Title
Resolution to Approve the Purchase of Four Police Patrol Vehicles, One Heavy Duty 4X4 Pickup, Eight Full Size Cargo Vans, and Four Small Sport Utility Vehicles from Berger Chevrolet (Oakland County $355,569.15)
Memorandum
The attached resolution authorizes the purchase of four 2013 Chevrolet Tahoe Police Pursuit Vehicles (PPV) at $26,563.85 each, one 2013 Chevrolet Silverado 2500, Crew Cab, 4X4 Pickup at $23,347.75, eight 2013 Chevrolet Express 2500 cargo vans at $18,706.75 each and four 2013 Chevrolet Equinox SUVs at $19,078.00 each for a total of $355,569.15 from Berger Chevrolet, Grand Rapids, Michigan.
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 patrol vehicles listed on this resolution will replace vehicles that will have reached the 80,000 miles limit or their 6 year age limit in the next year.
The standard patrol vehicle used by the Police Department was the Ford Crown Victoria, which was retired last year. The Police Department and Fleet Services are currently evaluating all the pursuit rated vehicles from the three major manufacturers.
The Police Department is currently evaluating a Dodge Charger patrol vehicle, a Chevrolet Caprice patrol vehicle, a Ford Police Interceptor - Sedan, and a Ford Police Interceptor - Utility. Both Ford products are getting prepped for service at this time and there is one additional Chevrolet Caprice on order. The initial results on the Dodge Charger show a lot of problems with the front suspension and electrical issues. The Chevrolet Caprice has an excessively long order time with the unit pending delivery on order for over one year.
For this fiscal year, Police have requested that four Chevrolet Tahoe Police Pursuit Vehicles be purchased on this resolution and three Ford Police Interceptor - Sedans be purchased on a separate resolution. While the Tahoe PPV is price significantly higher than the old Crown Victoria, it is in the same range as the new Ford Interceptors, Dodge Charger, and Chevrolet Caprice. The Tahoe is a larger vehicle and should be better suited for special patrol vehicles that carry additional equipment like the Command, K-9 and Tactical units.
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 this is done 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, a two step evaluation process is used. The first step looks at five categories, including the vehicle's age, miles/hours of use, type of service, reliability, maintenance and repair cost. The second step consists of the Fleet Service Supervisor's review of the vehicle repair history and general condition. Each category has a point value that is assigned as follows:
AGE - one point for each year the vehicle is in service
MILES/HOURS - one point for each 10,000 miles or 330 hours of service
TYPE of SERVICE - one point for light duty use to five points for severe duty use
RELIABILITY - average # of work orders per month (1 <.25, 2 =.25 to .50, 3 =.50 to .75, 4=.75 to 1, and 5 = over 1 per month)
MAINTENANCE COST - repair cost as a percentage of purchase price (1 = 20 to 40%, 2 = 40% to 60%, 3 = 60% to 80%, 4 = 80% to 100%, and 5 = Over 100%)
SUPERVISOR REVIEW - based on a review of work order history and the Supervisor's experience (1 = very good condition to 5 = very poor condition)
Vehicles with a total score of 22 or below are considered to be in good condition and are not scheduled for replacement. When the total score is between 23 and 27 the vehicle must have a Supervisor rating of 4 or 5 before qualifying for replacement. A vehicle with a total score of 28 and above still needs a Supervisor rating of 3 or above to qualify for replacement. By weighting the Supervisors score, vehicles that have been is service for a long time or that have had one exceeding high repair charge but are otherwise in very good condition, are not replaced.
The majority of the City's fleet usage is tracked by hours used instead of miles driven. By tracking hours, a more accurate assessment of the wear and tear the engine and drive train receive in the "stop and go" city environment is determined. Staff estimates that city driving accounts for 90 to 95 percent of the hours put on City vehicles. Some older vehicles, not originally serviced by Fleet Services, were not equipped with hour-meters and only mileage information is available on these units.
Of the eighty-two light vehicles scheduled for evaluation this year, forty-one have met the requirements for replacement. Seventeen of these vehicles are include on this resolution including four vehicles assigned to the Police Department. Police vehicle replacement is mandated by contract and therefore not run through the evaluation process.
The Fire Department uses truck # 1049, a 2005 Sierra 4X4 pickup, as the Battalion Chief's command vehicle. The truck has been in service for over 7 years and has 4,954 hours of use. It averages 0.29 repair work orders per month and the cost of repairs has exceeded 30% of its purchase price. The Fleet Service Supervisor rated this vehicle a 3.
The Field Operations Unit of the Public Services Area uses van # 3221, a 2001 Ford E-250 cargo van, for its Customer Service staff for water meter maintenance, water shut offs and on, and Miss Dig markings. The van has been in service for 11 years and has 88,204 miles of operation. This vehicle is not equipped with an hour meter. It averages 0.18 repair work orders per month and the cost of repairs has exceeded 60% of its purchase price. The Fleet Service Supervisor rated this vehicle a 4.
The Field Operations Unit of the Public Services Area uses van # 3224, a 2003 Ford E-250 cargo van, for its Customer Service staff for water meter maintenance, water shut offs and on, and Miss Dig markings. The van has been in service for 9 years and has 109,375 miles of operation. This vehicle is not equipped with an hour meter. It averages 0.37 repair work orders per month and the cost of repairs has exceeded 86% of its purchase price. The Fleet Service Supervisor rated this vehicle a 4.
The Project Management Unit of the Public Services Area uses van # 9231, a 1999 GMC Savana cargo van, for transportation of its staff of onsite inspectors and surveyors. The van has been in service for 13 years and has 4,549 hours of operation. It averages 0.20 repair work orders per month and the cost of repairs has exceeded 79% of its purchase price. The Fleet Service Supervisor rated this vehicle a 4.
The Project Management Unit of the Public Services Area uses van # 9232, a 2005 Chevrolet Express cargo van, for transportation of its staff of onsite inspectors and surveyors. The van has been in service for 7 years and has 5,216 hours of operation. It averages 0.29 repair work orders per month and the cost of repairs has exceeded 82% of its purchase price. The Fleet Service Supervisor rated this vehicle a 3.
The Project Management Unit of the Public Services Area uses van # 9242, a 2001 Dodge Ram cargo van, for transportation of its staff of onsite inspectors and surveyors. The van has been in service for 11 years and has 9,044 hours of operation. It averages 0.34 repair work orders per month and the cost of repairs has exceeded 129% of its purchase price. The Fleet Service Supervisor rated this vehicle a 4.
The Project Management Unit of the Public Services Area uses van # 9243, a 2001 Dodge Ram cargo van, for transportation of its staff of onsite inspectors and surveyors. The van has been in service for 11 years and has 4,711 hours of operation. It averages 0.26 repair work orders per month and the cost of repairs has exceeded 90% of its purchase price. The Fleet Service Supervisor rated this vehicle a 3.
The Project Management Unit of the Public Services Area uses van # 9245, a 2003 Dodge Ram cargo van, for transportation of its staff of onsite inspectors and surveyors. The van has been in service for 9 years and has 6,537 hours of operation. It averages 0.34 repair work orders per month and the cost of repairs has exceeded 88% of its purchase price. The Fleet Service Supervisor rated this vehicle a 3.
The Project Management Unit of the Public Services Area uses van # 9247, a 2003 Dodge Ram cargo van, for transportation of its staff of onsite inspectors and surveyors. The van has been in service for 9 years and has 5,939 hours of operation. It averages 0.38 repair work orders per month and the cost of repairs has exceeded 102% of its purchase price. The Fleet Service Supervisor rated this vehicle a 3.
The Fire Department uses vehicle # 1046, a 2004 Explorer, for the Training Officer. The Explorer has been in service for 9 years and has 3,510 hours of operation. It averages 0.25 repair work orders per month and the cost of repairs has exceeded 85% of its purchase price. The Fleet Service Supervisor rated this vehicle a 3.
The Planning & Development Unit of the Community Services Area uses truck # 5210, a 2001 S-10 mini pickup, for its inspector's transportation. It has been in service for 11 years and has 5,277 hours of operation. It averages 0.42 repair work orders per month and the cost of repairs has exceeded 136% of its purchase price. The Fleet Service Supervisor rated this vehicle a 4. The Planning & Development Unit has requested that this vehicle be upgraded to a small sports utility vehicle to improve operator comfort. This upgrade makes the purchase price $1,178.00 more than the amount that the Fleet Fund has collected for this vehicles replacement. This additional cost will come from the Planning & Development Unit FY 2013 budget.
The Planning & Development Unit of the Community Services Area uses truck # 5212, a 2001 S-10 mini pickup, for its inspector's transportation. It has been in service for 11 years and has 5,634 hours of operation. It averages 0.34 repair work orders per month and the cost of repairs has exceeded 131% of its purchase price. The Fleet Service Supervisor rated this vehicle a 4. The Planning & Development Unit has requested that this vehicle be upgraded to a small sports utility vehicle to improve operator comfort. This upgrade makes the purchase price $1,178.00 more than the amount that the Fleet Fund has collected for this vehicles replacement. This additional cost will come from the Planning & Development Unit FY 2013 budget.
The Planning & Development Unit of the Community Services Area uses truck # 5215, a 2003 S-10 mini pickup, for its inspector's transportation. It has been in service for 9 years and has 6,505 hours of operation. It averages 0.39 repair work orders per month and the cost of repairs has exceeded 192% of its purchase price. The Fleet Service Supervisor rated this vehicle a 4. The Planning & Development Unit has requested that this vehicle be upgraded to a small sports utility vehicle to improve operator comfort. This upgrade makes the purchase price $1,178.00 more than the amount that the Fleet Fund has collected for this vehicles replacement. This additional cost will come from the Planning & Development Unit FY 2013 budget.
This purchase follows the 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. Berger Chevrolet was the lowest responsive bidder to Oakland County.
Adequate funds for these purchases have been included in the Water Fund O&M budget, Motor Equipment budget and the Planning & Development Unit budget for fiscal year 2013
Berger Chevrolet received Human Rights approval on February 13, 2013.
Staff
Prepared by: Thomas A Gibbons, Financial Analyst Fleet & Facility Unit
Reviewed by; Matthew J. Kulhanek, Fleet & Facilities Manager
Craig Hupy, Public Services Area Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, The Fleet and Facilities Unit needs to purchase replacement vehicles for the City's fleet;
Whereas, Berger Chevrolet, Grand Rapids MI, is the lowest responsive bidder to Oakland Counties Cooperative Bid program; and
Whereas, Berger Chevrolet received Human Rights approval on February 13, 2013;
RESOLVED, That City Council approve the issuance of a purchase order to Berger Chevrolet for the purchase of four 2013 Chevrolet Tahoe Police Pursuit Vehicles at $26,563.85 each, one 2013 Chevrolet Silverado 4X4 pickup at $23,347.75, eight 2013 Chevrolet Express cargo vans at $18,706.75 each and four 2013 Chevrolet Equinox at $19,078.00 each for a total amount of $355,569.15;
RESOLVED, That funds for the purchase of the four Chevrolet Tahoe, one Chevrolet Silverado, six Chevrolet Express cargo vans and four Chevrolet Equinox come from the 2013 Motor Equipment budget with funds to be available without regard to fiscal year;
RESOLVED, That funds for the purchase of two Chevrolet Express cargo vans come from the 2013 Water Fund O & M budget with funds to be available without regard to fiscal year;
RESOLVED, That funds for the upgrade of three Chevrolet Equinox come from the 2013 Planning & Development unit budget with funds to be available without regard to fiscal year;
RESOLVED, That the vehicles being replaced (nos. 0042, 0044, 0045, 0046, 1046, 1049, 3221, 3224, 5210, 5212, 5215, 9231, 9232, 9242, 9243, 9245, and 9247) 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.