Title
Resolution to Approve the Purchase of Vehicles from Todd Wenzel Buick GMC (Oakland County Bid - $83,342.00)
Memorandum
The attached resolution authorizes the purchase of one 2017 GMC 2500 4x4 with Double Cab at $29,734.00 and two 2017 GMC Terrain (AWD) at $26,804.00 each for a total of $83,342.00 from Todd Wenzel Buick GMC, Westland, 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 vehicles listed on this resolution will replace vehicles that will have reached the 6 years’ limit in the next year.
The Police Unit of the Safety Services Area requires that the fleet of detective vehicles consist of a variety of makes, models, and body styles. The fleet includes cars, pickups, and SUVs. To maintain the variety of vehicles needed in this operation, the Fleet and Facilities Unit develops a list of vehicles that were awarded a contract under one or more of the cooperative purchasing programs from the State of Michigan, Macomb County, and Oakland County. The list is given to the Police Department and their staff selects vehicles from the list that fit their needs. Although greenhouse gas emissions and fuel economy are major factors in the decision, maintaining a diverse fleet of detective vehicles is the overriding factor in choosing vehicles for this operation.
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 use a two-step evaluation process. 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 point values that are 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, we insure that 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, 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.
Of the thirty-two light vehicles scheduled for evaluation this year, sixteen have met the requirements for replacement. One of these vehicles is included in this resolution plus two vehicles assigned to the Police Department whose replacement is mandated by contract.
The Fire Department of the Public Safety Services Area uses SUV #1015, a 2007 Chevrolet Trailblazer, in its fire operations. The SUV has been in service for 9 years and has 3,633 hours of operation. It averages 0.23 repair work orders per month and the cost of repairs has exceeded 69% of its purchase price. The Fleet Service Supervisor rated this vehicle a 4.
This SUV is being replaced by ¾ ton full size four-wheel drive pickup truck. The pickup truck offers a larger towing capacity so the vehicle can transport the fire department training trailer and other trailers’ used by the service unit.
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. Todd Wenzel Buick GMC was the lowest responsive bidder under the Oakland County bid.
Adequate funds for these purchases have been budgeted in the Fleet Services budget for fiscal year 2017
Todd Wenzel Buick GMC complies with the requirements of the City’s non-discrimination ordinances.
Staff
Prepared by: Matthew J. Kulhanek, Fleet & Facilities Manager
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The Fleet and Facilities Unit needs to purchase replacement vehicles for the City’s fleet;
Whereas, Todd Wenzel Buick GMC, Westland, MI, is the lowest responsive bidder under the Oakland County Cooperative Bid program; and
Whereas, Todd Wenzel Buick GMC complies with the requirements of the City’s Non-Discrimination Ordinances;
RESOLVED, That City Council approve the issuance of a purchase order to Todd Wenzel Buick GMC for the purchase of one 2017 GMC 2500 4x4 with Double Cab at $29,734.00 and two 2017 GMC Terrain (AWD) at $26,804.00 each for a total of $83,342.00;
RESOLVED, That funds for the purchase of these vehicles come from the FY17 Fleet Services budget with funds to be available without regard to fiscal year;
RESOLVED, That the vehicles being replaced (nos. 0141, 0153 and 1015) be sold at the next City vehicle auction held after the vehicles are removed from service; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.