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CITY CLERK
File # DØJ~[Q]-[ZD]
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: October 18,2005
SUB,JECT: Request to Waive Competitive Bid Process aud Authorize Staff to
Purchase Police Vehicles Directly from Vendor.
Report Prepared by Amy Cunningham, Sr. Administrative Analyst Aß----
ATTACHMENTS: Resolution Waiving the Competitive Bid Process and Authorizing
Staff to Purchase Police Vehicles Directly from Vendor (four-fifths
[4/5] vote requircd)
RECOMMENDATION: ,/7/AdOPt Resolution authorizing Staff to purchase vehicles directly
\ V from vendor.
FINANCIAL STATEMENT:
Adequate funding exists in the adopted Fiscal Year 2005-2006
Internal Service Fund and General Fund for the purchase and
equipment installation of these vehicles.
DESCRIPTION:
Currently, the City has a fleet of I1lìeen Ford Crown Victoria police patrol vehicles. In order to assure
reliability and to minimize repair expenses, thc City reviews patrol vehicles for potential replacement after
three years of service. Based upon general vehicle condition, and costly maintenance and repair expenses,
Staff has scheduled Jour existing patrol vehicles for replacement during the current fiscal year. To avoid
additional repair costs, and to ensure product availability at a competitive priec, Staff has determined that
these vehicles should be replaced immediatcly.
With minor exceptions, the specifications for police fleet vehicles are highly standardized. On an annual
basis, the California Highway Patrol (CHP) circulates speeiJïeations for the standard police patrol vehicle.
The CHP has selected the Ford Crown Victoria Police Interceptor as the standard patrol vehicle for the
2006 model year. By purchasing the standard CHP Crown Victoria Police Interceptor, an variables are
eliminated and the only considerations are price and availability.
___________________________________________________________________________~_______________~_.W_R_____.______
COpy TO:
Page 1 on
ITEM NO.~
F:\i\.gendI1Strnts\05-06\vt:hicle pur(;h!l~t: 09-0.5 agl'mda stmt.dùc
Due to the limited manufactnring period and bigh market demand for the Ford Crown Victoria Police
Jnt/::rceptor, the available supply of vehicles is strictly limited. Ford dealers in Dublin and Northern
California were surveyed to determine stock availability and pricing information for the Crown Victoria
Police Interceptor. Folsom Lake Ford was the only dealership identified as having the desired vehicles
immediatcly available at pricing below the State contract prieing:
"'VÎ~tö:riI::;:i::::
;!::>:þ:;
tJf.· ct):
$21,965.00
562.30
1,921.94
8.75
$24,457.99
II;';
$97 831.96
1,918.88
8.75
$23857.63
Vehicle Cost
-~-,~~,~~,.~"'..~,',.,"~~._,
Contract Service Cbar e
S.ales Tax (8.25%)
Tire Fee
_____,_~~_,"'~...". ,.." ~r'w_
II
Total Cost of Four Vehicles
* Cost provided for comparison purposes
$95,430.52
The Fiscal Year 2005-2006 Police Services operating budget also included the addition of one Ford
Expedition to tbe existing patrol vehicle fleet. This vehicle would serve as a mobile commaud post during
critical incidents, allowing supervisors the ability to manage operations more eftèetivcly in the field. Staff
investigated the possibility of an alternative JÌlcl source type vehicle meeting Police Services needs for a
command post vehicle; however, there are no vehicles currently being manllfaetured offering the
necessary features.
Due to tile manufacturing period and current market demand, there is a limited supply of appropriately
equipped vehicles available on the market. The State of Cali fornia did not award a purchasing contract to
any vendor for the Expedition this year; however, Staff obtained competitive pricing information from
vendors. Folsom Lake Ford has offered the desired vehicle at the price quoted below:
V chicle Cost
Sales Tax (8.75%
Cit Portion of Sales Tax
Tire Fee
-____'.0.__".'.,'",,',,·
....·.··..1;1.
I IN:" .:::.::':¡
$25,816.80
2,258.97
-258.17
8.75
~~~.g!l}6.35
~_.~,..~,.....'"-~_.~'~.,.,,~.~._-
Total
* Cost provided for comparative purposes
8.75
$26,098.96
__.__~_~~_~_.~_.,..,____,.~_,.",","~~.W
Typically, the City's Purchasing Ordinance requires that major purchases over $20,000 be subjeet to the
competitive bid process. The adopted PUTebasing Ordinance provides that the competitive bid process
may be waived under the following circumstances:
o When another public agency has administered a competitive bidding process witbin the past two
years for the same or substantially similar supplies, services or equipment (D.M.C.
§2.36.050(a)lû); and
o When City Council specifically waives the competitive bid process and authorizes Staffto
negotiate the purchase of vehicles by a four-fifths (4/5) vote (D.M.C. §2.36.050(a) J 1).
In this case, Staffreqnests that the City Council apply these exceptions and authorize Staff to purchase the
vehicles directly from the least costly vendor. Following delivery, the City wi11 be responsible for the
)%3
additional costs associated with marking the vehicles and installing emergeney equipment such as police
radios, lights, sirens, and opticom units.
RECOMMRNDA TION:
Staffrecommel1ds that the City Council adopt the Resolution (Attachment 1) waiving the competitive bid
process and authorizing StafTto pnrehase police vehicles directly from the least costly vendor, Folsom
Lake Ford. In order to adopt this resolution, the City Council must approve it by a four-fifths (4/5) vote.
3"63
I"V (
RESOLUTION NO. - O~
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
**\11:l1li*****
WAIVING THE COMPETITIVE BID PROCESS AND
AUTHORIZING STAFF TO PURCHASE
POLICE VEIDCLES DIRECTLY FROM DEALER
WHEREAS, §2.36.050(a)(10) and (11) of the Dublin Municipal Code provide that the eompetitive
bid process shall not apply when another public agency has administered a competitive bidding process
within the past two years for the same or substantially similar supplies, services or equipment; and when
the City Couneil specifically waives the competitive bid process and authorizes staff to negotiate the
purchase of vehicles by a four-fifth (4/5) vote; and
WHEREAS, the City Council feels that significant benefits are possible by authorizing staff to
purchase police vehicles directly trom the vendor, Folsom Lake Ford, including costs savings and
expedient delivery; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
specifically waive the competitive bid process pursuant to Dublin Municipal Code §2.36.050(a)(10) and
(II) (as amended) and authorizes staff to purehase police vehicles, including four (4) Ford Crown Victoria
Police Interceptors, and one (I) Ford Expedition, trom Folsom Lake Ford.
BE IT FURTHER RESOLVED that the City Manager and or his designee is hereby authorized to
execute any necessary agreements, purehase orders, or other documents required to arrange for the
purchase and delivery of the police vehicles.
PASSED, APPROVED AND ADOPTED this 18th day of October, 2005.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
(0- \ 3 - oS"
Attachment I