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Home My WebLink About4.10 Purchase Police Vehicles CITY CLERK File # D~[5]5J-~6J AGENDA STATEMENT CITY COUNCIL MEETING DATE: November 21, 2006 SUBJECT: Request to Waive Competitive Bid Process and Authorize Staffto Purchase Specialized Police Vehicles Directly from Vendor. Report Prepared by Amy Cunningham, Sr. Administrative Analyst ATTACHMENTS: Resolution Waiving the Competitive Bid Process and Authorizing Staff to Purchase Specialized Police Vehicles Directly from Vendor (four-fifths [4/5] vote required). RECOMMENDATION: " r-4.:>( 1\1 ',,;" Adopt Resolution authorizing Staff to purchase specialized police vehicles directly from vendor. FINANCIAL STATEMENT: Adequate funding exists in the adopted Fiscal Year 2006-2007 Internal Service Fund and General Fund for the purchase and emergency equipment installation for these vehicles. DESCRIPTION: Currently, the City has fifteen Ford Crown Victoria police patrol vehicles in its fleet. In order to assure reliability and to minimize repair expenses, the City reviews patrol vehicles for potential replacement after three years of service. Based upon general vehicle condition, and costly maintenance and repair expenses, Staffhas scheduled three existing patrol vehicles for replacement during the current fiscal year. One of these patrol vehicles has been out of service for several months due to the high mechanical repair costs. To avoid additional repair costs, ensure an adequate number of vehicles are available for use by patrol officers, and to ensure product availability at a competitive price, Staffhas determined that these vehicles should be replaced immediately. With minor exceptions, the specifications for police fleet vehicles are highly standardized. On an annual basis, the California Highway Patrol (CHP) circulates specifications for the standard police patrol vehicle. The CHP has selected the Ford Crown Victoria Police Interceptor as the standard patrol vehicle for the 2007 model year. By purchasing the standard CHP Crown Victoria Police Interceptor, all variables are eliminated and the only considerations are price and availability. ------------------------------------------------------------------------------------------------------------- COPY TO: Page 1 of2 LL 't." ITEM NO.~ F:\AgendaStmts\06-07\vehicle purchase 11-06 agenda stmt.doc {!/ Due to the limited manufacturing period and high market demand for the Ford Crown Victoria Police Interceptor, the available supply of vehicles continues to be strictly limited. It has been determined that local dealers currently have no stock available. During the last state competitive bidding process conducted within the past two years, Folsom Lake Ford was the Northern California vendor awarded the bid for this category of specialty vehicle. Pricing information on the patrol vehicle conforming to specifications of all other vehicles in the Dublin Police Services fleet is outlined below: In addition to the scheduled replacement of three existing fleet vehicles through the Internal Service Fund, the Fiscal Year 2006-2007 Police Services operating budget also included the addition of one patrol vehicle for use by the approved Higher Service Level patrol officer. The cost for purchase of four vehicles from the dealer is $99,745.72. Typically, the City's Purchasing Ordinance requires that major purchases over $20,000 be subject to the competitive bid process. The adopted Purchasing 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 within the past two years for the same or substantially similar supplies, services or equipment (D.M.C. S2.36.050( a) 1 0); 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. S2.36.050(a) 11). In this case, Staff requests that the City Council apply these exceptions and authorize Staff to purchase the vehicles directly from the vendor. Following delivery, the City will be responsible for the additional costs associated with marking the vehicles and installing emergency equipment such as police radios, lights, sirens, and OptiCom units. RECOMMENDATION: Staff recommends that the City Council adopt the Resolution (Attachment 1) waiving the competitive bid process and authorizing Staff to purchase police vehicles directly from the vendor, Folsom Lake Ford. In order to adopt this resolution, the City Council must approve it by a four-fifths (4/5) vote. RESOLUTION NO. - 06 11J~ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* WAIVING THE COMPETITIVE BID PROCESS AND AUTHORIZING STAFF TO PURCHASE SPECIALIZED POLICE VEmCLES DIRECTLY FROM STATE AUTHORIZED DEALER WHEREAS, ~2.36.050(a)(10) and (11) of the Dublin Municipal Code provide that the competitive 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 Council specifically waives the competitive bid process and authorizes staff to negotiate the purchase of vehicles by a four-fifth (4/5) vote; and WHEREAS, through a competitive bidding process conducted within the past two years, Folsom Lake Ford was awarded the state purchasing contract for police sedan vehicles; and WHEREAS, the City Council feels that significant benefits are possible by authorizing staff to purchase specialized police vehicles directly from Folsom Lake Ford, including costs savings and expedient delivery; and NOW, THEREFORE, BE IT RESOL VED 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 (11) (as amended) and authorizes staff to purchase four (4) Ford Crown Victoria Police Interceptor police patrol vehicles from Folsom Lake Ford. BE IT FURTHER RESOLVED that the City Manager and or his designee is hereby authorized to execute any purchase orders, or other documents required to arrange for the purchase and delivery of the police vehicles. PASSED, APPROVED AND ADOPTED this 21st day of November, 2006. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk /1- 2/-00 L/ 10 Attachment 1