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Home My WebLink About4.11 Purch Fire Prevention Vehicle STAFF REPORT CITY CLERK File #540-80 CITY COUNCIL DATE:March 19, 2013 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJECT: Request to Waive Competitive Bid Process, Authorize Staff to Purchase Vehicles Directly from Vendor and Declare Replaced Vehicles as Surplus Property Prepared by Bonnie S. Terra, Division Chief/Fire Marshal EXECUTIVE SUMMARY: The Fire Prevention Division currently has both of the inspection vehicles scheduled for replacement. Staff is requesting to waive the competitive bid process, purchase the vehicles from Downtown Ford Sales at the State and County contract price and declare the replaced vehicles as surplus property. FINANCIAL IMPACT: $39,007.00 in funding exists in the adopted Fiscal 2012-2013 Internal Service Fund for the purchase of these replacement vehicles. However, a budget change in the amount of $18,738.00 from the General Fund will also be required. RECOMMENDATION: Staff recommends that the City Council adopt Resolution authorizing staff to purchase Fire Prevention vehicles directly from the vendor, approve the budget change and declare replaced vehicles as surplus property. Submitted By Reviewed By Fire Marshal Assistant City Manager DESCRIPTION: Currently, the Fire Prevention Division has two Ford Ranger vehicles used by the Fire Code Compliance Officer and the Deputy Fire Marshal. The vehicles were purchased in 2001 and 2005. In order to assure reliability and to minimize repair expense, Staff is recommending replacing the trucks with one new Ford F150 4X4 and one Ford Escape. The use of the Ford F150 for the Deputy Fire Marshal is consistent with the vehicles purchased for the Public Works Inspectors and the Ford Escape for the Fire Code Compliance Officer is consistent with the Escape used by the City of Dublin Code Compliance Officer. ITEM NO. 4.11 Page 1 of 3 Under the State of California 2012-13 vehicle purchase contract and an agreement with Contra Costa County, Downtown Ford Sales in Sacramento has agreed to provide Ford vehicles to public agencies at an agreed price. As always, Staff investigated the opportunity to purchase these vehicles from a local vendor, but found that the State purchase price was more favorable to the City. The pricing of each vehicle is outlined below: Ford F150 4X4 Super Cab ½ Ton Pickup Downtown Ford Sales Vehicle Cost $29,314.00 Shipping $ 150.00 Sales Tax (7.75 % ) $ 2,638.25 Doc Fee $ 80.00 Tire Fee $ 8.75 Total: $32,191.00 Ford Escape Downtown Ford Sales Vehicle Cost $23,225.00 Shipping $ 150.00 Sales Tax (7.75 %) $ 2,090.25 Doc Fee $ 80.00 Tire Fee $ 8.75 Total: $25,554.00 Total for 2 Vehicles $57,745.00 The Internal Services Fund (ISF) cost for the purchase of the two replacement vehicles from the State authorized dealer is $57,745.00. The current ISF balance is $39,007.00. Therefore, a budget change in the amount of $18,738.00 from the General Fund will be required to complete the purchase. The City’s Purchasing Ordinance requires purchase over $45,000 be subject to the competitive bid process. The adopted Purchasing Ordinance provides for the competitive bid process may be waived under the following circumstances:  When another public agency has administered competitive bidding and has a current valid agreement , for the same or substantially similar supplies, services or equipment (D.M. C. 2.36.100(b) ); and  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. 2.36.100(b) 10). Staff requests the City Council apply these exceptions and authorize the purchase of replacement Fire Prevention vehicles directly from the vendor, Downtown Ford Sales. Following delivery, the Alameda County Fire Department will be responsible for marking the vehicles and installing a radio charger in the Deputy Fire Marshal’s truck at no additional cost to the City. Once the purchased vehicles are in service, Staff is also requesting City Council authorization to dispose of the two replaced vehicles. The retired vehicles will be transferred to a professional auction company for sale. Posting of the auction will be conducted in accordance with standard practice. Page 2 of 3 ATTACHMENTS: 1. Fire Prevention Replacement Vehicles Resolution 2. Fire Vehicles Budget Change Form Page 3 of 3 RESOLUTION NO. XX - 13 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * * * WAIVING THE COMPETITIVE BID PROCESS, AUTHORIZING STAFF TO PURCHA FIRE PREVENTION VEHICLES FROM DOWNTOWN FORD SALES, AND DECLARING VEHICLES REPLACED AS SURPLUS PROPERTY WHEREAS, THE City requires the purchase of vehicles for Dublin Fire Preve; and WHEREAS, the City follows a process of periodically replacing vehicles ba and condition of the vehicles; and WHEREAS, in the Fiscal Year 2013-2014 Internal Service Fund Budget funding with a budget change and is included for the replacement of two Fire Prevention vehicles; WHEREAS, Section 2.36.050 of the Dublin Municipal Code allows for excepti typical public bidding process when another public agency has administer process within the past two years, for the same or substantially equipment; and the City Council specifically waives the competitprocess and authorizes staff to purchase the vehicles by a four-fifths vote; and WHEREAS, Section 2.36.100(B)(10) of the Dublin Municipal Code provides fo purchasing agent to recommend the sale or disposal of all supplie used by the City, or which have become unsuitable for City use; WHEREAS, the City Council authorizes the purchase of two vehicles from Do Sales, at a State of California vehicle purchase contract of $32ot to exceed $57,745.01 as provided for under Chapter 2.36 of the D WHEREAS, the City Council also authorizes that upon placing the new vehic the replaced vehicles listed below be declared surplus and be section pursuant to Chapter 2.36 of the Dublin Municipal Code: VIN YEAR MAKE MODEL MILEAGE CONDITION 1FTZR15EX1PB48477 2001 Ford Ranger 121,374 Fair 1FTZR45E15PA87981 2005 Ford Ranger 112,368 Fair NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby waives the competitive bid process and authorizes the Cit Fire Prevention vehicles from Downtown Ford Sales. BE IT FURTHER RESOLVED that upon placing the new vehicles in service, the replaced vehicles are declared surplus property and the City Manager shal ATTACHMENT 1 arrange for the auction of surplus City property in accordance w and regulations. PASSED, APPROVED AND ADOPTED this 19th day of March, 2013, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTEST: _________________________________ City Clerk ATTACHMENT 1 CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2012/2013 CHANGE FORM # _________________ : Budget Transfers: New Appropriations (City Council Approval Required) __XX____ From Unappropriated Reserves ________ From Budgeted Contingent Reserve (1001.1901-81101) ________ Within Same Department Activity ________ From New Revenues ________ Between Departments (City Council Approval Reqd) ________ Other _____________________________________ DECREASE BUDGET ACCOUNT AMOUNT INCREASE BUDGET ACCOUNTAMOUNT Name: EXPENDITURE: General Fund Fire Administration - Vehicles Account #: 1001.2401.61802 $ 18,738.00 REASON FOR BUDGET CHANGE ENTRY: At the March 19, 2013 meeting the City Council waived the competitive bidding process and authorized Staff to purchase two new Fire Prevention Vehicles from Downtown Ford Sales. Total cost of the purchase is $57,745 including fees, tax and delivery. There is $39,007 budgeted in the Internal Service Fund for the replacements. Due to the discontinuance of the Ford Ranger model, this budget change will fund the additional costs to purchase a Ford F150 Pickup Truck and a Ford Escape Sedan. As Presented at the City Council Meeting on: Date: 3/19/2013 #################(Finance Use Only)################### Posted By: Date: G:\Budget Changes\5_2012-13\17_3_19_13_Fire Vehicles.doc ATTACHMENT 1