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CITY CLERK
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: September 16, 2008
SUBJECT: Request to Waive Competitive Bid Process and Authorize Staff to
Purchase Specialized Police Vehicles Directly from 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 Vendor
(four-fifths [4/5] vote required).
RECOMMENDATION: Adopt Resolution authorizing Staff to purchase specialized police
vehicles directly from vendor.
FINANCIAL STATEMENT: Adequate funding exists in the adopted Fiscal Year 2008-2009
Internal Service Fund for the purchase and emergency equipment
installation for these replacement 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 five existing patrol vehicles for replacement during the current fiscal year. To avoid
additional costly 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 selected the Ford Crown Victoria Police Interceptor as the standard patrol vehicle for the 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
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ITEM NO. •
F:\Agendastmts\08-09\vehicle purchase 09-16 agenda stmt.doc
available supply of vehicles continues to be strictly limited. Pursuant to standard purchasing practices, a
local check for vehicles meeting the specified criteria was unsuccessful.
Folsom Lake Ford was awarded the annual state bid for this category of specialty vehicle (State Contract
#1-08-23-14) during the last state bid cycle for police/enforcement vehicles. That contract expired May
31, 2008, however until a new state contract is awarded, Folsom Lake Ford will continue to offer vehicle
pricing at the previous state contract price.
Pricing information on the patrol vehicle conforming to specifications of all patrol vehicles in the Dublin
Police Services fleet is outlined below:
Crown Victoria Police Interce for Folsom Lake Ford
Vehicle Cost $22,688.00
Sales Tax (8.75%) $1,985.20
Tire Fee $8.75
Total $24,681.95
$500 Discount for 20 day paymctit «pon
delivery
_ 524,181.95
The total Internal Service Fund cost for purchase of these replacement vehicles from the state authorized
dealer is $120,909.75 (including the $500 discount).
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
maybe 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.
§2.36.050(a)10); and
o When City Council specifically waives the competitive bid process and authorizes Staff to
negotiate the purchase of vehicles by afour-fifths (4/5) vote (D.M.C. §2.36.050(a) 11).
In this case, Staff requests that the City Council apply these exceptions and authorize the purchase of
replacement patrol vehicles directly from the vendor, Folsom Lake Ford. Following delivery, the City 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.
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.
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RESOLUTION NO. - 08
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 VENDOR
WHEREAS, §2.36.050(a)(10) and (11) of the 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 specialized police 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, adequate funding exists in the adopted Fiscal Year 2008-2009 Internal Service Fund
to purchase these replacement vehicles.
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)(10) and
(11) (as amended) and authorizes staff to purchase specialized police 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
vehicles.
PASSED, APPROVED AND ADOPTED this 16th day of September, 2008.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
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Attachment 1