Title
Resolution to Approve the Purchase of One 1-ton Four Wheel Drive Pickup Truck, Two 1-ton Four Wheel Drive Cab and Chassis, One 1-ton Two Wheel Drive Cab and Chassis, and Seven Police Patrol Cars from Signature Ford (Macomb County Bid $249,343.00)
Memorandum
The attached resolution authorizes the purchase of one 2009 Ford F-350 four wheel drive pickup truck at $21,035.00, one 2009 Ford F-350 four wheel drive cab and chassis at $23,658.00, one 2009 Ford F-450 four wheel drive cab and chassis at $34,355.00, one 2009 Ford F-350 two wheel drive cab and chassis at $25,185.00, and seven 2009 Ford Crown Victoria Police Interceptors at $20,730.00 each, for the total amount of $249,343.00 from Signature Ford, Owosso, Michigan.
City staff took a very aggressive look at vehicle needs this year in conjunction with the recently completed Fleet Alternatives Study. This resulted in an overall reduction of the City’s fleet size by 17 vehicles. This reduction includes nine vehicles subject to mileage/age restrictions per police union contracts and eight vehicles that are subject to the mechanic’s review process. Staff also targeted the appropriate sizing of vehicles when purchasing replacements. While this is done every year, these extra efforts will ensure that the least expensive, most fuel efficient vehicles are purchased to enable staff to complete their work in a safe and efficient manner.
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 to accomplish 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 that 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 inspected 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. Some older vehicles were not equipped with hour meters, only mileage information is available on these units.
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 these inspections and operational changes, we are recommending that eighteen vehicles be replaced, two vehicles be transferred and six vehicles be removed from the fleet. Four of the eighteen vehicles recommended for replacement are listed in this resolution along with seven police vehicles. Police vehicle replacement is mandated by contract terms and therefore they are not run through the evaluation process.
The results of our evaluation and the Fleet mechanic’s inspections are as follows:
The Wastewater Treatment Services Unit (WWTSU) of the Public Services Area uses truck number 2278 which is a 2000 Ford F-350 four wheel drive, one-ton pickup. We are requesting that it be replaced with the same type of vehicle, a 2009 Ford F-350. The vehicle is set up with a snow plow and an in-bed salt spreader, which the replacement vehicle must also accomodate. The salt spreader can be transferred to the new vehicle but a new plow will need to be purchased after the truck is received. This vehicle is used to plow snow on plant roadways, salt plant roadways, tow emergency power generators to lift stations during emergencies, tow portable pumps to various areas within the plant and lift stations and haul other equipment as needed. The four wheel drive feature of this vehicle enables staff to respond to a variety of needs under very adverse conditions. It is also used for general transportation and local parts pickup. This truck has been in service for nine years and has 14,000 miles. Prior to the opening of the Wheeler Service Center, WWTSU vehicles were not maintained by Fleet Services. A limited service history for these vehicles is available for work done prior to the mid-2007 transition to Fleet Services. Since this time this truck has been in for service or repair 8 times, of which 3 repairs (37.5%) have been for breakdowns. The Supervisor of Fleet Services has reviewed this vehicle and has rated the general condition as ‘poor’. Mechanically this truck needs replacement of the parking brakes, fuel tank straps, fuel tank filler neck, radiator hoses, sway bar links and drive shaft for an estimated cost of $4,105.00. It potentially needs replacement of rear brakes, front shocks, differential cover and gasket and a battery for an estimated cost of $2,245.00, making a total anticipated cost of $6,350.00 over the next 12 months. The truck is recommended for replacement due to reliability and cost considerations. When this vehicle is out of service WWTSU staff are not be able to plow snow and salt plant roadways. This would adversely affect the plant’s ability to function by impeding the ability of large trucks needed for bio-solids removal and chemical deliveries to safely move through the facility. In addition, quick staff responses to lift station emergencies would not be possible, which could result in the discharge of sewage to basements and the environment. This in turn could result in citations and fines from regulatory agencies.
The Fleet and Facility Unit of the Public Services Area uses the one-ton flat bed truck number 1602, a 1998 Chevrolet 3500HD. We are requesting it be upgraded to a 2009 Ford F-350 four wheel drive. This truck is used by our Fleet mechanics as the service vehicle for vehicle breakdowns and to reach assets that can not be easily transported to the Wheeler Service Center for maintenance and repair. This truck has been in service for 11 years and has 2017 hours/18,435 miles of operation. The total cost of repairs performed on this vehicle exceeds 139 percent of the original purchase price. Over the last two years this truck has been in for service 25 times of which 11 repair (44.0 %) have been for breakdowns. The general condition of this vehicle was rated ‘fair’ by the Supervisor in Fleet Services. Mechanically this truck needs the A/C compressor, crankshaft seal, timing cover gasket, fuel injection pump, radiator, inner and outer tie rod ends, king pins, front and rear wheel seals, axle gaskets, and rear brakes for a total estimated cost of $10,780.00. It has the potential to need replacement of the alternator, battery, water pump, power steering pump, front and rear shock, and an exhaust system for an estimated cost of $3,320.00 making a total anticipated cost of $14,100.00 over the next 12 months. This truck needs to be replaced to ensure that the fleet mechanic’s have a reliable service truck. This is the only service truck in Fleet Services. Whenever a City vehicle breaks down on the road, a mechanic is sent out in this vehicle to make roadside repairs to get the vehicle back in operation as quickly as possible. If repairs can not be made, the disabled vehicle is then towed to the garage for repair. In order to improve access to vehicles and equipment that have broken down off the street, this vehicle will be upgraded to four wheel drive. The upgrade to four wheel drive also allows this vehicle to safely operate in adverse weather conditions. After the chassis is received it will be outfitted with a flat bed service body with an estimated cost of $7,000.00 which will bring the total cost of the unit to $30,658.00.
The Field Operations Unit of the Public Services Area uses truck number 2505, a 2002 Ford F-450 two wheel drive dump truck. We are requesting it be upgraded to a four wheel drive 2009 Ford F-450. This vehicle is used for the maintenance of the storm sewer system including debris removal from open ditches which require using the truck off road. This is the only service vehicle that is outfitted with large toolboxes and a dump body. This truck tows an air compressor and carries an assortment of tools and materials (gravel, sand, castings ect) to the work site minimizing extra trips and additional vehicles. This truck has been in service for 7 years and has 6270 hours/54,000 miles of operation. Prior to the opening of the Wheeler Service Center, this vehicle was not maintained by Fleet Services. A limited service history for this vehicle is available for work done prior to the mid-2007 transition to Fleet Services. Since this time this truck has been in for service or repair 18 times of which 5 repairs (27.8%) have been for breakdowns. The Supervisor of Fleet Services has reviewed this vehicle and has rated the general condition as ‘poor’. Mechanically this truck needs a serpentine drive belt, belt tensioner, timing cover gasket, oil pan, front brakes, and a complete dump body for an estimated cost of $11,500.00. It has the potential to need replacement of an alternator, water pump, A/C compressor, power steering pump, and front shocks for an estimated cost of $3,890.00 making a total estimated cost of $15,390.00. This truck is recommended for replacement due to reliability and cost considerations. When this truck is out of service we redeploy multiple vehicles to accommodate the volume of tools and materials necessary on the job site. The use of these other vehicles interferes with the work of others needing the same vehicle causes backlogs of other types of work. By upgrading this truck we will be able to efficiently and effectively maintain open ditches and storm sewers that are not accessible from the street. After the cab and chassis is received it will be outfitted with a dump body and toolboxes with an estimated cost of $9,750.00 which will bring the total cost of the unit to $44,105.00.
The Field Operations Unit of the Public Services Area uses vehicle number 4501, a 2001 GMC 3500HD two wheel drive dump truck. We are requesting it by replaced with the same type of vehicle, a 2009 Ford F-350. This vehicle is used for pothole repair, crack sealing, pavement repair, and snow removal. This truck has been in service for 7 years and has 4250 hours/46,775 miles of operation. The total cost of repairs performed on this vehicle exceeds 159 percent of the original purchase price. Over the last two years this truck has been in for service 41 times of which 22 repairs (53.7 %) have been for breakdowns. The general condition of this vehicle was rated ‘fair’ by the Supervisor in Fleet Services. Mechanically this truck needs a multi function switch, front and rear brakes, steering gear box, front shocks, and rear shocks for an estimated cost of $4,730.00. It has the potential to need replacement of the A/C compressor, water pump, thermostat, radiator hoses, and starter for an estimated cost of $4,300.00 making a total anticipated cost of $9,030.00 ove the next 12 months. When the truck is out of service we limit our ability to perform snow removal in dead ends or alleys. Additionally the absence of this vehicle would be noticeable during pothole season when all of the larger dump trucks are configured for spreader operations and truck 4501 is used mainly as the material carrier for pothole repairs. Utiltizing this smaller dump truck where feasible also increases our ability to operate with fuel efficiency. After the chassis is received it will be outfitted with a dump body with an estimated cost of $9,750.00 which will bring the total cost of the unit to $34,935.00
The seven 2009 Ford Crown Victoria police patrol cars will replace ten police patrol cars that will have reached the 80,000 miles or 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. After a review of their operation the Safety Services Area has determined that they can reduce their fleet of patrol vehicles by three cars. Car numbers 0063, 0066, and 0069 will be removed from service and sold at the next City auction.
Emissions information from the www.fueleconomy.gov <http://www.fueleconomy.gov> web site is not available for one ton trucks and the engines in this size truck is not available in the smaller 1/2 ton truck that are listed on the web site. The information for full sized cars equipped with the same eight cylinder engines as the police patrol model show that the Ford Crown Victoria produces the same or less greenhouse gas and has the same or better fuel economy. In addition, the Crown Victoria is the only police patrol vehicle with an eight cylinder engine that is approved to use E-85 fuel.
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. Signature Ford, Owosso, MI, was the lowest responsive bidder under the Macomb County Bid. (See attached tabulation sheet)
Signature Ford 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, Signature Ford, Owosso, MI, is the lowest responsive bidder to Macomb County; and
Whereas, Signature Ford received Human Rights approval on January 30, 2009;
RESOLVED, That City Council approve the issuance of a purchase order to Signature Ford in the amount of $249,343.00 for the purchase of one 2009 Ford F-350 four wheel drive pickup truck, one 2009 Ford F-350 1 ton four wheel drive cab and chassis, one 2009 Ford F-350 1 ton two wheel drive cab and chassis, one 2009 Ford F-450 four wheel drive cab and chassis, and seven 2009 Ford Crown Victoria police cars;
RESOLVED, That funds for these purchases come from the 2009 Motor Equipment budget and the 2009 Sewage Disposal System budget, with funds to be available without regard to fiscal year;
RESOLVED, That the vehicles being removed from the fleet (nos. 0063, 0066, and 0069) be sold at the next City vehicle auction;
RESOLVED, That the vehicles being replaced (nos. 0049, 0053, 0059, 0064, 0065, 0067, 0070, 1602, 2278, 2505, and 4501) 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.