HomeMy WebLinkAboutItem 4.5 - 1877 Authorization of Staff to Purchase Vehicle
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STAFF REPORT
CITY COUNCIL
DATE: March 6, 2018
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Authorization to Purchase Emergency Vehicle Equipment from Lehr Auto
and Identification of Lehr Auto as a Sole Source
Prepared by: Nate Schmidt, Captain Dublin Police Services
EXECUTIVE SUMMARY:
The City Council will consider authorizing the purchase and installation of new
equipment needed for Dublin Police Services to outfit six new patrol vehicles. Staff is
recommending Lehr Auto for this work. Lehr Auto is the sole vendor to work directly with
the specific emergency equipment used by Dublin Police Services allowing each vehicle
to be configured consistently for safety and efficiency.
STAFF RECOMMENDATION:
Adopt the Resolution Authorizing Staff to Purchase Vehicle Emergency Equipment
from Lehr Auto and Identifying Lehr Auto as a Sole Source.
FINANCIAL IMPACT:
There are sufficient funds available in the Fiscal Year 2017-18 Federal Asset Seizure
Fund to purchase and install emergency equipment in the approved six replacement
vehicles. The purchase will have no impact to the General Fund.
DESCRIPTION:
Currently, the City has 19 “marked” police vehicles in the fleet. “Marked” vehicles ar e
used by Dublin Police Services for patrol, traffic, and crime prevention personnel. In
order to ensure 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. The City reviews the replacement of emergency equi pment for these vehicles
after six years of service.
On December 5, 2017, the City Council approved the purchase of five 2018 Dodge
Chargers and one 2016 Chevrolet Tahoe to replace current vehicles (Vehicle #D01,
#D02, #D03, #D10, #D13 and #D16). No emergency equipment was scheduled to be
purchased for these vehicles due to this equipment only being in service for three years.
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Existing emergency equipment was scheduled to be removed and installed into the
newly purchased vehicles. Due to slight changes in vehicle body styles, some new
equipment will need to be procured to fully outfit the new vehicles.
Staff obtained a quote from Lehr Auto, formerly known as Pursuit North , to both transfer
the existing equipment which fits into the new vehicles, and purchase and install new
equipment. The transfer and purchase of equipment into five 2018 Dodge Chargers is
$25,730.75. The transfer and purchase of equipment into one 2016 Chevrolet Tahoe is
$9,091.70 (Attachment 2).
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.
Due to ongoing purchases and installations with Lehr Auto, this purchase and
installation of equipment will exceed the $45,000 purchasing threshold for Fiscal Year
2017-18. When the $45,000 threshold is exceeded, the award is to be made based on
formal sealed bids unless one of the allowed exceptions is uti lized. The Municipal Code
contains a specific exception to the formal bid process when the City’s requirements
can be met solely by a single patented article or process (Section 2.36.100(B)(1)).
Staff has identified Lehr Auto as the sole vendor to compl ete this purchase and
installation. Lehr Auto is the only vendor that provides the specific emergency
equipment which is installed uniformly for consistency among vehicles. This specific
emergency equipment allows Staff to operate any vehicle in high stress or emergency
situations without having to first familiarize themselves to the vehicle. Lehr Auto has
purchased and installed equipment in existing Dublin Police vehicles and therefore it is
recommended they continue to provide this service on a sole s ource basis for the
current year, and for the upcoming two-year budget cycle.
The current Federal Asset Seizure Fund Budget contains funding to purchase and
install emergency equipment in the new vehicles.
Staff has prepared a Resolution (Attachment 1) to record the actions being requested.
The first is authorization to utilize Lehr Auto to purchase and install emergency
equipment in the recently purchased marked vehicles. The second is authorization to
identify Lehr Auto as the sole source to purchas e and install emergency equipment in
Dublin Police vehicles for Fiscal Years 2017-18, 2018-19, and 2019-20.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Resolution Authorizing the Purchase of Vehicle Emergency Equipment from Lehr
Auto and Identifying Lehr Auto as a Sole Souce
2. Lehr Auto Quote
ATTACHMENT 1
RESOLUTION NO. xx - 18
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * *
AUTHORIZING THE PURCHASE OF VEHICLE EMERGENCY EQUIPMENT FROM LEHR AUTO AND
IDENTIFYING LEHR AUTO AS A SOLE SOURCE
WHEREAS, to ensure reliability and to minimize repair expense, the City routinely reviews fleet
vehicles for potential replacement; and
WHEREAS, on December 5, 2017, the City Council approved the purchase of six marked police
vehicles to replace existing Dublin Police vehicles; and
WHEREAS, no emergency equipment was scheduled to be purchased for the replacement
vehicles, as the current emergency equipment was to be installed into the newly purchased vehicles; and
WHEREAS, due to slight changes in vehicle body styles, some new equipment will need to be
procured to fully outfit the new vehicles; and
WHEREAS, Staff obtained a quote from Lehr Auto to transfer and purchase equipment for the six
vehicles which had a combined cost of $34,822.45; and
WHEREAS, there are sufficient budgeted funds in the Federal Asset Seizure Fund Budget to make
this purchase; and
WHEREAS, this purchase of equipment and installation will surpass the $45,000.00 purchasing
threshold with Lehr Auto for Fiscal Year 2017-18; and
WHEREAS, Section 2.36.100(B)(1) contains a specific exception to the formal bid process when
the City’s requirements can be met solely by a single patented article and process and the purchasing
price exceeds $45,000.00; and
WHEREAS, Staff has identified Lehr Auto as the sole vendor to provide specific emergency
equipment which is installed uniformly for consistency between vehicles.
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 emergency equipment and installation
for six newly purchased vehicles.
BE IT FURTHER RESOLVED that the City Council approves Lehr Auto as the sole source to
provide and install emergency equipment in Dublin Police vehicles for Fiscal Years 2017-18, 2018-19 and
2019-20.
PASSED, APPROVED AND ADOPTED this 6th day of March 2018, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________________
Mayor
ATTEST:
ATTACHMENT 1
_______________________________________
City Clerk
Sold Dublin Police Services
Ship Dublin Police Services
To: Laura Jamal
To: Laura Jamal
100 Civic Plaza
100 Civic Plaza
Dublin, CA 94568
Dublin, CA 94568
USA
USA
Ship Via Ship from Warehouse
Customer ID
Location: Lehr - Pittsburg
SalesPerson
Vehicle Information:
5201
Item No, Description Category Quantity Unit Price
CTFD- CHGR -2
TRUNK TRAY
HAVIS
1
393.75
BK2007CGR15
P134501-4 BUMPER
SETINALTP
1
703.41
MB8U
CABLE 17' RG58U
RADIO
1
16.00
5201
POWER TAMER VS
COPELAND
1
75,24
SLENKTI
LENS KIT
WHELEN
1
182,00
MMSU -1
MAGNETIC MIC KT
MAGMIC
1
28.50
02 -0411
CHARGER HARNESS
PATROLPO
1
595.00
INSTALL
INSTALL MATERIALS
SERVICE IT
1
75.00
I
INSTALLATION CHARGES
LABOR
1
225.00
LABOR TO APPLY GRAPHICS
I
INSTALLATION CHARGES
LABOR
1
2,325.00
LABOR TO INSTALL ABOVE LISTED AND CUSTOMER
SUPPLIED PARTS.
F
Shipping Charges
SERVICE IT
1
100,00
2018 DODGE CHARGER
Amount Subject to Sales Tax 4618,90
Amount Exempt from Sales Tax 100.00
G
Subtotal:
Total Sales Tax
Total:
11865
Mary Pagliero
Total Price
393.75
703,41
16.00
75.24
182.00
28.50
595.00
75.00
225.00
2,325.00
100.00
4718.90
A97 9S
5,146.15
u
Amount Subject to Sales Tax 8230.39 Subtotal: $8,330.39
Amount Exempt from Sales Tax 100.00 Total Sales Tax $761.31
Total: $9,091.70
c4evY
Sales
Quote
Page: 1
661 Garcia Avenue Pittsburg, CA 94565
Quote Number:
10559
Phone: 925 - 370 -2144 Fax: 925
- 370-2087
Document Date:
2/1/2018
Terms:
Net 30
Payment Method:
Sell Dublin Police Services
Ship
Dublin Police Services
To: Laura Jamal
To:
Jason Hall
100 Civic Plaza
100 Civic Plaza
Dublin, CA 94568
Dublin, CA 94568
Phone: 925- 556 -4553
Phone:
Ship Via Installation
Customer ID
11865
Location: Lehr - Pittsburg
SalesPerson
Mary Pagliero
Blanket PO:
Vehicle Information:
Item No.
Description
Category Quantity
Unit Price
Total Price
MBCT15RB
MIRROR BEAMS SUPER LED SERIES
WHELEN 1
264,65
264,65
TAHOE /SUBURBAN 15 -18
BKO083TAH15
P64501.5 PUSH BUMPER 15 -17 TAHOE
SETINA 1
825.53
825.53
162DEDE
54" Liberty II Duo, RW /BW C &F, RA /BA Rr, TD12, AL
WHELENLB 1
1,950.00
1,950.00
STPKT93
STRAP KIT
WHELEN 1
TL12J
ION T- SERIES LINEAR SUPER -LED DUO R/B
WHELEN 2
109.90
219,80
01 -0215
15 -* TAHOE HARNESS W/ TIMER
PATROLPO 1
595.00
595.00
60CREGCS
COMPARTMENT LT
WHELEN 1
136.68
136.68
7160 -0510
VEHICLE BASE
GAMBER 1
120.60
120.60
SAK63D
SA315P BRACKET TAHOE, 2017 -2018, DRIVERS SIDE
WHELEN 1
28.70
28.70
AC- TH15 -MNT
FLOOR MOUNT
TROY PRO 1
110.67
110.67
GF1092TAH15
FREESTAND MOUNT
SETINA 1
134.26
134.26
MMSU -1
MAGNETIC MIC KT
MAGMIC 2
28.50
57.00
INSTALL
INSTALL MATERIALS
OTHER 1
75.00
75.00
1
INSTALLATION CHARGES
LABOR 1
225.00
225.00
LABOR TO APPLY GRAPHICS
INSTALLATION CHARGES
LABOR 1
3,487.50
3,487.50
LABOR TO INSTALL ABOVE LISTED AND CUSTOMER
SUUPLIED PARTS,
2016 CHEVY TAHOE SGT VEHICLE
F
Shipping Charges
OTHER 1
100.00
100.00
Amount Subject to Sales Tax 8230.39 Subtotal: $8,330.39
Amount Exempt from Sales Tax 100.00 Total Sales Tax $761.31
Total: $9,091.70