HomeMy WebLinkAbout4.10 Purchase of Unmarked Police Vehicles or
19 82 STAFF REPORT CITY CLERK
` CITY COUNCIL File #350-20
DATE: April 21, 2015
TO: Honorable Mayor and City Councilmembers
FROM: Christopher L. Foss, City Manager "
SUBJECT: Authorization of Staff to Purchase Unmarked Police Vehicles
Directly from Vendor
Prepared by Nathan Schmidt, Lieutenant- Dublin Police Services
EXECUTIVE SUMMARY:
The City is currently leasing three unmarked police vehicles from Alameda County to be used by
Dublin Police detectives and administrative staff. Staff conducted a cost analysis of these
vehicles and determined it would be more cost effective for the City to own all vehicles. With the
addition of a proposed Lieutenant position in Fiscal Year 2015-16, a total of four additional
unmarked police vehicles would be needed. Staff conducted research to determine which
available vehicles would best suit the upcoming needs of Dublin Police Services and is
recommending four 2015 Ford Taurus SE's.
FINANCIAL IMPACT:
The purchase of four 2015 Ford Taurus SE's will cost $76,093.72. Through the work on several
criminal investigations, the Dublin Police Services' Special Investigations Unit has acquired
revenue through federal and state asset seizure and forfeitures. In order for these acquired
funds to be used to purchase operational items for the improvement and enhancement of the
department to include vehicles and future purchases, approval must be obtained to move the
funds into a budgeted account. A budget appropriation of $120,000 in asset seizure funds will
cover the cost of these vehicles, with the remainder available for purchase and installation of
emergency equipment for these vehicles and miscellaneous departmental equipment and
supplies. The vehicles being replaced will be returned to Alameda County and the lease
agreement will be terminated pursuant to the terms of the City's contract with the Alameda
County Sheriff's Office.
RECOMMENDATION:
Staff recommends the City Council adopt the Resolution Authorizing Staff to Procure Four
Unmarked Police Vehicles from The Ford Store San Leandro, and Approve the budget change.
(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.)
Page 1 of 3 ITEM NO. 4.10
Submitte Reviewed By 'A, Reviewed By
Police Chief Administrative Assistant City Manager
Services Director
DESCRIPTION:
Currently, the City is leasing three unmarked police vehicles from Alameda County. These
vehicles are being utilized by Dublin Police detectives and administrative staff. Alameda County
charges the City for these vehicles on a monthly basis factoring in a charge for miles driven.
Staff conducted a cost analysis of these leased vehicles and determined it would be more cost
effective for the City to own vehicles instead of lease.
With the addition of the proposed Dublin Police Lieutenant position in Fiscal Year 2015-16, , a
total of four unmarked police vehicles will be needed. Staff conducted research to determine
which available vehicles would best suit the needs of Dublin Police Services. Based on the
research, four 2015 Ford Taurus SEs are being recommended. The vehicles were researched
with functionality, durability, performance, and cost in mind. Staff obtained competitive pricing
from multiple Ford vendors for the purchase of these four vehicles. Each vendor was provided a
group of specifications for each particular vehicle and submitted quotes based on these
specifications.
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 recommends the City Council authorize the purchase through negotiation for the
acquisition of four 2015 Ford Taurus SEs. The lowest cost presented for the vehicles was from
The Ford Store San Leandro. The competitive pricing obtained shown in the tables below
reflects the total purchase price for all four vehicles including sales tax, documentation fee, and
tire fee:
COMPARISON PRICING FOR PURCHASE OF FOUR 2015 FORD TAURUS SE'S
(Includes Purchase Price, Sales Tax, Documentation Fee, and Tire Fee)
DEALER COST FOR ALL VEHICLES
The Ford Store San Leandro $76,093.72
Albany Ford $80,541.91
Livermore Ford Lincoln $84,411.32
Through the work on several criminal investigations, the Dublin Police Services' Special
Investigations Unit has acquired revenue through federal asset seizure and forfeitures. In order
for these acquired funds to be used to purchase operational items for the improvement and
enhancement of the department to include vehicles, approval must be obtained to move the
Page 2 of 3
funds into a budgeted account. The budget appropriation of$120,000 in asset seizure funds will
cover the costs of four 2015 Ford Taurus SE's, with the remainder available for purchase and
installation of emergency equipment for these vehicles and miscellaneous departmental
equipment and supplies. The vehicles being replaced will be returned to Alameda County and
the lease agreement will be terminated, pursuant to the terms of the City's contract with the
Alameda County Sheriff's Office.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS: 1. Resolution Authorizing Staff to Procure Four Unmarked Police
Vehicles from The Ford Store San Leandro
2. Budget Change
Page 3 of 3
RESOLUTION NO. xx - 15
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING STAFF TO PROCURE FOUR UNMARKED POLICE VEHICLES FROM
THE FORD STORE SAN LEANDRO
WHEREAS, the City currently leases three unmarked police vehicles from Alameda County to be
utilized by police detectives and administration staff; and
WHEREAS, Staff conducted a cost analysis which showed owning three vehicles would be more
cost effective than leasing; and
WHEREAS, the addition of a proposed Lieutenant position would require the procurement of one
additional unmarked vehicle creating a need for a total of four additional unmarked police vehicles; and
WHEREAS, Staff conducted research to determine which available vehicles would best suit the
upcoming needs of Dublin Police and is recommending four 2015 Ford Taurus SE's.
WHEREAS, Dublin Police has acquired revenue through federal and state asset seizure and
forfeitures which will allow staff to procure operational items for the improvement and enhancement of the
department to include vehicles; and
WHEREAS, Section 2.36.100(8)(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, Staff has obtained quotes for the four 2015 Ford Taurus SE's and is recommending
the procurement from The Ford Store San Leandro in the amount of$76,093.72.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby
authorize the City Manager as the Purchasing Agent to procure four 2015 Ford Taurus SE's from The
Ford Store San Leandro.
PASSED, APPROVED AND ADOPTED this 21 st day of April 2015, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
ATTACHMENT 1
CITY OF DUBLIN
FISCAL YEAR 2014-15
BUDGET CHANGE FORM
Budget Change Reference#:
City Council's Approval Required,,,,
From Un-Appropriated Reserves X Budget Transfer Between Funds
From Designated Reserves Other
DECREASE,BUDGET AMOUNT- I,N CI EASE BUDGET AMOUNT
Account Amount Account Amount
Federal Asset Seizure Fund -Police Operations Support-
Machinery& Equipment ISF
2107.2111.72102 $100)000
State Asset Seizure Fund -Police Operations Support-
Machinery& Equipment ISF
2101.2111.72102 $207000
REASON,N FOR,BUDG'ET CHANGE, ,
Purchase of four unmarked police vehicles, 3 of the vehicles were leased from Alameda County Sheriff Office in the past and
1 vehilce is for the anticipation of one additional lieutenant in FY 15-16
As Presented at the City Council Meeting 4/21/2015
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Posted By: Date:
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