HomeMy WebLinkAboutItem 4.03 WaiveBidPoliceVeh
CITY CLERK
File # DJa](1J[Q]-[g}[Q]
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: MARCH 17, 1998
SUBJECT:
Request to Waive Competitive Bid Process and Authorize
Staff to Negotiate the Purchase of One Replacement
Unmarked Police Vehicle
$ Report Prepared By: Steve Honse, Administrative Assistant
1. Resolution Declaring 1989 Buick Lesabre as Surplus and
Authorizing City Manager to Dispose of it at Auction
2. Resolution Waiving the Competitive Bid Process and
Authorizing Staff to Negotiate the Purchase of Unmarked
Police Vehicle
3. Proposed Specifications to be Used to Obtain Vendor
Proposals
4. Informational Budget Change Form
EXHIBITS ATTACHED:
RECOMMENDATION:
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1. Adopt Resolution (Exhibit 1) declaring 1989 Buick
Lesabre as surplus and authorize City Manager to dispose
of it at auction
2. Adopt Resolution (Exhibit 2) waiving the competitive bid
process authorizing Staff to negotiate the purchase of one
replacement unmarked police vehicle at a cost not to
exceed $16,500 (four-fifths [4/5] vote required)
3. Approve the specifications to be used to secure one
unmarked police vehicle
4. Approve Informational Budget Change Form
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FINANCIAL STATEMENT:
Based upon preliminary research, Staff estimates the cost of a
low-mileage replacement vehicle to be approximately $16,500.
An additional $1,000 will be required for labor, equipment and
fasteners to install existing equipment on to the replacement
vehicle. Sufficient funding for this purpose is available in the
Internal Service Fund for Vehicle Replacement.
DESCRIPTION: Currently, the City has three unmarked police vehicles that are recognized as active in
the City's Internal Service Fund (ISF). The ISF charges departments a prorated annual expense for
equipment purchased from this fund. This process builds up a reserve to assure, at the end of the vehicle's
life cycle, there is funding to purchase a replacement. In addition to the three active unmarked police
vehicles, the City also owns two additional unmarked vehicles. These two unmarked vehicles were
declared surplus in prior years, but have been retained to provide back-up service. No ISF funding exists
to replace these vehicles.
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COPIES TO:
G :/staff-re/vehicIes/un marked/03-17.d oc
ITEM NO.--A4
The City's unmarked vehicles are used for a variety of purposes, including crime prevention,
transportation of officers and staff to court proceedings, and various administrative functions. In order to
minimize expenses, used vehicles are purchased for the unmarked fleet These vehicles are used until .
such time as the vehicles become unreliable or become too costly to maintain.
At the present time, the unmarked fleet contains one 1989 Buick Lesabre, which was purchased as a used
vehicle by the City in November, 1989. This car is nine years old, and has become unreliable. The
vehicle now requires extensive engine repair as well as repairs to the electrical and suspension systems.
Based upon repair estimates, the cost to repair this vehicle will be in excess of $4,000. Given the
advanced age of the vehicle and the high cost of repair, the vehicle is at the end of its usefuIlife cycle.
Staff recommends that the vehicle not be repaired and instead be declared as surplus and sold. Attached
as Exhibit 1 is a resolution declaring the property as surplus and authorizing the City Manager to dispose
of it at auction.
As previously discussed, this vehicle serves important purposes and should be promptly replaced.
Consistent with past practices, Staff recommends that this vehicle be replaced with a low-mileage used
vehicle. Used vehicles are significantly less expensive than new vehicles. Also, used vehicles, when
purchased from an established vendor, typically come with a limited warranty that acts to minimize the
risks associated with the purchase of a used vehicle.
In most cases, the City's Purchasing Ordinance requires that major purchases be subject to the competitive
bid process. However, on November 4, 1997, the City Council adopted Ordinance 21-97, which provides:
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-fifths
(4/5) vote.
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This exemption to the competitive bid process was adopted in recognition of the fact that certain
purchases are better accomplished by negotiation rather than by sealed bid. In the case of used vehicles,
there are a variety of qualitative factors to be considered and the best value is not necessarily achieved by
purchasing the vehicle offered at the lowest cost. Attached as Exhibit 2 is a resolution waiving the
competitive bid process and authorizing Staff to solicit proposals and to negotiate the purchase of one
replacement unmarked police vehicle. The resolution provides that the cost shall not exceed $16,500. In
order to adopt this resolution, the City Council must approve it by a four-fifths (4/5) vote.
Attached as Exhibit 3 is an outline of the specifications to be used to obtain proposals from vendors. This
process allows the City to shop among vendors in order to identify a vehicle appropriate for City needs.
Proposals from various vendors will be evaluated in terms of age, mileage, cost and warranty coverage in
order to select the best value.
Attached as Exhibit 4 is an Informational Budget Change form. The budget data for the ISF fund is
typically presented for informational purposes only. Approval of this form will record the amount in the
estimated FY 1997-98 ISF expenditures. Once the vehicle is placed in service, charges will begin to
accrue to the Police Services budget in order to establish reserves for the eventual replacement of this
vehicle.
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AtrCTION OF SURPLUS VEHICLE:
Staff recommends, if the City Council authorizes the vehicle replacement, the 1989 Buick Lesabre be
declared as surplus and sold at auction. This vehicle is in poor condition and has no further value to the
City. Attached as Exhibit 1 is a resolution that declares the vehicle as surplus and authorizes the City
Manager to dispose of it at auction
RECOMMENDATION:
Staff recommends that the City Council:
1. Adopt resolution (Exhibit 1) declaring 1989 Buick Lesabre as surplus and authorizing the City
Manager to dispose of it at auction
2. Adopt resolution (Exhibit 2) waiving the competitive bid process and authorizing Staff to
negotiate the purchase of an unmarked police vehicle at a cost not to exceed $16,500.
3. Approve proposed specifications (Exhibit 3) to be used to obtain vendor proposals
4. Approve Informational Budget Change Form (Exhibit 4).
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RESOLUTION NO. - 98
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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DECLARING 1989 BliCK LESABRE AS SURPLUS PROPERTY AND
AUTHORIZING CITY MANAGER TO DISPOSE OF IT AT AUCTION
'\VHEREAS, the City Manager has deternlined that an unmarked police vehicle, described below,
is no longer needed for City purposes; and
"WHEREAS, the most effective method for disposing of such items is at auction; and
WHEREAS, independent auctioneers are available to auction these items to the highest bidder;
and
'WHEREAS, the City is authorized to dispose of property pursuant to Government Code S37350.
NOW, THEREFORE, BE IT RESOLVED that the unmarked police vehicle, described below,
is declared surplus property and is to be sold by the City Manager:
(D-13) -1989 Buick Lesabre (VIN 1G4HP54C1KH462132)
BE IT FURTHER RESOLVED that the City Manager, or his designee, is authorized to enter
into a contract with an independent auctioneer, selected by the City Manager, to sell the asset noted above
to the highest bidder. The proceeds of this sale, less the cost of sale, shall be deposited into the Internal
Service Fund.
PASSED, APPROVED AND ADOPTED this _ day of
.1998.
A \"ES:
NOES:
i\BSENT:
.A.BSTAIN:
Mayor
ATTEST:
City Clerk
G :/staff-re!vehi cles/unmarked/res-surp. doc
EXHIBIT 1
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RESOLUTION NO. - 98
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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WAIVING THE COMPETITIVE BID PROCESS AND AUTHORIZING STAFF TO
:NEGOTIATE THE PURCHASE OF ONE (1) UNMARKED POLICE PATROL VEHICLE
"\VHEREAS, S2.36.050(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-fifths vote; and
WHEREAS, prior to negotiating the purchase of a replacement vehicle, staff requested that the
City Council authorize this purchase pursuant to this exemption; and
"WHEREAS, the City Council recognizes that the informal process to be used in the purchase of a
single used vehicle protects the public interest by allowing the City to obtain a reliable used vehicle that
offers the highest quality for the least cost
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 S2.36.050(a)(11) and
authorizes Staff to negotiate the purchase of one (1) used unmarked police patrol vehicle.
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PASSED, APPROVED A..ND ADOPTED this
day of
, 1998.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
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G :lstaff-re/vehic1es/unmarkedlres-waiv .doc
EXHIBIT 2
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CITY OF DUBLIN
SPECIFICATION FOR USED AUTOMOBILES
SCOPE:
This specification describes the requirements of the City of Dublin for one used
passenger vehicle.
GENERAL REQUIREMENTS:
The vehicle shall be a used 1997 model year or newer production with 20,000 miles or
less on the odometer. The unit shall be equivalent in style, quality and appointments to
those offered to the general public. In order to meet the requirements of this
specification, the vehicle shall be supplied with equipment and accessories indicated as
standard equipment in the manufacturer's published literature or regular production
optional equipment.
Typical models that will meet the City's needs include, but are not limited to: Ford
Taurus; Chevrolet Lumina; Dodge Intrepid.
SPECIFIC REQUIREMENTS:
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ENGINE:
The engine shall be gasoline powered.
TRANSMISSION:
The vehicle shall be equipped with an automatic transmission providing not less than
three (3) forward speed and one (1) reverse speed.
ELECTRICAL SYSTEM:
The supplier shall furnish a heavy duty 12 volt electrical system, specifically designed to
handle the load requirements of the class of vehicle, equipped with options, as specified
herein.
STEERING:
The vehicle shall be equipped with the supplier's standard hydraulic power assist
steering.
BRAKES:
The vehicle shall be equipped with the manufacturer's standard power assist brae
system. A minimum of 50% of the brake pad shall remain on all four wheels.
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AIR CONDITIONING:
The vehicle shall be equipped with the manufacturer's factory installed dehumidifying/all
weather air conditioner. The air conditioning system shall include: necessary insulation,
increased engine cooling capacity and recovery system, and additional alternator and
battery capacity.
G ;/staff-re/vehi cJ es/unm arked! specs. doc
EXHIBIT 3
CITY OF DUBLIN
SPECIFICATIONS FOR USED AUTOMOBILE
PAGE 2 OF 3
WHEELS AND TIRES:
Drive wheel tire clearance shall be adequate for normal operation of the vehicle when
loaded to capacity and equipped with snow chains. A high pressure inflated spare tire
shall be furnished. Road tires shall be radial type with a minimum of 6/32" of tread in
the center two grooves on all tires.
BODY:
The vehicle shall be two (2) or four (4) door.
EXTERIOR:
The exterior color shall be the manufacturer's standard production color of paint. Bright
colors are not acceptable. Vehicles with unacceptable colors will be rejected.
INTERIOR:
The interior color shall be the manufacturer's standard color supplied with the exterior
color, fabric and vinyl combination.
REQUIRED MISCELLANEOUS EQUIPMENT:
· Automatic popout cigarette lighted in front compartment
· Foam padded seats
· Dome light with driver's door actuated switch
· AM/FM radio
· Power windows
GENERAL CONDITIONS:
The vehicle offered in response to this request shall be in good mechanical condition.
All systems, instrumentation and accessories shall function normally. Glass shall be
undamaged. The interior shall be shampooed and vacumed. Upholstery with holes,
burns or stains will not be acceptable.
The vehicle shall be inspected for safety prior to delivery to the City.
A vehicle having accident damage is unacceptable. Metal and paint damage, typical of
parking lot damage (i.e. minor dents, scrapes and chips) will be acceptable at the
discretion of the City.
The vehicle shall have been serviced within the last 3,000 miles for all required items in
the "Owner's Manual".
SMOG CERTIFICATION:
A certificate of compliance, as required by the California Vehicle Code, Division 3,
Chapter 1, Article 1-4000.1,.must be furnished at the time of vehicle delivery.
KEYS:
The vehicle shall be delivered with two (2) complete sets of keys to include ignition,
trunk, glove compartment as required.
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CITY OF DUBLIN
SPECIFICATIONS FOR USED AUTOMOBl E
PAGE 3 OF 3
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WARRANTY:
A 12,000 mile/1-year, which ever comes first power train warranty is required.
Warranty mileage shall begin at the time the ehicle is placed into service.
INSPECTION:
Prior to delivery, the City wjJJ inspect the vehi Ie at the vendor's place of business. It will
be the responsibility of the vendor to notify t e Chief of Dublin Police Services when the
vehicle is ready for inspection.
DELIVERY
The selected vehicle shall be delivered withi 14 days from the date of order. The
vehicle shall be FOB delivered to 100 Civic laza, Police Administration Building, Dublin,
CA 94568.
VEHICLE REGISTRATION:
Registration will be completed by the Vendo .
The vehicle must be delivered with a verifica ion of vehicle, DMV Form Number: Reg.
31, filled out completely and signed by an au horized vehicle verifier.
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CITY OF DUBLIN
BUDGET CHANGE FORM ..
INFORMA-TION ONLY - Il\T'fERNAL SERVICE FUND VEIDCLE REPLACEM~
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
_X_ From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
From New Revenues Between Departments (City Council Approval Required)
Oth er
:rr:::DECREASirJBUDGEititie.6u&1:tmr:t:rrr:::rt&MOUMt:\:::::::trrrrrJiNCitEAsEtBUDG.EitA€C0UNltt:::rr:rr:::rrllWioUNlkr:t::::r
.................... ....... ............. .. ........................ .................. ....... . ..................... .................. .........................
........... . . .. ............. . ........ .....
Name: Name: Internal Service Fund-NonDeptl-
Machinery & Equipment (Vehicles)
$ 17,500
Account #: Account #: 830-] 000-750-073
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name: .
Account #: Account #:
REASON FOR BUDGET CHANGE ENTRY: The Internal Service Fund Budget is presented for
informational purposes only. At the time the Budget was prepared, the need to replace one unmarked vehicle
had not been identified. Staff presented an item on March 17, 1998 requesting replacement of a 1989 vehicle at
this time.
City Manager:
Date:
Signature
As Approved at the City Council Meeting on: Date: 3/17/98
Mayor:
Date:
Signature
Posted By:
Date: ___
Signature
_iormslouajIchng
Exhibit 4