Title
Resolution to Approve the Purchase of Three Heavy Duty One Ton Cab and Chassis Trucks and Two Police Patrol Cars from Signature Ford (Macomb County Bid $131,513.00)
Memorandum
The attached resolution authorizes the purchase of three 2008 Ford F-450 heavy duty cab and chassis trucks at $30,191.00 each, and two 2008 Ford Crown Victoria police patrol cars at $20,470.00 each for the total amount of $131,513.00 from Signature Ford, Perry, 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 except for certain police vehicles. When a vehicle comes up on the replacement schedule, we use a six category evaluation, which includes the vehicles 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 insures 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 forty-nine light vehicles scheduled for evaluation this year, thirty-nine had total scores high enough to qualify them for the mechanics inspection. Based on the inspection we are recommending a total of twelve vehicles be replaced. Two of the twelve vehicles recommended for replacement are listed on this resolution along with one service truck that needs to be upgraded and two police patrol cars. Police vehicle replacement is mandated by contract and therefore they are not subject to the evaluation process.
The results of our evaluation and the Fleet mechanic’s inspections are as follows:
The Field Operations Unit of the Public Services Area use dump trucks 2503 and 2504 in its Utility Field operations.
Truck number 2503 has been in service 8 years with 18,400 miles of operation. Mechanically this truck needs a bench seat and a complete new dump body and hoist. These repairs come to an estimated cost of $9,570.00.
Truck number 2504 has been in service 8 years with 19,900 miles of operation. Mechanically this truck needs a bench seat, front and rear brakes, wheel bearings, and a complete new dump body. It has the potential to need replacement of a battery and hoist. These repairs come to an estimated cost of $11,725.00.
Both of these trucks have experienced problems with acceleration and braking. Often the extra weight of pulling an air compressor makes it difficult for the operators to stop the vehicle in a safe manor. Taking this in to consideration, we are upgrading these trucks to 16,000 GVW chassis with a more powerful diesel engine. The engine should eliminate any acceleration issues and the higher GVWR rating will solve the braking problems. Once the cab and chassis unit is received, a dump body will be added for an estimated cost of $9,000.00 per unit bringing the total cost of each truck to $39,191.00.
The Field Operations Unit of the Public Services Area uses trucks number 3284 as a complete utility service repair truck. The uses include customer service emergency on/offs and repairs, water main breaks, hydrant repairs, valve operations and repair, and the installation of water taps. This truck has been in service for 7 years and has 37,050 miles of operation. Mechanically this truck needs a bench seat and a battery. These repairs come to an estimated cost of $675.00. The amount of tools and supplies carried on the unit has increased to the point that this unit is about 3000 lbs over its maximum GVW of 11,000 lbs. We therefore need to replace it with the heavier 16,000 lbs cab and chassis. Once the cab and chassis unit is received, a service body will be installed with an estimated cost of $6,000.00, which brings the total cost of the complete unit to $36,191.00.
Signature Ford’s bid to Macomb County was the only one of the Cooperative Purchasing Programs to award a bid for cab and chassis with a 16,000 GVW.
The two 2008 Ford Crown Victoria police patrol cars will replace two 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.
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, Perry, MI, was the lowest responsive bidder under the Macomb County Bid for Ford police patrol cars. (See attached tabulation sheet)
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.
Signature Ford received Human Rights approval on January 29, 2008.
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, Sufficient funds are available in the approved FY08 Motor Equipment budget;
Whereas, Competitive bids were received by the State of Michigan, Oakland County, and Macomb County’s Cooperative Bid programs;
Whereas, Signature Ford, Perry, MI, is the lowest responsive bidder to Macomb County; and
Whereas, Signature Ford received Human Rights approval on January 29, 2008;
RESOLVED, That City Council approve the issuance of a purchase order to Signature Ford in the amount of $40,940.00 for the purchase of two 2008 Ford Crown Victoria Police Interceptors from the 2008 Motor Equipment budget;
RESOLVED, That the vehicles being replaced (nos. 0055 and 0062) be sold at the next City vehicle auction; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.
As Amended by City Council on February 19, 2008