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Home My WebLink About4.05 Purchase Police Vehicles STAFF REPORT CITY CLERK File #350-20 CITY COUNCIL DATE:November 17, 2015 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, 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 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 2015-2016 Budget Internal Service Fund 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: Resolution Staff recommends that the City Council adopt the Authorizing Staff to Procure Two Police Vehicles from Livermore Ford Lincoln and Declaring Vehicles Replaced as Surplus Property. 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 Reviewed By Police Chief Administrative Assistant City Manager Services Director DESCRIPTION: Currently the City has 19 “marked” police vehicles in the fleet. “Marked” vehicles are used by Dublin Police Services patrol, traffic, and crime prevention personnel. In order to assure ITEM NO. 4.5 Page 1 of 3 reliability and 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 during Fiscal Year 2015-2016: a 2011 Ford Crown Victoria which has over 63,000 miles (Vehicle #11D12) and a 2011 Ford Crown Victoria which has over 86,000 miles and is inoperable due to a blown engine (Vehicle #11D18). Since 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, and concluded that the Ford Interceptor Sport Utility Vehicle would best address those needs. 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(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 requests 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 Livermore Ford Lincoln. The competitive pricing obtained is shown in the Tables below: COMPARISON PRICING 2016 UTILITY POLICE INTERCEPTOR (Includes Purchase Price, Sales Tax, Documentation Fee, and Tire Fee) DEALER COST PER VEHICLE Livermore Ford Lincoln $31,610.98 Albany Ford $31,854.88 The Ford Store San Leandro $32,439.37 The current Budget contains funding in the Internal Service Funds to purchase two vehicles to replace the current 2011 Ford Crown Victoria (Vehicle #11D12) and a 2011 Ford Crown Victoria (Vehicle #11D18). 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 the 2011 Ford Crown Victoria (Vehicle #11D12) and a 2011 Ford Crown Victoria (Vehicle #09D18). The retired vehicles 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 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 by a four- Page 2 of 3 fifths vote. The second element addressed by the Resolution is the authorization for the Purchasing Agent to dispose of the 2011 Ford Crown Victoria (Vehicle #11D12) and a 2011 Ford Crown Victoria (Vehicle #11D18) at public auction, once the replacement vehicles are in service. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS : 1. Resolution Authorizing Staff to Procure Two Police Vehicles from Livermore Ford Lincoln and Declaring Vehicles Replaced as Surplus Property Page 3 of 3 RESOLUTION NO. xx - 15 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * AUTHORIZING STAFF TO PROCURE TWO POLICE VEHICLES FROM LIVERMORE FORD LINCOLN 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 2015/2016 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 November 17, 2015, 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 Livermore Ford Lincoln at a cost of $31,610.98 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 2015/2016 two replacement marked Police vehicles from Livermore Ford Lincoln as described to the City Council on November 17, 2015. BE IT FURTHER RESOLVED that upon placing the new vehicles in service the replaced vehicles are declare surplus property to be sold at auction. BE IT FURTHER RESOLVED that the City Manager and/or his 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 17th day of November 2015, by the following vote: AYES : NOES : ABSENT : ABSTAIN : ______________________________________ Mayor ATTACHMENT 1 ATTEST : _______________________________________ City Clerk ATTACHMENT 1