HomeMy WebLinkAbout4.02 BuyPolicePatrolCar CITY CLERK
File # 600-35
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: July 16, 2002
SUBJECT: Request to Waive Competitive Bid Process and Authorize
Staff to Purchase Police Patrol Vehicles Directly From
Vendor. Report Prepared By: Amy Cunningham, ~
Administrative Analyst
ATTACHMENTS: Resolution Waiving the Competitive Bid Process and
Authorizing Staff to Negotiate the Direct Purchase of three (3)
Police Patrol Vehicles (four-fifths [4/5] vote required).
RECOMMENDATION: ./] ttf~ Adopt Resolution authorizing Staffto purchase patrol vehicles
directly from vendor.
FINANCIAL STATEMENT: Adequate funding exists in the adopted Fiscal Year 2002-2003
Internal Service Fund for the purchase of three replacement
patrol vehicles.
DESCRIPTION:
Currently, the City has a fleet of fifteen patrol vehicles (fourteen 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. 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. To avoid additional repair costs, staff has determined
that these vehicles should be replaced immediately.
With minor exceptions, the specifications for police vehicles are highly standardized. On an
annual basis, the California Highway Patrol (CHP) circulates specifications for the standard
patrol vehicle. The CHP has selected the Ford Crown Victoria Police Interceptor as the standard
patrol vehicle for the 2002 model year. By purchasing the standard CHP Crown Victoria Police
Interceptor, all variables are eliminated and the only consideration is price. The State of
California purchasing contract for Model Year 2002 Ford Crown Victoria Police Interceptor was
awarded to Downtown Ford.
COPIES TO:
ITEM NO. ~
Due to the limited manufacturing period for the Ford Crown Victoria Police Interceptor, the
supply of vehicles currently available is limited. The following dealerships have vehicles
currently available and have offered them at the listed prices:
Downtown Ford * Folsom Lake Ford
Vehicle Cost $25,192.00 $21,420.00
Tax 2,078.34 1,767.15
Tire Fee 1.00 5.00
Total $27,271.34 $23,192.15
· State Contract pricing
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 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 - D.M.C.
§2.36.050(a)(11)
In this case, Staff requests that the City Council apply this exception and authorize Staff to
purchase the vehicles directly from the least cosily vendor.
Following delivery, the City will be responsible for the costs associated with marking the
vehicles and installing emergency equipment such as radios, lights, sirens, opticom units and
push bars.
Recommendation:
Staff recommends that the City Council adopt the Resolution (Attachment 1) waiving the
competitive bid process and authorizing Staff to purchase patrol vehicles directly from the least
costly vendor. In order to adopt this resolution, the City Council must approve it by a four-fifths
(4/5) vote.
RESOLUTION NO. -02
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
WAIVING THE COMPETITIVE BID PROCESS AND
AUTHORIZING STAFF TO PURCHASE
THREE (3) POLICE PATROL VEHICLES DIRECTLY FROM DEALER
WHEREAS, §2.36.050(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 three (3) police patrol vehicles, including cost savings and expedient delivery.
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 §2.36.050(a)(11) (as amended) and
authorizes staff to negotiate the purchase of three (3) 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 necessary agreements, purchase orders, or other documents required to arrange for the
purchase and delivery of the police patrol vehicles.
PASSED, APPROVED AND ADOPTED this 16th day of July, 2002.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Attachment 1