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Home My WebLink About4.17 BuyUnmarkPoliceCars CITY CLERK File # 350-20 AGENDA STATEMENT CITY COUNCIL MEETING DATE: August 6, 2002 SUBJECT: Request to Waive Competitive Bid Process and Authorize Staff to Negotiate and Purchase Two Unmarked Police Vehicles Report Prepared by: Amy Cunningham, Administrative Analys?~,S:2 ATTACHMENTS: 1. Resolution Waiving the Competitive Bid Process and Authorizing Staff to Negotiate and Purchase Two Unmarked Police Vehicles 2. Proposed Specification to be used to Obtain Vendor Proposals RECOMMENDATION:,~. ,~1. Adopt Resolution Waiving the Competitive Bid Process ~.~.~o Authorizing Staff to Negotiate and Purchase Vehicles '~ 2. Approve the Proposed Specifications to be used to Obtain Vehicles FINANCIAL STATEMENT: Sufficient funding for these two vehicles has been budgeted in the Fiscal Year 2002-2003 Internal Service Fund ($21,000) and General Fund ($26,000). DESCRIPTION: Currently, the City has three unmarked police vehicles that are recognized as active in the Internal Service Fund (ISF). The ISF charges Police Services a prorated annual expense for equipment purchased from this fund. This process builds up reserves to assure that there is adequate funding to purchase replacement vehicles. In addition to the three unmarked police vehicles, the City owns one additional unmarked vehicle. No ISF funds exist to replace this vehicle, however, it has been retained for use as a back-up vehicle. The City's unmarked vehicles are used for a variety of purposes, including crime prevention, transportation of officers and staff to court proceedings or investigative interviews, 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 too costly to maintain. The Fiscal Year 2002-2003 Budget included one approved Higher Service Level (HSL) for the addition of a Fraud/Identity Theft Investigator. The HSL included funding for the investigator and the necessary supplies and equipment to support the position. One unmarked vehicle was included in the HSL for use by this new investigator. The second vehicle will replace an existing Police Services fleet vehicle. The existing vehicle will be made available exclusively by use of City Staff, and the new vehicle will be used by Police Services. COPIES TO: ITEM NO. ~ H/cc-forms/agdastmt. doc /~ ~- Consistent with past practice, Staff recommends that low-mileage used vehicles be purchased. 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. 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) 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. Attachment 1 is a resolution waiving the competitive bid process and authorizing staff to solicit proposals and to negotiate the purchase of two unmarked police vehicles. Attachment 2 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 vehicles appropriate to meet the City's needs. Proposals from various vendors will be evaluated in terms of age, mileage, cost and warranty coverage in order to select the vehicles with the best overall value. RECOMMENDATION: Staff recommends that the City Council adopt the resolution waiving the competitive bid process and authorize staff to negotiate and purchase two unmarked vehicles, and approve the proposed specifications to be used to obtain vendor proposals. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN WAIVING THE COMPETITIVE BID PROCESS AND AUTHORIZING STAFF TO NEGOTIATE AND PURCHASE TWO (2) UNMARKED VEHICLES 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, prior to negotiating the purchase of vehicles, staff requested that the City Council authorize these purchases pursuant to this exemption; and WHEREAS, the City Council recognizes that the information process to be used in the purchase of used vehicles protects the public interest by allowing the City to obtain reliable used vehicles that offer 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 §2.36.050(a)(11) and authorize staffto negotiate the purchase of two (2) unmarked vehicles; and 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 vehicles. PASSED, APPROVED AND ADOPTED this 6th day of August, 2002. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk Attachment 1 CITY OF DUBLIN, CALIFORNIA POLICE SERVICES REQUEST FOR BIDS FOR USED PASSENGER VEHICLES August 7, 2002 Submit bid proposals to: City of Dublin Police Services Attn: Amy Cunningham 100 Civic Plaza Dublin, CA 95468 Attachment 2 CITY OF DUBLIN SPECIFICATIONS FOR USED MID-SIZE AUTOMOBILE SCOPE: This specification describes the requirements of the City of Dublin for one used mid-size passenger vehicle. Submit Response To: City of Dublin, Police Services Attn: Amy Cunningham, Administrative Analyst 100 Civic Plaza Dublin, CA 94568 Response Deadline: August 14, 2002, at 4:00 P.M. GENERAL REQUIREMENTS: The vehicle shall be a used 2001 model year or newer Ford Taurus 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. SPECIFIC REQUIREMENTS: Engine The engine shall be gasoline powered. Transmission The transmission shall be equipped with an automatic transmission providing not less than three (3) forward speeds and one (1) reverse speed. Electrical System The supplier shall furnish a heavy-duty 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 brake system. A minimum of 50% of the brake pad shall remain on all four wheels. 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. Wheels and Tires Drive wheel 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 a four (4) door. Exterior The exterior color shall be the manufacturer's standard production color of paint. Bright colors are not acceptable (i.e. red, yellow, etc.). Vehicles with unacceptable colors shall 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 pop-out cigarette lighter in front compartment · Foam padded seats · Dome light with driver door activated switch · AM~M radio w/cassette · Cruise Control · Power door locks · Power windows · Tilt wheel · Power Driver's Seat GENERAL CONDITIONS: The vehicle offered in response to this request shall be in good mechanical condition. All systems, instruments and accessories shall function normally. Glass shall be undamaged. The interior shall be shampooed and vacuumed. Upholstery with holes, bums or stains will not be acceptable. The vehicle shall be inspected for safety prior to delivery to the City. A vehicle having accident or flood damage is not acceptable. 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 listed in the manufacturer "Owner's Manual". Smog Certification A certificate of compliance, as required by the California Vehicle Code, 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, and glove compartment as required. Warranty A 12,000 mile/1 year, which ever comes first, power train warranty is required and any remaining factory warranty for which the vehicle qualifies. Warranty mileage shall begin at the time the vehicle is placed into service. Inspection Prior to delivery, the City shall inspect the vehicle at the vendor's place of business. It will be the responsibility of the vendor to notify the Police Services Administrative Analyst when the vehicle is ready for inspection. Delivery The selected vehicle shall be delivered within 14 days from the date of order. The vehicle shall be FOB delivered to 100 Civic Plaza, Police Services Building, Dublin, CA 94568. Vehicle Registration The vehicle registration shall be completed by the Vendor. The vehicle must be delivered with a verification of vehicle, DMV Form Number: Reg. 31, fully completed and signed by an authorized vehicle verifier. BID AWARD: The bid will be awarded to the vendor offering the least costly vehicle with the lowest mileage and best condition (as determined by City) most closely meeting the outlined specification and City's current needs. CITY OF DUBLIN POLICE SERVICES USED MID-SIZE AUTOMOBILE BID PROPOSAL SUMMARY FORM I have received the documems relative to the City of Dublin Police Services, Used Automobile purchase. The bid package includes the required Vehicle Specifications. Deadline for response: August 14, 2002, at 4:00 P.M. The following costs relate to the total cost of the vehicles as defined in the specifications, including applicable delivery charges, taxes and fees. Vehicle Cost Delivery Fees Taxes Warranty Earliest Delivery Date (Must be within 14 days of the date of order.) Submitted by: Contact Name Business Name Address Phone Number Signature Date CITY OF DUBLIN SPECIFICATIONS FOR USED FULL-SIZE AUTOMOBILE SCOPE: This specification describes the requirements of the City of Dublin for one used full-size passenger vehicle. Submit Response To: City of Dublin, Police Services Attn: Amy Cunningham, Administrative Analyst 100 Civic Plaza Dublin, CA 94568 Response Deadline: August 14, 2002, at 4:00 P.M. GENERAL REQUIREMENTS: The vehicle shall be a used 2001 model year or newer Ford Crown Victoria or similar 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. SPECIFIC REQUIREMENTS: Engine The engine shall be gasoline powered. Transmission The transmission shall be equipped with an automatic transmission providing not less than three (3) forward speeds and one (1) reverse speed. Electrical System The supplier shall furnish a heavy-duty 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 brake system. A minimum of 50% of the brake pad shall remain on all four wheels. 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. Wheels and Tires Drive wheel 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 a four (4) door. Exterior The exterior color shall be the manufacturer's standard production color of paint. Bright colors are not acceptable (i.e. red, yellow, etc.). Vehicles with unacceptable colors shall 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 pop-out cigarette lighter in front compartment · Foam padded seats · Dome light with driver door activated switch · AM/FM radio w/cassette and CD player · Cruise Control · Power door locks · Power windows · Tilt wheel · Power Driver's Seat GENERAL CONDITIONS: The vehicle offered in response to this request shall be in good mechanical condition. All systems, instruments and accessories shall function normally. Glass shall be undamaged. The interior shall be shampooed and vacuumed. 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 or flood damage is not acceptable. 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 listed in the manufacturer "Owner's Manual". Smog Certification A certificate of compliance, as required by the California Vehicle Code, 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, and glove compartment as required. Warranty A 12,000 mile/1 year, which ever comes first, power train warranty is required and any remaining factory warranty for which the vehicle qualifies. Warranty mileage shall begin at the time the vehicle is placed into service. Inspection Prior to delivery, the City shall inspect the vehicle at the vendor's place of business. It will be the responsibility of the vendor to notify the Police Services Administrative Analyst when the vehicle is ready for inspection. Delivery The selected vehicle shall be delivered within 14 days from the date of order. The vehicle shall be FOB delivered to 100 Civic Plaza, Police Services Building, Dublin, CA 94568. Vehicle Registration The vehicle registration shall be completed by the Vendor. The vehicle must be delivered with a verification of vehicle, DMV Form Number: Reg. 31, fully completed and signed by an authorized vehicle verifier. BID AWARD: The bid will be awarded to the vendor offering the least costly vehicle with the lowest mileage and best condition (as determined by City) most closely meeting the outlined specification and City's current needs. CITY OF DUBLIN POLICE SERVICES USED FULL-SIZE AUTOMOBILE BID PROPOSAL SUMMARY FORM I have received the documents relative to the City of Dublin Police Services, Used Automobile purchase. The bid package includes the required Vehicle Specifications. Deadline for response: August 14, 2002, at 4:00 P.M. The following costs relate to the total cost of the vehicles as defined in the specifications, including applicable delivery charges, taxes and fees. Vehicle Cost Delivery Fees Taxes Warranty Earliest Delivery Date (Must be within 14 days of the date of order.) Submitted by: Contact Name Business Name Address Phone Number Signature Date