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Home My WebLink AboutItem 4.07 MarkedPolicePtrlVeh ... CITY CLERK File # Db2Jb5j[QJ-~[Q] . AGENDA STATEMENT CITY COUNCIL MEETING DATE: (November 14,1995) SUBJECT: Award of Bid for Marked Police Patrol Vehicles (5 Vehicles) Report Prepared by: Police Services Staff EXIllBITS ATTACHED: Bid submitted by Shamrock Ford RECOMMENDATIONV. Award the bid to Shamrock Ford for the purchase of five 1996 Police Patrol Vehicles to be delivered after July 1, 1996, including the extended warranty. Authorize Staff to proceed with the issuance of a purchase order based upon the bid. FINANCIAL STATEMENT: ~ The total purchase cost of the 5 cars, including an extended warranty service is $ 116,882.15. The new cars will be funded from Internal Service Fund Reserves. It is anticipated that delivery will be after July 1, 1996 and the expenditure will be budgeted in Fiscal Year 1996/97. . DESCRIPTION: Typically the production and ordering of patrol vehicles equipped for police use requires a long lead time. The City was notified by the State of California in mid-October, that Ford Motor Company would be the sole manufacturer of police vehicles for the 1996 model year. They have indicated that the very last date to place orders for-the 1996 model cars is November 15, 1995. This was substantially earlier than the order cut-off date of January or February used by the manufacturers in previous years. The City typically rotates the purchase of Police Patrol Vehicles. In Fiscal Year 1994/95 the City placed an order for 4 patrol vehicles. Three cars were replacements and a new car was added to the fleet to service the annexation area. The City took delivery of the vehicles shortly after the beginning of the current Fiscal Year and they are now in service. In 1996/97 it will be necessary to replace five police vehicles: three 1992 Patrol Cars and two 1993 Patrol Cars. Staff developed a set of bid specifications to obtain competitive pricing to the cost given by the State of California State Purchasing program. The basis of the basic bid specifications were the same as those developed by the California Highway Patrol for 1996 Police Vehicles. The requested bids were also requested to include factory installed options which are also available under the State program. Copies of the bid specifications were mailed to five car dealers. ------------------------------------------------------------------- . COPIES TO: HlPolicelAgenda/96CARAGD.doc ITEM NO. M" * On November 7,1995, the City of Dublin opened the one sealed bid received in response to the City . bid process. The following is a summary of the bids received: Shamrock Ford BASE VEmCLE COST Vehicle Price/Car Tax & Delivery/Car Subtotal Cost per Car $19,276.15 1~590.28 , $20,866.28 Total Cost of5 Vehicles $104,332.15 The total basic cost of the five vehicles is shown above. Staff has determined that a savings is achieved by purchasing the vehicle under this bid rather than under the State of California Contract. A comparison of the State vehicle pricing including a basic powertrain warranty results in a cost which is approximately $589 per vehicle more than the Shamrock bid. In addition, the City will benefit from the local sales tax generated by a purchase from Shamrock Ford. The Bid also requested cost information related to the purchase of an extended warranty contract. The extent of the warranty offered in the Shamrock bid covers major vehicle components in addition to the powertrain and it carries no deductible. The extended warranty is valid for three years or 75,000 miles. The price offered by Shamrock Ford is $2,510 per vehicle for a total . warranty cost for five vehicles of $12,550. In recent years the City of Dublin has purchased extended service plan warranties that included wear and maintenance provisions. Wear and maintenance provisions covered regular scheduled preventive maintenance such as oil changes, etc. Ford no longer offers that type warranty for emergency police vehicles. Shamrock Ford has indicated they will be developing a proposal in the upcoming months, that will offer a full maintenance and wear coverage. Staff will evaluate the proposal and determine the costlbenefit of such a pre-paid maintenance program. Since the vehicles will not be put into service until after July 1, 1996 a decision is not required at this time on the maintenance of the vehicle. Staff recommends that the City Council award the bid to Shamrock Ford and authorize Staff to issue the necessary Purchase Order. . ~ - CITY OF DUBLIN 1996 POLICE VEHICLE BID PROPOSAL FORM . av.e received the documents titled "City of Dublin Bid Specifications" and "Instructions to Bidder" as they relate to the City of Dublin purchase of five (5) new 1996 patrol vehicles, and I have satisfied myself as to the scope of the requested . purchase and the conditions required. . . In submitting this proposal, I agree: 1. To hold my bid open for final approval by the City Council but not to exceed 30 days from the date of this proposal. 2. To comply with the provisions of the Notice Inviting Bids, Instructions to Bidders and Bid Specifications. 3. To enter into a contract based upon a purchase order reflecting the terms stated herein, if awarded the bid. 4. My bid is as follows: A. VEmCLE DESCRIPTION: Make: Ford Model: Crown Vie Police Vear: 1996 B. DELIVERY SCHEDULE: The delivery shall be completed within 01 days after July 1, 1996. C. VEHICI,E Bm COST: (As Defined In Sections "A" and "B" of the Bid Specifications) : Unit Cost Per Vehicle Total Cost For 5 Vehicles Base Cost of Specified Vehicle $ 19,276.15 $ 96,380.75 Cost of Delivery $ N/A $ N/A Taxes $ 1,590.28 $ 7,951.40 Any Other Charges (Attach List) $ N/A $ N/A TOTAL VEmCLE COST I $ 20,866.28 $ 104,332.15 D. COST OF FACTORY AUTHORIZED EXTENDED SERVICE PROGRAM OPTIONS Unit Cost Taxes/Other TOTAL UNIT TOTAL 5 Vehicles .LCm: Charges COST PER CAR (Unit cost x 5) . Option I. 3 Years / 60,000 miles Option II. 3 Years / 75,000 miles $ 2.195 $ $ 2,510 $ o o $ 2 195 $ 10 975.00 $ ~,510 $ 12,550.00 E. OPTIONAL WEAR AND MAINTENANCE PLAN: Base Cost Taxes/Other T~:>TAL UNIT .LCm: Charges COST PER CAR 3 Years 175,000 miles $ N/A $ N/A 1$ N/A I Please attach any clarification or further description of the coverage / plan' offered. TOTAL 5 Vehicles (Unit cost x 5) 1$ N/A 5. BIDDER INFORMATION Signature of Authorized Firm representative: 11-06-95 Title: Fleet Manager Printed Name: John L. Krehbiel Business Address: 7499 Dublin Blvd., Dublin, CA 94568 Telephone: 510-829-5211 NOTE: Any substitutions to or exclusions from the specifications listed in the bidding sheet must be fully explained and reasons given why the required item is being substituted or excluded. . /--" ~ prepared By: _ SHAMROCK FORD, INC. FLEET SALES DEPARTMENT 7499 DUBLIN BLVD. DUBLIN CA 94568 (510) 829-5211 Prepared For: CITY OF DUBLIN JAMES ROSE, CHIEF 100 CIVIC PLAZA DUBLIN CA 94568 510 833-6670 . Year : Make : Model: Style: Effec"tive Date: 1996 Ford Cars Crown Victoria Police Plcg P71 4dr Police Interceptor 09/14/95 INFO & PRICES ARE 96, PLC 610 **************************** STANDARD EQUIPMENT *************************** **ALL STANDARDS ARE 1996 UNLESS OTHERWISE NOTED** <<< MECHANICAL >>> 4.6L SEFI V8 engine Unique calibration w/increased idle speed 4-speed electronically-controlled automatic transmission W/OD, 00 loclcout Brake-shift interlock 3.27 rear axle ratio HD U-joints W/3.5" aluminum driveshaft Distributorless ignition system HD 84 amp-hr maintenance-free battery w/battery saver HD 130 amp alternator Electronic voltage regulator Easy access labeled fuse panel Police accessory feed wires-inc: (1) ignition, (1) direct Courtesy lamp wiring Lower radiator air dam Police level extra cooling Engine oil cooler Transmission oil cooler Pwr steering oil cooler coolant recovery system Viscous fan HD body-frame construction Front coil spring suspension Rear 4-bar linlc coil spring suspension HD suspension-inc: HD front/rear springs, nitrogen pressurized shock absorbers, front/rear stabilizer bars Low friction lube-far-life upper ball joints P225/70VR15 all-season SBR BSW tires Conven-tional spare tire & wheel HD 15" X 6.5" steel wheel rims Full wheel covers Speed sensitive variable assist pwr steering Pwr 4-wheel disc brakes Sinyle stroke parking brake Automatic parlcing brake release w/manual emergency override ~O. 0 gallon fuel tank w/"tethered fuel cap Uual stainless steel exhaust system Scissors j aclc Primary plastic-head ignition key . POLICE 11/6/95 Copyright 1986-95 Chrome Data Corpora"tion. Oc-tober 1995 All rights reserved. Page 1 . ~lOCking system <<< EXTERIOR >>> Clearcoat paint w/anti-chip paint primer Body-color B & C-pillars .~oncealed body-color bumpers-inc: one piece full wrap cover, bright insert ac]( (white w/white exterior) narrow body-side moldings w/bright insert lack roc](er panel moldings Blac]( windshield/backlight moldings Body-color door/bright window frames Bright/center design grille Low profile dual aero automatic headlamps w/on/off delay Dual blac]( heated/fold-away remote control pwr mirrors Solar tinted glass Rear quarter windows Interval windshield wipers w/dual je't fluidic washer system Low liftover dec](lid design w/full reflective applique Theft resistant decklid latch Gas cylinder hood assists Lower body-side urethane protection <<< INTERIOR >>> Cloth reclining bucket seats w/2-way headrests, front armrests 16 ounce color-keyed carpet Driver-side footrest under carpet Color-keyed tilt steering wheel w/mounted stal]( controls for washer/wipers, hi/low headlamp beam, turn signal, flash-to-pass Analog gauge cluster-inc: volt, oil pressure, water temp, fuel level Electronic 0-140 MPH speedometer Trip odometer Head1amps-on reminder chimes P\'lr \-lindows Remote decklid release Manual air conditioner-inc: R134A refrigerant, positive shut off registers Rear window defroster .ide window demisters lectronic AM/FM stereo radio-inc: (4) speakers, clock Large locl(able, illuminated glove box w/dampened glove box door, embossed logo owner's pouch Defroster grille w/integral vertical ribs Cigar lighter in instrument panel center stac]( 12-volt pwr point located near floor heat register Dual ashtray-mounted cup holders Day/night rearview mirror 12 ounce carpeting on lower door trim panel Front door trim panel w/armrests/map poc](ets Easy access inside door release handles Rear ashtrays integral w/door panels Cloth covered sun visors w/retention clips Molded headliner w/o grab handles Dual beam map lights Dome light Engine compartment light Luggage compartment light I:iner/outer color-keyed ~ne-piece scuff plates for front/rear doo:s Vinyl mat luggage compartment trim Deep-well trun]( design POLICE 11/6/95 copyright 1986-95 Chrome Data Corporation. All rights reserved. Oc-tober 1995 Page 2 . ,/ ~~UEL ECONOMY city 17/hwy 25 (4.6L RATINGS >>> engine/4-speed auto trans) (1995) <<< SAFETY FEATURES >>> Dual air bag supplemental restraint system (SRS) Front/rear outboard 3-point active seat belts w/front comfort adjustment Rear door child safety latches Brake-shift interlock Dual note horn . ****************************** FACTORY OPTIONS ****************************** OPTION CODES DESCRIPTION . P71 ------ ------------------------------------------------- 423 936 99W 44U 122P I *** 68P 553 153 127 21A FUEL PCD PLA PL1'1, PLJ PRS 4dr police Interceptor STANDARD EMISSIONS CALIFORNIA/MASSACHUSETTS/NEW YORK EMISSIONS SYSTEM NOT REQUIRED *for units shipped/sold to California/Massachusetts/New Yor]e dealers for registration out of state* (REQ:standard or 428 Emissions) CALIFORNIA/MASSACHUSETTS/NEW YORK PUBLIC SERVICE/EMERGENCY VEHICLE EXEMPTION *for units sold to authorized governmental units* (REQ: 423 Emission Override) 4.6L SEFI V8 ENGINE (STD) 4-SPEED ELECTRONICALLY-CONTROLLED AUTOMATIC TRANSMISSION W/OD (STD) PREFERRED EQUIPMENT PKG-inc: pwr door locles, speed control *GROSS* 122P PREFERRED EQUIPMENT SAVINGS *DISCOUNT* P225/70VR15 ALL-SEASON SBR BSW TIRES (STD) CLOTH FRONT BUCKETS/VINYL REAR BENCH SEATS ********************************************* AFTERMARI<ET POLICE EQUIPMENT MUST NOT BE MOUNTED IN THE AIR BAG DEPLOYMENT ZONE. SEE BROCHURE #FPS-8602 FOR AVAILABLE MOUNTING ZONES -BUCKET SEATS MAY BE REQUIRED- ********************************************* . SOLID CLEARCOAT RPO PAINT (STD) POLICE GROUP 1-inc: pwr door locks, speed control ANTI-LOCK BBlU<ING SYSTEM/ELECTRONIC TRACTION- ASSIST (N/A w/45D Limited Slip Differential) FRONT LICENSE PLATE BRACKET HEAVY DUTy RUBBER FLOOR MATS *replaces STD carpeting* (N/A w/12H or 12Q floor mats) 6-WAY PWR DRIVER SEAT 10 GALLONS FUEL SILICONE HOSES COURTESY LAMPS IN-OP POWER LOCKS DRIVER ONLY SPOTLAMP 6" LEFT & RIGHT ROOF REINFORCEMENT POLICE 11/6/95 Copyright 1986-95 Chrome Data Corporation. All rights reserved. October 1!:l95 Page 3 . .c"viB FLA_ :i?R8' . PMA . . POWER WINDOWS DRIVER & PASSENGER KEY CODE 129C529 ~ RADIO SUPPRESSION DOOR MOULDINGS INSTALLED Destination Charge '.. -'f' POLICE 11/6/95 Copyright 1986-95 Chrome Data Corporation. All rights reserved. . October 1995 Page 4