Title
Resolution to Approve the Purchase of One Extended Cab Four Wheel Drive Mini Pickup Truck, One Crossover Vehicle and One Full Size Hybrid Car from Buff Whelan Chevrolet (Oakland County Bid $56,853.00)
Memorandum
The attached resolution authorizes the purchase of one 2009 Chevrolet Colorado extended cab four wheel drive mini pickup truck at $17,002.00 , one 2009 HHR crossover vehicle at $16,041.00, and one 2009 Chevrolet Malibu Hybrid at $23,810.00 for the total amount of $56,853.00 from Buff Whelan Chevrolet, Sterling Heights, Michigan.
One of the primary objectives of the Fleet and Facilities Unit is to ensure that the City maintains a fleet that is reliable and affordable. One of the ways that we do this is by establishing a replacement schedule for each class of vehicle. This does not mean that once a vehicle hits the preset age that it is automatically replaced. When a vehicle comes up on the replacement schedule, we conduct a six category evaluation which considers the vehicle's age, miles/hours of use, type of service, reliability, maintenance and repair cost, and general condition. A point score is given in each category and any vehicle with a total score over 23 is then brought in for inspection by a team of Fleet mechanics.
The majority of the City's fleet usage is tracked by hours used instead of miles driven. By tracking hours we get a more accurate assessment of the wear and tear the engine and drive train receive in the "stop and go" city environment. We estimate that city driving accounts for 90 to 95 percent of the hours put on City vehicles.
The inspection process ensures that the mechanics look for required and potential repairs. Required repairs are items that have excessive wear and must be replaced if the vehicle is retained in service. Potential repairs are items that our experience tells us will likely fail within the next year of use. Potential repairs may include items such as starters, alternators, water pumps, shocks and struts that have not already been replaced.
Of the fifty-nine light vehicles scheduled for evaluation this year, fifty-seven had total scores high enough to qualify them for the mechanic's inspection. Based on those inspections, we are recommending that eighteen vehicles be replaced, two vehicles be transferred and six vehicles be removed from the fleet. Two of the eighteen vehicles recommended for replacement are listed on this resolution along with a police detective vehicle. Police vehicle replacement is mandated by contract terms and therefore the vehicles are not run through the evaluation process.
The results of our evaluation and the Fleet mechanic's inspections are as follows:
The Water Treatment Services Unit (WTSU) of the Public Services Area uses truck number 3285 which is a 2001 Ford F-150 four wheel drive pickup truck. We are requesting that it be replaced with a 2009 Chevrolet Colorado which is a mini four wheel drive pickup truck. This vehicle is one of the five service trucks that are used daily by the WTSU Operations and Maintenance staff to perform routine maintenance and emergency operations and maintenance at pumping stations, meter pits, dams and hydros, and pick up spare parts needed for maintenance. This truck has been in service for 8 years and has 44,100 miles. Prior to the opening of the Wheeler Service Center, WTSU vehicles were not maintained by Fleet Services. Only a limited service history for these vehicles is available for work done prior to the mid-2007 transition to Fleet Services. Since that time this truck has been in for service or repair 7 times of which 1 repair (14.3%) has been for a breakdown. The Supervisor of Fleet Services has reviewed this vehicle and has rated the general condition as 'fair'. Mechanically this truck needs front and rear shocks, starter, ball joints, and a transfer case shift for an estimated cost of $1,910.00. It has the potential to need replacement of the front brakes, battery, battery cables, and radiator hoses for an estimated cost of $1,650.00 making a total estimated cost of $3,560.00 in anticipated repairs over the next 13 months. This truck needs to be replaced so that the WTSU has a reliable vehicle for timely completion of scheduled equipment maintenance at remote facilities managed by the service unit. Vehicle reliability is necessary to avoid reductions in maintenance staff efficiency and to avoid an increase in the equipment maintenance backlog. By downsizing this vehicle, we will save fuel and reduce operational costs without any adverse impact on the WTSU's maintenance capabilities.
The Administration Unit of the Public Services Area uses mini van number 8202, a 1998 Ford Windstar. We are requesting that it be replace with a smaller crossover vehicle, a 2009 Chevrolet HHR. The vehicle is used to support of the commercial recycling program--business site visits/audits and delivery of recycling collection bins. This vehicle is used for the delivery of trash and recycling boxes for dozens of Ann Arbor events, such as the Taste of Ann Arbor, African-American Festival. Art Fair, etc. The enclosed cargo area is necessary for the storage of recycling boxes, desk trays and other common quick delivery materials without requiring a trip to the Wheeler Service Center every time a business recycling delivery need arises. In our various partnerships with businesses, nonprofits, the County, and local events, we are often piloting and comparing bulky items on an as-needed, short turnaround basis. Administration and Systems staff shuttle sample materials to businesses and organizations, such as rain barrels, compost carts, comparison recycling bins, etc. Retrieving a pickup truck from Wheeler is not practical-and does not provide protection for many of these sample materials. Other uses include delivery of exhibits and shuttling supplies for community events including: Green Fair on Main Street; Earth Day; Huron River Day; WasteKnot Ceremony; America Recycles Day; and support of the MRF education center tours and monthly open houses, which reaches approx. 3,000 visitors/year. These open houses require transporting bulky supplies for annual educational workshops and topics, such as home composting, rain barrels and worm composting bins. Use of this vehicle is expected to increase significantly as the commercial recycling program is poised for a major increase over the next three years and the MRF Education Center coordination task will be returning to Public Services Administration after contracting for the past two years with Leslie Science & Nature Center. This mini van has been in service for 11 years and has 2180 hours/45,280 miles of operation. The total cost of repairs performed on this vehicle exceeds 71 percent of the original purchase price. Over the last two years this car has been in for service 13 times of which 7 repairs (54.0%) have been for breakdowns. The general condition of this vehicle was rated 'fair' by the Supervisor in Fleet Services. Mechanically this mini van needs a serpentine drive belt, radiator hoses, heater core, thermostat, front struts, rear shocks, front brakes, and rear brakes for an estimated cost of $3,890.00. It has the potential to need replacement of the water pump, alternator, starter, battery, A/C compressor, evaporator core, A/C line, axle shaft seals, and wheel bearings for an estimated cost of $7,100.00 making a total estimated cost of $10,990.00. By reducing the size of this vehicle we will be able to still maintain covered storage/hauling space while reducing operating costs. The vehicle is recommended for replacement due to reliability and economic considerations.
The full size hybrid car will replace a police detective vehicle that will have reached its 6-year age limit in the next year. The City's labor contracts with the Ann Arbor Police Officers Association and the Ann Arbor Police Supervisors require that vehicles used by their members will not be driven more than 80,000 miles or 6 years, whichever comes first.
The Police Unit of the Safety Services Area requires that the fleet of detective vehicles be made up of a variety of makes, models, and body styles. The fleet includes cars, pickups, and SUVs. Although green house gas emissions and fuel economy is a major factor in the decision, maintaining a diverse fleet of detective vehicles is the overriding factor in choosing a vehicle for this operation.
Emissions information from the www.fueleconomy.gov <http://www.fueleconomy.gov> web site for mini pickups show that the Chevrolet Colorado produce the least amount of greenhouse gas and has the best fuel economy of all the vehicles in their category for the vehicles bid to the cooperative purchasing programs used by the City. In addition the Chevrolet HHR produces less greenhouse gas and has better fuel economy than the mini van vehicles bid in the cooperative purchasing programs used by the City.
The Green Fleet Committee has reviewed and recommended this purchase per the goals and guidelines of the City's Green Fleet Policy to reduce the amount of fuel used and to pay a premium for "greener" vehicles if necessary.
The Fleet and Facilities Unit reviewed the bids of the Cooperative Purchasing Programs of the State of Michigan, Oakland County, and Macomb County. Buff Whelan Chevrolet, Sterling Heights, MI, was the lowest responsive bidder under the Oakland County Bid. (See attached tabulation sheet)
Buff Whelan Chevrolet received Human Rights approval on January 30, 2009.
Staff
Prepared by: Matthew J. Kulhanek, Fleet & Facilities Manager
Reviewed by: Sue F. McCormick, Public Services Administrator
Approved by: Roger W. Fraser, City Administrator
Body
Whereas, The Fleet and Facilities Unit needs to purchase replacement vehicles for the City's fleet;
Whereas, Competitive bids were received by the State of Michigan, Oakland County, and Macomb County's Cooperative Bid programs;
Whereas, Buff Whelan Chevrolet, Sterling Heights, MI, is the lowest responsive bidder to Oakland County; and
Whereas, Buff Whelan Chevrolet received Human Rights approval on January 30, 2009;
RESOLVED, That City Council approve the issuance of a purchase order to Buff Whelan Chevrolet in the amount of $56,853.00 for the purchase of one 2009 Chevrolet Colorado extended cab four wheel drive mini pickup truck, one 2009 Chevrolet HHR crossover vehicle, and one 2009 Chevrolet Malibu Hybrid car;
RESOLVED, That funds for these purchases come from the 2009 Motor Equipment budget and the Water Supply System 2009 budget, with funds to be available without regard to fiscal year;
RESOLVED, That the vehicles being replaced (nos. 0136, 3285, and 8202) be sold at the next City vehicle auction; and
RESOLVED, That the City Administrator is authorized to take the necessary actions to implement this resolution.