Title
Resolution to Approve the Purchase of One Compact Car, Three ¾ ton Two Wheel Drive Pickup Trucks, Two ¾ ton Four Wheel Drive Pickup Trucks, and One Full Size Car from Varsity Ford (Macomb County Bid $122,131.00)
Memorandum
The attached resolution authorizes the purchase of one 2009 Ford Focus at $12,490.00, three 2009 Ford F-250 two wheel drive pickup trucks at $17,287.00 each, one 2009 Ford F-250 four wheel drive pickup trucks at $20,280.00 each, one 2009 Ford F-250 four wheel drive pickup truck with power windows at $20,810.00, and one 2010 Ford Fusion SE at $16,690 for the total amount of $122,131.00 from Varsity Ford, Ann Arbor, 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 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.
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. Six of the eighteen vehicles recommended for replacement are listed in this resolution along with one police vehicle. Police vehicle replacement is mandated by contract terms and therefore they are not run through the evaluation process.
After a review of their operation, the Safety Services Area has proposed to reduce their fleet by ten non-patrol vehicles. Four of the ten are detective vehicles that will reach the 6 year service life mandating replacement by contract. Four of the remaining six vehicles qualified for replacement and two did not. Vehicles numbered 129, 137, 138, 403, 504, 506, 4153, and 4155 will be removed from the fleet and sold at the next City auction. The two remaining cars will be transferred to the motor pool to replace two cars (numbers 1116 and 1119) that qualified for replacement.
The results of our evaluation and the Fleet mechanic's inspections are as follows:
The Water Treatment Service Unit (WTSU) of the Public Services Area uses car number 3163 which is a 1997 Chevrolet Lumina. We are requesting that it be replaced with a compact car, a 2009 Ford Focus. The vehicle is used almost daily by various employees in the WTSU to visit sites for engineering project supervision, attending to water quality related house calls, water sample collections, attend meetings and training sessions not scheduled at the Water Treatment Plant. This car has been in service for 12 years and has 42,280 miles. Prior to the opening of the Wheeler Service Center, WTSU 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 then this vehicle has been in for service or repair 6 times of which 3 repairs (50.0%) have been for breakdowns. The Supervisor of Fleet Services has reviewed this vehicle and has rated the general condition as 'poor'. Mechanically this vehicle needs a horn, serpentine drive belt, intake manifold gasket, valve cover gasket, thermostat, radiator hoses, brake lines, front wheel cylinders, power steering hoses, and heater blower motor for an estimated cost of $5,450.00. It has the potential to need replacement of the starter, rear brakes, steering gear assembly, and the battery for an estimated cost of $3,825.00 making a total anticipated expenditure of $9,275.00 over the next 12 months. This vehicle is recommended for replacement due to reliability and cost considerations.
The Field Operations Unit of the Public Services Area uses truck number 2280, a 2002 Ford F-250 two wheel drive pickup truck. We are requesting it be replaced with the same type of vehicle, a 2009 Ford F-250. The vehicle is used to haul supplies to jobsites repairing sanitary main lines, towing an arrow board on major roads when performing the tasks of jetting, rodding, televising lines and transporting crews to cross lot sewer locations for inspection. The truck has been in service for 7 years and has 3150 hours/27,474 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 then this truck has been in for service or repair 13 times of which 1 repair (7.7%) 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 a transmission oil pan gasket, upper ball joints, front and rear shocks, rear brake lines, and brake pads for an estimated cost of $1,840.00. It has the potential to need front shocks, front brakes, starter, and an alternator for an estimated cost of $1,700.00 making a total anticipated expenditure of $3,540.00 over the next 12 months. This truck is recommended for replacement due to reliability and cost considerations. When this truck is out of service it causes a backup in the work load affecting rodding, televising, and jetting maintenance schedules which are essential to minimizing backups in the sanitary sewer system.
In addition to this truck, the Field Operations Unit (Utilities) has a full size cargo van, number 3222, that qualified for replacement but will be removed from the fleet instead and sold at the next auction.
The Field Operations Unit of the Public Services Area uses truck number 4259, a 2001 Chevrolet Silverado two wheel drive pickup truck. We are requesting it be replaced with the same type of vehicle, a 2009 Ford F-250. This vehicle is used to haul generators to intersections with traffic signals when there are power outages and haul barricades for various events (DDA events and emergency incidents with the Police & Fire Department) throughout the year. It is also used to haul various equipment and parts for maintenance and installation of traffic signals and signs. This truck has been in service for 8 years and has 5133 hours/41,982 miles of operation. The total cost of repairs performed on this vehicle exceeds 94 percent of the original purchase price. Over the last two years this vehicle has been in for service 21 times of which 8 repairs (38.1 %) have been for breakdowns. The general condition of this vehicle was rated 'fair'. Mechanically this truck needs transmission oil lines, rear shocks, spark plugs, ignition wires, and door pins for an estimated cost of $1,560.00. It has the potential to need front shocks and a power steering pump for an estimated cost of $1,300.00 making a total anticipated cost of $2,860.00 over the next 12 months. This truck is recommended for replacement due to reliability and cost considerations.
The Wastewater Treatment Service Unit (WWTSU) uses truck number 2282, which is a 2003 Ford F-250 two wheel drive pickup truck. We are requesting that it be replaced with the same type of vehicle, a 2009 Ford F-250. The vehicle is set up with a rear mounted lift gate which will also need to be replaced on the new vehicle. This truck is used to transport heavy equipment needed for the maintenance of the plant and lift station sites throughout the City. This truck has been in service for six years and has 1,030 hours/21,100 miles of operation. 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 then this truck has been in for service or repair 7 times of which 3 repairs (43%) have been for breakdowns. The Supervisor of Fleet Services has reviewed this vehicle and has rated the general condition as 'fair'. Mechanically this truck needs a transmission, front brakes, rear shocks and a set of tires for an estimated cost of $4,850.00. It has the potential to need a serpentine drive belt, front wheel bearings and front shocks for an estimated cost of $1,125.00 making a total anticipated cost of $5,975.00 over the next 12 months. The truck is recommended for replacement due to reliability and cost considerations. When the vehicle is out of service WWTSU staff cannot transport heavy equipment within the plant or to lift station sites throughout City. This would adversely affect the maintenance of equipment and systems which increase our risk for discharge of sewage to basements and the environment.
The Field Operations Unit of the Public Services Area uses truck number 6275, a 2001 Chevrolet Silverado full sized two wheel drive pickup truck. We are requesting it be upgraded to four wheel drive, a 2009 Ford F-250. This vehicle is used to transport staff, materials and supplies for spring, summer and fall activities in our Parks. This truck has been in service for 8 years and has 3500 hours/47,888 miles of operation. The total cost of repairs performed on this vehicle exceeds 62 percent of the original purchase price. Over the last two years this truck has been in for service 20 times of which 7 repairs (35.0 %) have been for breakdowns. The general condition of this vehicle was rated 'fair'. Mechanically this truck needs inner tie rod ends, lower control arms, upper control arms, front shocks, and a set of tires for an estimated cost of $3,100.00. It has the potential to need a water pump, thermostat, radiator hoses, and a battery for an estimated cost of $1,750.00 making a total anticipated expenditure of $4,850.00 over the next 12 months. This truck is recommended for replacement due to reliability and cost considerations. By upgrading this truck we will be able to transport the equipment used for snow removal on the city-owned sidewalks and paths. Currently the two wheel drive pickup truck is incapable of pulling the trailer with the broom tractor. When it is necessary to transport the broom tractor we have to drive it on the streets and it does not exceed 5 mph. The broom tractor is used to remove snow from the downtown areas, bridges and paths. In addition, this will allow us to have better traction and it will reduce our need to repair and restore our turf as the two wheel drive vehicles lose traction in the spring and during high soil moisture content periods. It will also allow us to be able to haul our mowing trailer, snow removal equipment and materials into our parks which have varied terrain, slope and turf conditions while minimizing the impact the vehicle has on the turf. After the truck is received a front snow plow will be added. The estimated cost of the plow is $4,000.00, bringing the total cost of the truck with plow to $24,280.00.
The Field Operations Unit of the Public Services Area uses truck number 6272, a 1999 Ford F-150 two wheel drive pickup truck. We are requesting it be upgraded to a four wheel drive 2009 Ford F-250. This vehicle is assigned to the Supervisor assigned to the seasonal late work schedule (10pm to 6am) November through March. At times the Supervisor was unable to investigate problem areas during storm events and respond to a variety of situations because the two wheel drive vehicle was unable to maneuver on untreated snow covered streets. The truck has been in service for 10 years and has over 8436 hours/91,300 miles of operation. The total cost of repairs performed on this vehicle exceeds 85 percent of the original purchase price. Over the last two years this truck has been in for service 16 times of which 2 repairs (12.5 %) have been for breakdowns. The general condition of this vehicle was rated 'poor'. Mechanically this truck needs front and rear shocks, water pump, serpentine drive belt, and fuel supply lines for an estimated cost of $1,490.00. It has the potential to need replacement of the alternator, spring shackles, and front brakes battery for an estimated cost of $1,840.00 making a total anticipated expenditure of $3,330.00 over the next 12 months. This truck is recommended for replacement due to cost and suitability considerations. By upgrading this truck we will be able to respond to complaints and problem areas more quickly during inclement weather.
The full size 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 greenhouse gas emissions and fuel economy is a major factor in the decision, maintaining a diverse fleet of detective vehicles is the over riding factor in choosing a vehicle for this operation.
Emissions information from the www.fueleconomy.gov <http://www.fueleconomy.gov> web site for compact cars show that the Ford Focus produces the least amount of greenhouse gas and has the best fuel economy of all the vehicles in their category bid under the cooperative purchasing programs used by the City. Emissions information on the ¾ ton pickup truck was not available. Comparing the same engine in a ½ ton truck showed that the Ford F-250 produced the least amount of greenhouse gas and has the best fuel economy of all the vehicles in their category bid under the cooperative purchasing programs used by the City. In addition the Ford F-250 will be a flex fuel vehicle capable of using E-85.
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. Varsity Ford, Ann Arbor, MI, was the lowest responsive bidder under the Macomb County Bid. (See attached tabulation sheet)
Varsity 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, Varsity Ford, Ann Arbor, MI, is the lowest responsive bidder to Macomb County; and
Whereas, Varsity Ford received Human Rights approval on January 30, 2009;
RESOLVED, That City Council approve the issuance of a purchase order to Varsity Ford in the amount of $122,131.00 for the purchase of one 2009 Ford Focus compact car, three 2009 Ford F-250 ¾ ton two wheel drive pickup trucks, two 2009 Ford F-250 ¾ ton four wheel drive pickup trucks and one 2010 Ford Fusion;
RESOLVED, That funds for these purchases come from the 2009 Motor Equipment budget, 2009 Water Supply System 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. 129, 137, 138, 403, 504, 506, 4153, 4155, and 3222) be sold at the next City vehicle auction;
RESOLVED, That the vehicles being replaced (nos. 1116, 1119, 2280, 4259, 2282, 6275, 6272, and 0135) 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.