HomeMy WebLinkAbout4.05 Police Cars - 5CITY CLERK FILE # 0350-20
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: October 3, 2000
SUBJECT:
ATTACHMENTS:
RECOMMENDATION:
FINANCIAL STATEMENT:
Request for Award of Bid for Purchase of Five (5) Police
Patrol Vehicles. Report Prepared by Amy Cunningham, ,},/C~
Administrative Analyst
1) Resolution of Award of Bid for Purchase of Five (5) Police
Patrol Vehicles
1) Adopt Resolution Awarding Bid to Folsom Lake Ford
The cost to purchase five (5) vehicles from Folsom Lake Ford
is $122,597.80. Adequate funds have been budgeted in the
Fiscal Year 2000-2001 Internal Service Fund and General
Fund, for the purchase of the five vehicles. The purchase price
does not include the cost to mark and install emergency
equipment on the vehicles.
DESCRIPTION: On September 5, 2000, the City Council authorized staff to distribute a Request for
Proposals (RFP) for the purchase of four replacement police patrol vehicles. Staff circulated an RFP to
six new car dealerships and received three responses.
Subsequent to the distribution of the RFP, the United States Department of Justice notified the City of an
award for a COPS in Schools Grant. This grant partially funds a School Resource Officer position. The
School Resource Officer position was included in the Fiscal Year 2000-2001 budget as Higher Service
Level 1. The Higher Service Level included funding for personnel, supplies and equipment, including a
police patrol vehicle. To prevent the need to distribute another RFP for a single vehicle almost
immediately after completing the current bid process, an addendum was distributed to the same car
dealerships requesting the cost of one additional vehicle. Three responses were received to the addendum.
Staff is requesting that the City Council approve the purchase of the School Resource Officer' s vehicle in
conjunction with the purchase of the four replacement vehicles.
COPIES TO:
ITEM NO.
Bid proposals were received from Downtown Ford, Folsom Lake Ford and Shamrock Ford. The results
have been tabulated below:
Base Vehicle Price
Delivery Charge
Fees
Taxes
Sales Tax Recovery 1%
Subtotal
Dowrii~wn Vol~Sm Lake Shamrock ....
Ford Ford Ford
$21,399.00 $20,734.00 $21,957.95
0 0 0
0 0 0
1,765.42 1,710.56 i~811.53
$23,164.42 $22,444.56 $23,769.48
0 0 -237.69
Extended Warranty Option
1,875.00 2,075.00 3,165.00
Total: Per Vehicle $25,039.42 $24~519.56 $26,696.79
Total: Five Vehicles $125,197.10 $122,597.80 $133,483.95
WARRANTY:
All base vehicle bids included a 100,000 mile drive train warranty. In addition to the drive train
warranty, Ford Motor Company offers an extended service warranty. This "Extra Care Package"
warranty protects the City from repair costs associated with systems or mechanical failure. In the
past, the City has routinely purchased the best warranty available in order to minimize
maintenance costs. The cost of the extended warranty is itemized and included in the above totals.
ANALYSIS:
Folsom Lake Ford has submitted a bid for the requested vehicles at the lowest total cost and with the
earliest possible delivery date.
OUTFITTING VEHICLES:
Following delivery, the City will be responsible for the costs required to mark the vehicles and to install
radios, lights, sirens, opticore units and other emergency equipment. The City will remove most of this
equipment from current vehicles as they are retired and reinstall the equipment on the replacement
vehicles. Vehicle emergency equipment is used for a minimum of six years. The costs associated with
the marking and outfitting of the replacement patrol vehicles will be part of the Fiscal Year 1998-99
budget. Any additional equipment purchase will be in conformity with the Purchasing Ordinance.
FUNDING SOURCE:
The purchase of four (4) of the vehicles will be financed from reserves in the Internal Service Fund (ISF)
for Vehicle Replacement. Funds were budgeted in Higher Service Level 1 of the Fiscal Year 2000-2001,
for purchase of the fifth vehicle.
RECOMMENDATION:
Staff recommends the City Council adopt the attached Resolution awarding the bid to Folsom
Lake Ford and authorize staff to proceed with the purchase of the vehicles.
RESOLUTION NO. - 2000
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AWARDING BID FOR PURCHASE OF FIVE (5)
REPLACEMENT POLICE PATROL VEHICLES TO FOLSOM LAKE FORD
WHEREAS, on September 5, 2000, the City Council authorized staff to distribute bids for four (4)
replacement vehicles; and
WHEREAS, staff sent out a Request for Bids to six new car dealerships and received three bids in
response; and
WHEREAS, the City of Dublin received sealed bids for the purchase of four (4) replacement
police patrol vehicles; and
WHEREAS, subsequently staff distributed an addendum to the Request for Bids for the purchase
of one (1) additional patrol vehicle to be utilized by the School Resource Officer; and
WHEREAS, the 2000-2001 Internal Service Fund includes funding for purchase of the four (4)
vehicles and the General Fund includes funding for the purchase of one (1) additional vehicle to be
utilized by the School Resource Officer; and
WHEREAS, Folsom Lake Ford submitted the lowest cost proposal, with the shortest delivery
period; and
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby approves the purchase of
five (5) replacement police patrol vehicles through Folsom Lake Ford.
PASSED, APPROVED AND ADOPTED this .. day of October, 2000.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
ATTACHMENT 1