCA at $12,704.73 for a total vehicle cost of $81,233.25.
Funding has not been appropriated in the Public Works Fleet operating budget in FY 2023-24 for this specific purchase. However, due to supply chain shortages, several vehicles previously scheduled for replacement in FY 2023-24 (primarily medium duty, CNG fueled trucks) are no longer expected to be procured, and funding is available in the Budget to cover the cost of the proposed purchase.
The vehicle recommended for purchase would be acquired though the City’s regular purchasing procedures. For Unit #100, the City issued Bid #2324-011 and Galpin Ford provided the successful low bid. The other bid was provided by Colley Ford at a price of $70,720.72. Upfit costs are not part
H.8., File # 24-0633 Meeting Date: 5/7/2024
low bid. The other bid was provided by Colley Ford at a price of $70,720.72. Upfit costs are not part of the quoted price. Those costs were obtained by the Fire Department from SBRPCA in an amount of $12,705, with an estimated completion date of 2 weeks from delivery of the new vehicle.
Galpin Ford has confirmed the vehicle is available for immediate purchase and delivery to the City.
The unit’s immediate availability is somewhat rare these days and given the constraints in the auto market, failure to execute the purchase at this time would likely result in significant delays in procuring a future replacement.
COORDINATION
Public Works coordinated this item with the Fire Department, Financial Services Department, and the City Manager’s Office.
FISCAL IMPACT
No additional appropriation is needed in FY 2023-24 for purchase of the proposed vehicle. The total cost of the vehicle, when including equipment, is $81,233.25. There is an accrued balance of $35,775 in the Fund for the replacement of Unit #100. The remaining funding, $45,458, will be provided by unencumbered funds currently in the VRF for FY 2023-24. As is the case following all vehicle purchases, Unit 100’s future replacement amortization schedule will be adjusted to reflect the updated vehicle pricing.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Galpin Ford Bid Response #2324-011, April 15, 2024
· Galpin Ford Registration and Procurement Documents Unit #100 · Galpin Ford Vehicle Registration
· Galpin Ford Commercial Insurance
· Invitation to Bid - Bid #2324-011, Ford Explorer ST 4X4 · Colley Ford Bid Response #2324-011, March 04, 2024