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Home My WebLink About4.12 - 2062 Authorization to Purchase a Police Vehicle Page 1 of 3 STAFF REPORT CITY COUNCIL DATE: June 19, 2018 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Authorization to Purchase Police Vehicles Directly from Vendor Prepared by: Nate Schmidt, Captain Dublin Police Services EXECUTIVE SUMMARY: The City Council will consider authorizing the purchase of two police vehicles from Livermore Auto Group and Livermore Harley Davidson, based on negotiated pricing, to replace existing vehicles which will be declared as surplus property. STAFF RECOMMENDATION: Adopt the Resolution Authorizing Staff to Purchase Police Vehicles Directly from Vendor and Declaring Vehicles Replaced as Surplus Property, and approve the budget change. FINANCIAL IMPACT: There is sufficient funding in the Internal Service - Vehicle Replacement Fund for this purchase. Upon approval of the budget change, Staff will appropriate $88,546.56 for the purchase of one Ford F-150 Police Responder, one 2019 Harley Davidson FLHTP Electra Glide Police Motorcycle, and emergency equipment to outfit both vehicles. Any revenue generated from the auction of the retired vehicles is also deposited into the fund to offset future replacement costs. DESCRIPTION: Currently, the City has 20 marked police vehicles and four marked police motorcycles in the fleet. Marked police vehicles and police motorcycles are used by Dublin Police Services patrol, traffic, and crime prevention personnel. In order to assure 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 a 2006 Ford Ranger (#06D36) and a 2010 Harley Davidson Road King (#10M73) for replacement during Fiscal Year 2017 -18. Staff recommends a 2018 Ford F-150 to replace the 2006 Ford Ranger, and a 2019 Harley Davidson FLHTP Electra Page 2 of 3 Glide to replace the 2010 Harley Davidson Road King. The City Municipal Code requires that purchases 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 has determined that solicitation of formal bids from car dealerships for the purchase of Police vehicles is not feasible nor practical and therefore requests that the City Council authorize these purchases through negotiation. This process is based on negotiated pricing from Livermore Auto Group, Future Ford of Concord and The Ford Store San Leandro for the purchase of the Ford F150, and negotiated pricing from Livermore Harley Davidson, McGuire Harley Davidson and Oakland Harley Davidson for the purchase of the motorcycle. The lowest cost presented for the one 2018 Ford F-150 was from Livermore Auto Group. The competitive pricing obtained is shown in the table below. COMPARISON PRICING 2018 FORD F-150 Police RESPONDER (Includes Purchase Price, Sales Tax, Documentation Fee, and Tire Fee) DEALER COST PER VEHICLE Livermore Auto Group $40,632.75 Future Ford of Concord $40,996.67 The Ford Store San Leandro Refused to Bid The lowest cost presented for the one 2019 Harley Davidson FLHTP Electra Glide was from Livermore Harley Davidson. The competitive pricing obtained is shown in the table below. COMPARISON PRICING 2019 HARLEY DAVIDSON FLHTP ELECTRA GLIDE POLICE MOTORCYCLE (Includes Purchase Price, Sales Tax, Documentation Fee, and Tire Fee) DEALERCOST PER VEHICLE Livermore Harley Davidson $22,913.81 McGuire Harley Davidson $23,772.80 Oakland Harley Davidson Refused to Bid Page 3 of 3 The current Internal Service - Vehicle Replacement Fund has available funding for these purchases, as well as for related emergency equipment to outfit the new vehicles. It is estimated the cost to outfit the 2018 Ford F-150 with emergency equipment will be $15,000.00 and the cost to outfit the 2019 Harley Davidson with emergency equipment will be $10,000.00. The purchase of these vehicles and equipment will require the approval of a budget change (Attachment 2) to appropriate the funding. At this time, Staff is also requesting City Council authorization to dispose of the replaced vehicles, by transferring them to a professional auction company for sale once the new vehicles are placed into service. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Resolution Authorizing Staff to Purchase Police Vehicles Directly from Vendor and Declaring Vehicles Replaced as Surplus Property 2. Budget Change Form 3. Quote Results for Ford F150 Police Responder 4. Quote Results for 2019 Harley Davidson FLHTP Electra Glide Motorcycle ATTACHMENT 1 RESOLUTION NO. xx - 18 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * AUTHORIZING STAFF TO PURCHASE POLICE VEHICLES DIRECTLY FROM VENDOR AND DECLARING VEHICLES REPLACED AS SURPLUS PROPERTY WHEREAS, the City follows a process of periodically replacing Police Vehicles based upon the age of the vehicle and its condition; and WHEREAS, the Fiscal Year 2017-18 Internal Service Fund Budget includes funding for the purchase of one 2018 Ford F-150 Police Responder, one 2019 Harley Davidson FLHTP Electra Glide Police Motorcycle, and emergency equipment, to replace the current 2006 Ford Ranger and 2010 Harley Davidson Police Motorcycle; 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 allows 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 June 19, 2018 Staff has obtained competitive pricing from three Ford dealers for comparably equipped Ford F-150’s and three Harley Davidson dealers for comparably equipped Harley Davidson Motorcycles and recommends that the City Council authorize the purchase of one Ford F-150 from the Livermore Auto Group at a cost of $40,632.75 plus $15,000.00 for equipment and one Harley Davidson Motorcycle from Livermore Harley Davidson at a cost of $22,913.81 plus $10,000.00 for equipment , as allowed under Chapter 2.36 of the Dublin Municipal Code . NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager as P urchasing Agent to procure in Fiscal Year 2017-18 one replacement marked Police vehicle from Livermore Auto Group and one replacement marked Police motorcycle from Livermore Harley Davidson. BE IT FURTHER RESOLVED that the City Council approves the budget change for this purchase due to the replacement being scheduled after the approved Fiscal Year 2017-18 Budget. BE IT FURTHER RESOLVED that upon placing the new vehicles in service the replaced vehicles are declared 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 sta te and local laws and regulations. PASSED, APPROVED AND ADOPTED this 19th day of June 2018, by the following vote: AYES: NOES: ABSENT: ATTACHMENT 1 ABSTAIN: ______________________________________ Mayor ATTEST: _______________________________________ City Clerk Budget Change Reference #: From Un-Appropriated Reserves X Budget Transfer Between Funds From Designated Reserves Other Account Amount 6105.1905.72105 $88,546.56 6/19/2018 Posted By:Date: As Presented at the City Council Meeting **********Finance Use Only********** CITY OF DUBLIN Replacement of police vehicle and motorcycle. Vehicle scheduled for replacement after the approval of FY 2017-18 budget. REASON FOR BUDGET CHANGE FISCAL YEAR 2017-18 BUDGET CHANGE FORM EXP: ISF Vehicle Fund - Non-dept - Police Vehicles City Council's Approval Required C:\Users\nrs6763\Downloads\17_1905 _Police Vehicles 061918 (1) 17_1905 _Police Vehicles 061918 (1) QUOTE RESULTS Project Name: Purchase of one 2018 Ford F150 Police Responder to Replace 2006 Ford Ranger (Vehicle #06D-36) Quotes Obtained By: Technician Jason Hall Captain Nate Schmidt Date Quote Requested: April 30, 2018 Estimated costs to outfit this vehicle with emergency equipment is $15,000.00 for a total cost of $55,632.75. No. Vendor List Amount Ranking 1. Livermore Auto Group $40,632.75 1 2. Future Ford of Concord $40,996.67 2 3. The Ford Store San Leandro Refused to Bid 3 QUOTE RESULTS Project Name: Purchase of one 2019 Harley-Davidson FLHTP Electra Glide Police Motorcycle to replace 2010 Harley FLPE Road King (Vehicle #10M73) Quotes Obtained By: Technician Jason Hall Captain Nate Schmidt Date Quote Requested: May 22, 2018 Estimated cost to outfit motorcycle with emergency equipment is $10,000 for a total cost of $32,913.81. No. Vendor List Amount Ranking 1. Livermore Harley- Davidson $22,913.81 1 2. McGuire Harley- Davidson $23,772.80 2 3. Oakland Harley- Davidson Refused to Bid 3