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Home My WebLink About4.4 Purch Police Vehicle STAFF REPORT CITY CLERK File #350-30 Error! DUBLIN CITY COUNCIL Bookmark not defined. DATE:November 5, 2013 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJECT: Authorization of Staff to Purchase Police Vehicles Directly from Vendor Prepared By: Nathan Schmidt, Lieutenant - Dublin Police Services EXECUTIVE SUMMARY: In order to ensure reliability and to minimize repair expense, the City routinely reviews fleet vehicles for potential replacement. Staff has scheduled seven marked Police vehicles for replacement during the current fiscal year based upon general vehicle condition and history of maintenance and repair expenses. Staff conducted an extensive study to determine which available police vehicle(s) would best suit the upcoming needs of Dublin Police Services and is recommending the Dodge Charger for patrol staff and the Ford Interceptor SUV for patrol K-9 units. FINANCIAL IMPACT: The Fiscal Year 2013-2014 Budget Internal Service Fund includes funding for the purchase of seven marked vehicles including emergency equipment installation costs. Emergency equipment will be purchased and installed separately. Due to the change in model and make of police vehicles, the costs for newly purchased vehicles will exceed the Internal Service Fund by a total of $14,616.74. Any revenue generated from the auction of the retired vehicles will be deposited into the fund to offset future replacement costs. A budget change has been prepared for the additional necessary appropriation. RECOMMENDATION: Staff recommends that the City Council: 1) adopt the resolution authorizing Staff to Procure Five Police Vehicles from Stoneridge Chrysler Jeep Dodge of Dublin, Procure Two Police Vehicles from Livermore Auto Group and Declaring Vehicles Replaced as Surplus Property. (Note: The City Purchasing Ordinance will require this item to be approved by a four-fifths vote, as the pricing was negotiated and not obtained from a sealed bid.), and 2) approve the Budget Change to allocate the funds necessary to make the vehicle purchases. ITEM NO. 4.4 Page 1 of 3 Submitted By Reviewed By Reviewed By Police Chief Administrative Services Assistant City Manager Director DESCRIPTION: Currently the City has eighteen “marked” police vehicles in the fleet. “Marked” vehicles are used by Dublin Police Services patrol, traffic, and crime prevention personnel. In order to assure reliability and to minimize repair expense, the City reviews replacement of these vehicles for potential replacement after 3 years of service and/or 75,000 miles. Based upon general vehicle condition and the age of units currently in the fleet, Staff has identified seven existing marked vehicles for replacement during Fiscal Year 2013-2014: a 2007 Ford Crown Victoria which has over 63,717 miles and a blown engine (Vehicle #07D01), a 2009 Ford Crown Victoria which has over 80,325 (Vehicle #09D02), a 2009 Ford Crown Victoria which has over 94,651 miles (Vehicle #09D03), a 2009 Ford Crown Victoria which has over 85,613 miles (Vehicle #09D06), a 2009 Ford Crown Victoria with over 97,864 miles (Vehicle #09D10), a 2007 Ford Crown Victoria with over 65,100 (Vehicle #07D14), and a 2007 Ford Crown Victoria with over 66,145 miles (Vehicle #07D17). With Ford Motor Company no longer producing the Crown Victoria, Staff conducted an extensive study to determine which available police vehicle(s) would best suit the upcoming needs for Staff. The research determined the Dodge Charger would best suit patrol staff and the Ford Interceptor SUV would best suit our patrol K-9 units. The vehicles were researched with functionality, durability, performance, and cost in mind. Staff obtained competitive pricing from multiple Dodge and Ford vendors for the purchase of five Dodge Chargers and two Ford Interceptor SUVs. The City Municipal Code establishes the procedures for making purchases and requires that major purchases for items in excess of $45,000 be awarded by the City Council. The award is to be made based on formal sealed bids unless one of the allowed exceptions is utilized. The Municipal Code contains a specific exception to the formal bid process when the purchase is for vehicles. The exception is shown below: Section 2.36.100(B)(10) Dublin Municipal Code: When the City Council specifically waives the competitive bid process and authorizes staff to negotiate the purchase of vehicles by a four- fifths (4/5) vote. (Ord. 12-12 § 2, part). Staff has determined that solicitation of formal bids from car dealerships for the purchase of Police vehicles is neither feasible nor practical, and therefore requests the City Council authorize the purchase through negotiation for the replacement of seven marked vehicles based on negotiated pricing from Stoneridge Chrysler Jeep Dodge of Dublin and Livermore Auto Group, respectively. The lowest cost presented for the five Dodge Chargers was Stoneridge Chrysler Jeep Dodge of Dublin and the lowest cost presented for the two Ford Interceptor SUVs was from Livermore Auto Group. The competitive pricing obtained is shown in the Tables below: COMPARISON PRICING 2014 DODGE CHARGER LDDE48 SDN POLICE RWD Page 2 of 3 (Includes Purchase Price, Sales Tax, Documentation Fee, and Tire Fee) DEALER COST PER VEHICLE Stoneridge Chrysler Jeep Dodge of Dublin $27,124.68 Elk Grove Dodge Chrysler Jeep $27,134.49 McPeek’s Dodge of Anaheim $27,831.25 COMPARISON PRICING 2014 UTILITY POLICE INTERCEPTOR (Includes Purchase Price, Sales Tax, Documentation Fee, and Tire Fee) DEALER COST PER VEHICLE Livermore Auto Group $28,063.17 Folsom Lake Ford $28,907.92 Wondries Ford of Alhambra $29,213.12 The current Budget contains funding in the Internal Service - Vehicle Replacement Fund to purchase seven vehicles to replace the following vehicles currently in service in the Police fleet:  2007 Ford Crown Victoria (Vehicle #07D01)  2009 Ford Crown Victoria (Vehicle #09D02)  2009 Ford Crown Victoria (Vehicle #09D03)  2009 Ford Crown Victoria (Vehicle #09D06)  2009 Ford Crown Victoria (Vehicle #09D10)  2007 Ford Crown Victoria (Vehicle #07D14)  2007 Ford Crown Victoria (Vehicle #07D17) Due to the change in model and make of Police vehicles the costs have exceeded the Internal Service Fund by a total of $14,616.74. Upon delivery of the vehicles, Staff will arrange for them to be equipped with emergency police equipment. Staff is also requesting City Council authorization to dispose of the vehicles outlined once the new units are in service. The retired vehicles will be transferred to a professional auction company for sale. Staff has prepared a Resolution (Attachment 1) to record the two actions being requested. The first is authorization to purchase the vehicles through direct negotiation instead of using a formal bid. The City’s purchasing regulations require approval of this process by a four-fifths vote. The second element addressed by the Resolution is the authorization for the Purchasing Agent to dispose of the seven vehicles outlined at public auction, once the replacement vehicles are in service. NOTICING REQUIREMENTS/PUBLIC OUTREACH: NONE None required. ATTACHMENTS: 1. Resolution “Authorizing Staff to Procure Five Police Vehicles from Stoneridge Chrysler Jeep Dodge of Dublin, Procure Two Police Vehicles from Livermore Auto Group and Declaring Vehicles Replaced as Surplus Property” 2. Budget Change Form Page 3 of 3 RESOLUTION NO. xx - 13 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * AUTHORIZING STAFF TO PROCURE FIVE POLICE VEHICLES FROM STONERIDGE CHRYSLER JEEP DODGE OF DUBLIN, PROCURE TWO POLICE VEHICLES FROM LIVERMORE AUTO GROUP AND DECLARING VEHICLES REPLACED AS SURPLUS PROPERTY WHEREAS , the City requires the purchase of marked vehicles for Dublin Police Services operations; and WHEREAS , the City follows a process of periodically replacing Police Vehicles based upon the age of the vehicle and its condition; and WHEREAS , in the Fiscal Year 2013/2014 Internal Service Fund Budget funding was included for the replacement of seven marked vehicles; and WHEREAS, Section 2.36.100(B)(10) of the Dublin Municipal Code allows for exceptions to the typical public bidding process when the City Council specifically waives the competitive bid process and authorizes staff to negotiate the purchase of vehicles by a four-fifths vote; and WHEREAS, Section 2.36.150 of the Dublin Municipal Code provides for the purchasing agent to recommend the sale or disposal of all supplies and equipment which cannot be used by the city, or which have become unsuitable for city use; and WHEREAS, as presented in a Staff Report on November 5, 2013 Staff has obtained competitive pricing from three Dodge dealers and three Ford dealers for comparably equipped vehicles and it is recommended that the City Council authorize the purchase of five vehicles from Stoneridge Chrysler Jeep Dodge of Dublin at a cost of $27,124.68 per vehicle and two vehicles from Livermore Auto Group at a cost of $28,063.17 per vehicle as allowed under Chapter 2.36 of the Dublin Municipal Code; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager as Purchasing Agent to procure in Fiscal Year 2013/2014 five replacement marked Police vehicles from Stoneridge Chrysler Jeep Dodge of Dublin and two replacement marked Police vehicles from Livermore Auto Group as described to the City Council on November 5, 2013. BE IT FURTHER RESOLVED that the City Council authorize a Budget Change in the amount of $14,616.74, transferred from the Internal Service – Vehicle Replacement Fund unappropriated reserve. This budget change is for the difference between the approved budget amount and the quotes received from Stoneridge Chrysler Jeep Dodge of Dublin and Livermore Auto Group. BE IT FURTHER RESOLVED that upon placing the new vehicles in service the vehicles are declare surplus property to be sold at auction. BE IT FURTHER RESOLVED that the City Manager and/or her designee shall be authorized to arrange for the auction of surplus City property in accordance with state and local laws and regulations. ATTACHMENT 1 PASSED, APPROVED AND ADOPTED this 5th day of November 2013, by the following vote: AYES : NOES : ABSENT : ABSTAIN : ______________________________________ Mayor ATTEST : _______________________________________ City Clerk ATTACHMENT 1 CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2013/2014 CHANGE FORM # _________________ New Appropriations:Budget Transfers: (City Council Approval Required) ___X__ From Unappropriated Reserves _______ From Budgeted Contingent Reserve (1001.1901.81101) _______ Within Same Department Activity __ _____From New Revenues _______ Between Departments (City Council Approval Req’d) _______ Other _____________________________________ DECREASE BUDGET ACCOUNT AMOUNT INCREASE BUDGET ACCOUNT AMOUNT Name: EXPENDITURE: Police Vehicle ISF – Non-dept – Equipment ISF $14,616.74 Account #: 6101.1901.72102 REASON FOR BUDGET CHANGE ENTRY : Fiscal Year 2012-2013 and 2013-2014 Adopted Budgets include the appropriation for the replacement of 07-D01, 09-D02, 09-D03, 09-D06, 09-D10, 06-D13, 07- D14, 07-D17 in Internal Service Fund. This budget change is for the difference between the approved budget amount and the quotes received from Stoneridge Chrysler Jeep Dodge of Dublin Livermore Auto Group, as presented to the City Council on 11/05/2013. As Presented at the City Council Meeting on: Date: 11/05/2013 #################(Finance Use Only)################# Posted By: Date: _____ City Council Minutes Excerpt Attached Reviewed By: ____________________________ G:\Budget Changes\5_2012-13\4_10_16_12_Police_Donation_VallG:\Budget Changes\6_2013- 14\2105_Police_Donation_Valley_Spokesmen_Touring_Club_10012013.docxey_Spokesmen_Touring_Club.doc ATTACHMENT 1