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Home My WebLink About4.08 Purchase PD Vehicle CITY CLERK File # D~[l][Q]-~[Q] AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 18,2007 SUBJECT: Request to Waive Competitive Bid Process and Authorize Staff to Purchase Specialized Police Vehicles Directly from State Authorized 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 State Authorized Vendor (four-fifths [4/5] vote required). RECOMMENDATION: ~ Adopt Resolution authorizing Staff to purchase specialized police vehicles directly from state authorized vendor. FINANCIAL STATEMENT: Adequate funding exists in the adopted Fiscal Year 2007-2008 Internal Service Fund and General Fund for the purchase and emergency equipment installation for these vehicles. DESCRIPTION: Currently, the City has seventeen 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, Staff has scheduled three existing patrol vehicles for replacement during the current fiscal year. One of these patrol vehicles has been out of service for some 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, Staff has 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 COpy TO: ITEM NO. 'iff Page 1 of3 F:\AgendaStmts\07-08\vehic1e purchase 08-07 agenda stmt.doc 2008 model year. By purchasing the standard CHP Crown Victoria Police Interceptor, all variables are eliminated and the only purchasing considerations are price and availability. 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. Folsom Lake Ford was awarded the state bid for this category of specialty vehicle (Contract #1-08-23-14, effective June I, 2007 through May 31, 2008). Pricing information on the patrol vehicle conforming to specifications of all patrol 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 2007-2008 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 state authorized dealer is $95,430.50. In Fiscal Year 2007-2008; the City Council also approved the addition of a Youth Officer and the necessary services and supplies to support the position, including one unmarked undercover vehicle. Due to operational need, and market supply and demand, it is necessary to negotiate the purchase of an appropriate vehicle promptly. In the past, completing a competitive bid process for undercover vehicles has proven to be unsuccessful as dealers are reluctant to hold their inventory to fulfill the terms of the bid process timeline. Staff has researched the availability of appropriate vehicles with pricing as follows: Mc Auley Ford-Mercury WC Sanderson Ford Folsom Lake Ford $25,653.04 $25,743.30 $23,689.01 * A check oflocal dealers found no vehicles in stock meeting the department's operational need. 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. 92.36.050(a)10); and o 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 (D.M.C. 92.36.050(a) 11). In this case, Staff requests that the City Council apply these exceptions and authorize the purchase of patrol vehicles directly from the state authorized vendor, Folsom Lake Ford. Following delivery, the City 02~3 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. Staff is also requesting that the City Council apply the above exceptions and authorize Staff to negotiate the purchase of one unmarked undercover vehicle, from the least costly identified vendor. RECOMMENDATION: Staff recommends that the City Council adopt the Resolution (Attachment 1) waiving the competitive bid process and authorizing Staff to purchase 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. J~J RESOLUTION NO. - 07 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* WAIVING THE COMPETITIVE BID PROCESS AND AUTHORIZING STAFF TO PURCHASE SPECIALIZED POLICE VEHICLES DIRECTLY FROM STATE AUTHORIZED DEALER WHEREAS, 92.36.050(a)(1O) and (11) ofthe 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 WHEREAS, the City Council also feels that significant costs savings and expedient delivery can be realized by authorizing staff to purchase one unmarked, undercover vehicle directly from the least costly vendor, Folsom Lake Ford; 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 92.36.050(a)(10) and (11) (as amended) and authorizes staff to purchase 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 18th day of September, 2007. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ~4.e "/{t2f071f Attachment 1