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Home My WebLink About4.07 Purchase Police Vehiclesor 19 82 /ii � 111 DATE: TO: STAFF REPORT CITY COUNCIL August 19, 2014 Honorable Mayor and City Councilmembers CITY CLERK File #350 -20 FROM: Christopher L. Foss, City Manager " SUBJECT: Authorization 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 two 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 purchase of two Ford Interceptor SUVs for patrol. FINANCIAL IMPACT: The Fiscal Year 2014 -15 Internal Service Fund Budget includes funding for the purchase of two marked vehicles including emergency equipment installation costs. Emergency equipment will be purchased and installed separately. Any revenue generated from the auction of the retired vehicles is also deposited into the fund to offset future replacement costs. RECOMMENDATION: Staff recommends that the City Council adopt a Resolution Approving the Procurement of Two Police Vehicles from the Ford Store San Leandro 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.) Submitted By Reviewed By 'A Reviewed By Police Chief Administrative Assistant City Manager Services Director DESCRIPTION: Currently the City has eighteen (18) "marked" police vehicles in the fleet that are used by Dublin Police Services patrol, traffic, and crime prevention personnel. In order to assure reliability and Page 1 of 3 ITEM NO. 4.7 to minimize repair expense, the City reviews replacement of these vehicles for potential replacement after three 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 two existing marked vehicles for replacement: a 2009 Ford Crown Victoria which has over 76,059 miles (Vehicle #10D05) and a 2009 Ford Crown Victoria which has over 90,151 miles (Vehicle #10D09). As the Ford Motor Company no longer produces the Crown Victoria, Staff conducted an extensive study to determine which available police vehicle(s) would best suit the upcoming needs of Staff. The research determined the Ford Interceptor SUV would best suit our patrol evidence technicians due to the large amount of equipment they carry. The vehicles were researched with functionality, durability, performance, and cost in mind. Staff obtained competitive pricing from multiple Ford vendors for the purchase of 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(8)(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 requests that the City Council authorize the purchase through competitive pricing for the replacement of two marked vehicles. The lowest cost presented for the two Ford Interceptor SUVs was from the Ford Store San Leandro. The competitive pricing obtained is shown in the Tables below: COMPARISON PRICING 2014 UTILITY POLICE INTERCEPTOR (Includes Purchase Price, Sales Tax, Documentation Fee, and Tire Fee) DEALER COST PER VEHICLE The Ford Store San Leandro $31,449.80 Livermore Auto Group $31,501.03 Wondries Ford of Alhambre $33,997.53 The current Budget contains funding in the Internal Service - Vehicle Replacement Fund to purchase two vehicles to replace the current 2009 Ford Crown Victoria (Vehicle #10D05) and a 2009 Ford Crown Victoria (Vehicle #10D09). Upon delivery of the vehicles, Staff will arrange for them to be equipped with emergency police equipment. At this time Staff is also requesting City Council authorization to dispose of two 2009 Ford Crown Victoria's, which will be transferred to a professional auction company for sale. Staff prepared a Resolution (Attachment 1) which will record the two actions being requested. The first action is authorization to purchase two marked vehicles through direct negotiation instead of using a formal bid. The City's purchasing regulations require approval of this process Page 2 of 3 by a four - fifths vote. The second action is the authorization for the Purchasing Agent to dispose of the two 2009 Ford Crown Victoria's (Vehicle #10D05 and Vehicle #10D09) at public auction, once the replacement vehicles are in service. NOTICING REQUIREMENTS /PUBLIC OUTREACH: None. ATTACHMENTS: 1. Resolution Approving the Procurement of Two Police Vehicles from the Ford Store San Leandro and Declaring Vehicles Replaced as Surplus Property Page 3 of 3 RESOLUTION NO. xx - 14 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING THE PROCUREMENT OF TWO POLICE VEHICLES FROM THE FORD STORE OF SAN LEANDRO 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 2014/2015 Internal Service Fund Budget funding was included for the replacement of two 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 August 19, 2014 Staff has obtained competitive pricing from three Ford dealers for comparably equipped vehicles and it is recommended that the City Council authorize the purchase of two vehicles from the Ford Store San Leandro at a cost of $31,449.80 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 2014/2015 two replacement marked Police vehicles from the Ford Store San Leandro as described to the City Council on August 19, 2014. 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. PASSED, APPROVED AND ADOPTED this 19th day of August 2014, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: ATTACHMENT 1 City Clerk ATTACHMENT 1