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Home My WebLink About4.5 - 1877 Authorization of Staff to Purchase Vehicle Page 1 of 2 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. Page 2 of 2 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