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Home My WebLink AboutItem 4.12 Req Direct Purch Police Vehicles ..' ,. . . . w CITY CLERK File # D(3](5][25]-[gJ[Q] AGENDA STATEMENT CITY COUNCIL MEETING DATE: MARCH 16, 1999 SUBJECT: Request to Waive Competitive Bid Process and Autflorize Staff to Purchase Police Patrol Vehicles by Direct Purchase From Vendor. Report Prepared By: Amy Cunningham,l?--- Administrative Assistant EXHIBITS ATTACHED: 1. Resolution Waiving the Competitive Bid Process and Authorizing Staff to Negotiate the Purchase of Police Patrol Vehicles (four-fifths [4/5] vote required) 2. Vehicle Specifications RECOM:MENDATION: /l/V/ , , 1. Adopt Resolution (Exhibit 1) authorizing Staff to purchase vehicles directly from a vendor FINANCIAL STATEMENT: Based upon the State contract pricing, the purchase price of one patrol vehicle, including options, fees and taxes, is approximately $26,367 without the extended warranty. The negotiated purchase price for two vehicles from Shamrock Ford is estimated not to exceed $52,734. This price does not include the cost to outfit the vehicle or to apply DPS markings. DESCRIPTION: Currently, the City has a fleet often patrol vehicles (nine marked and one unmarked). In order to assure reliability and to minimize repair expenses, the City routinely replaces patrol vehicles after three years of service. The current fleet includes five 1996 patrol vehicles that were evaluated for replacement during the 1999 replacement cycle. Upon review of current mileage and condition it has been determined that three of the five 1996 patrol vehicles can be retained for use for one additional year; therefore, only two patrol cars would need to be purchased immediately. It is expected that the funds to purchase the two vehicles will be expended as part ofthe Fiscal Year 1999-00 budget, the vehicles must be ordered immediately, due to a limited manufacturing period for police vehicles. Staff anticipates replacement of the remaining three vehicles will be evaluated and considered next fiscal year for replacement with Year 2000 models. With minor exceptions, the specifications for police vehicles are highly standardized. On an annual basis, the California Highway Patrol (CHP) promulgates specifications for the standard COPIES TO: 4.12 ITEM NO. G:/staff-re/veh ic1es/marked/03-16.d oc patrol vehicle. The CHP has selected the Ford Crown Victoria Police Interceptor as the standard patrol vehicle for the 1999 model year. By purchasing the standard CHP Crown Victoria Police Interceptor, all variables are eliminated and the only consideration is price. Typically, the City's Purchasing Ordinance requires that major purchases be subject to the competitive bid process. The adopted Ordinance 21-97, which provides that the competitive bid process may be waived under the following circumstance: · When City Council specifically waives the competitive bid process and authorizes Staff to negotiate the purchase of vehicles by a four-fifths (4/5) vote. S2.36.050(a)(11) of the Purchasing Ordinance allows the City Council, by a four-fifths (4/5) vote, to waive the requirement for a competitive bid in the purchase of vehicles. If the City Council grants this authority, Staff would be authorized to negotiate the terms of sale directly with the vendor. Due to the CHP designation of the Ford Crown Victoria Police Interceptor as the standard patrol vehicle, potential vendors are likely to be Ford dealerships. If the vendor is a Dublin-based business, the City will recoup a portion of the sales tax revenue. In this case, Staff requests that the City Council apply this exception and authorize Staff to purchase the vehicles directly from a vendor as the deadline to order through the state contract has passed. Shamrock Ford has indicated that they could provide vehicles at a cost which would be lower than the negotiated pricing through the state contract. Outfitting Vehicles Following delivery, the City will be responsible for the costs required to mark the vehicles and to install radios, lights, sirens, opticom units and other emergency equipment. The City will remove most of this equipment from each vehicle as it is retired and reinstall the equipment on replacement vehicles. Vehicle emergency equipment is used for a minimum of six years. The costs associated with the marking and outfitting of the replacement patrol vehicles will be part of the Fiscal Year 1999-00 Internal Service Fund Equipment Replacement budget. Any additional equipment purchase will be in conformity with the adopted Purchasing Ordinance. Funding Source The purchase of these vehicles will be financed from reserves in the Internal Service Fund (ISF) for Vehicle Replacement. Staffwill request that the delivery of the vehicles occur after July 1, 1999. Therefore, the estimated expenditure will be identified in the Fiscal Year 1999-00 ISF Informational Budget. Recommendation: Staff recommends that the City Council adopt the resolution, attached as Exhibit 1, waiving the competitive bid process and authorizing Staff to negotiate directly with vendors. Any contract, negotiated by Staff, shall be presented to the City Council for approval. In order to adopt this resolution, the City Council must approve it by a four-fifths (4/5) vote. -~). - 'Ii ",- t . . . ",. , ... RESOLUTION NO. - 99 . A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* WAIVING THE COMPETITIVE BID PROCESS AND AUTHORIZING STAFF TO NEGOTIATE THE PURCHASE OF TWO (2) POLICE PATROL VEHICLES WHEREAS, g2.36,050(a)(11) of the Dublin Municipal Code provides that the competitive bid process shall not apply 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, the City Council feels that significant benefits are possible by authorizing staff to negotiate the purchase of two (2) police patrol vehicles, including cost savings, superior vehicle maintenance and service, sales tax recovery, and avoidance of surcharges. 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 g2.36.050(a)(1l) and authorizes staff to negotiate the purchase of two (2) police patrol vehicles from Shamrock Ford. . NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin pursuant to Section 2.36.050 of the Municipal Code (as amended); hereby waives the requirement for a competitive bid and authorizes the purchase of2 police patrol vehicles from Shamrock Ford, pursuant to negotiation and based upon a bid awarded by the State of California Department of General Services and the California Highway Patrol Standard Specifications (vehicle price $26,367 including sales tax). BE IT FURTHER RESOLVED, that the City Manager and or his designee is hereby authorized to execute any necessary agreements, purchase orders, or other documents required to arrange for the purchase including extended warranty and delivery ofthe 2 police patrol vehicles. PASSED, APPROVED AND ADOPTED this 16th day of March, 1999. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk . G :/staff-re/vehi cI es/marked/res-waiv2.doc EXHIBIT 1 ,. .. CITY OF DUBLIN: SPECIFICATIONS 1999 POLICE PATROL VEHICLES . A. Basic Vehicle Specification Except as modified. by Section B below, all price quotations shall be for vehicles that conform to the specifications developed by the State of California for California Highway Patrol High Speed Law Enforcement Class "E" Sedans (attached and incorporated by reference into this document). B. Factory Installed Options to be Included The basic specifications shall be modified to provide vehicles equipped with the following factory authorized options: 1. HD Rubber Floor Coverings 2. Locking Gas Cap 3. Universal Keys (all units keyed alike) 4. Exterior Color Manufacturer's White with Molding Installed 5. AM/FM Radio Installed 6. Cloth Front Bucket SeatsNinyl Rear Bench Seats 7. 6-Way Power Driver Seat . 8. Radio Suppression Package 9. Spotlights, Left and Right, clear, mounted, installed 10. Dealer Installed Undercoating 11. Silicone Hoses 12. Auxiliary Fuse Box 13. Driver and Passenger Controlled Door Locks with rear controls disabled 14. Driver and Passenger Controlled Windows with rear controls disabled 15. Horn/Siren Wiring Package C. Factory Authorized Service ProQram Vehicles shall include 3 year / 100,000 mile powertrain extended warranty with 0 deductible. D. Optional Factory Authorized "Extra Care" Maintenance ProQram Proposals may include pricing for factory Ford Motor Company Authorized "Extra Care" program. This plan shall include provisions for a $50 deductible and 3 year/85,000 mile coverage warranty. . G:I staff-re/veh j cl es/unmarkedlproposaI2/specs. doc Exhibit 2