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Home My WebLink About4.02 RFP CrimePrevVan CITY CLERK File # 350-20 AGENDA STATEMENT CITY COUNCIL MEETING DATE: July 17, 200'1 SUBJECT: Request for authorization to distribute a Request for Proposals for the purchase of one Crime Prevention Van; and Request to Waive Competitive Bid Process and Authorize Staff to Purchase Police Patrol Vehicles Directly From Vendor. I~'_ Report Prepared By: Amy Cunningham, Administrative Analyst ATTACHMENTS: Request for Proposals for one (1) Crime Prevention Van Resolution Waiving the Competitive Bid Process and Authorizing Staff to Negotiate the Direct Purchase of three (3) Police Patrol Vehicles (four-fifths [4/5] vote required) RECOMMENDATION: 1. Authorize staff to distribute Request for Proposals to qualified dealers for purchase of Crime Prevention Van 2. Adopt Resolution authorizing Staff to purchase patrol vehicles directly from vendor FINANCIAL STATEMENT: Funding in the amount of $25,000 was included in the adopted Fiscal Year 2001-2002 budget for the purchase of a Crime Prevention Van and associated emergency equipment. Adequate funding budgeted in the adopted Fiscal Year 2001- 2002 budget for the purchase of two additional patrol vehicles and one replacement patrol vehicle. DESCRIPTION: Crime Prevention Van Funding for the purchase of one Crime Prevention Van in the amount of $25,000 was included in the Fiscal Year 2001-2002 budget. This van will replace the vehicle Police Services has been leasing for the past several years. The van will be used by Crime Prevention Staff to transport equipment and materials to a range of functions and special events such as Neighborhood Watch meetings, National Night Out, Bike Rodeos, Child Safety Seat Checkpoint events and drug presentations at the schools. In addition the van will allow staff the flexibility to transport COPIES TO: ITEM NO. Explorers, and Kids in Action and Youth Academy participants, among others, to various activities and events. Staff has researched available vehicles and has determined that a large size passenger van best meets the Crime Prevention Unit's needs. Vehicle Specifications are included in Attachment 1. Staff is requesting authorization to solicit bids for purchase of the vehicle. Police Patrol Vehicles Currently, the City has a fleet of thirteen patrol vehicles (twelve marked and one unmarked). The adoption of Police Services Higher Service Level 1, for Fiscal Year 2001-2002, added five additional officers to Police Services and the equipment necessary to support the positions, including two patrol vehicles. Due to this increase in staff, these two vehicles are needed immediately. In order to assure reliability and to minimize repair expenses, the City routinely replaces patrol vehicles after three years of service. Based upon general vehicle condition, and costly maintenance and repair expenses, staff has scheduled one existing patrol vehicle for replacement during the current fiscal year. To avoid additional repair costs, staff has determined that this vehicle should be replaced immediately. With minor exceptions, the specifications for police vehicles are highly standardized. On an annual basis, the California Highway Patrol (CHP) promulgates specifications for the standard patrol vehicle. The CHP has selected the Ford Crown Victoria Police Interceptor as the standard patrol vehicle for the 2001 model year. By purchasing the standard CHP Crown Victoria Police Interceptor, all variables are eliminated and the only consideration is price'. The State of California purchasing contract for Model Year 2001 Ford Crown Victoria POlice Interceptor was awarded to Downtown Ford. Due to the limited manufacturing period for the Ford Crown Victoria Police Interceptor, the supply of vehicles currently available is limited. The following dealerships have vehicles currently available and have offered them at the listed prices: Downtown Ford * Folsom Lake Ford Vehicle Cost $25,192.00 $21,651.00 Tax 2,015.36 1,732.08 Total $27,207.36 $23,383.08 (* State Contract pricing.) Typically, the City's Purchasing Ordinance requires that major purchases be subject to the competitive bid process. The adopted Purchasing Ordinance, provides that the competitive bid process may be waived under the following circumstance: · When City Council specifically waives the competitive bid process and authorizes Staff to negotiate the purchase of vehicles by a four-fifths (4/5) vote. In this case, Staff requests that the City Council apply this exception and authorize Staffto purchase the vehicles directly from the least costly vendor. Following delivery, the City will be responsible for the costs associated with marking the vehicles and installing emergency equipment such as radios, lights, sirens, opticom units and push bars. Recommendation: Staff recommends that the City Council authorize distribution of the attached Request for Proposals for one Crime Prevention Van. Staff further recommends that the City Council adopt the Resolution, Attachment 2, waiving the competitive bid process and authorizing Staff to negotiate purchase of patrol vehicles directly from the least costly vendor. In order to adopt this resolution, the City Council must approve it by a four-fifths (4/5) vote. CITY OF DUBLIN, CALIFORNIA POLICE SERVICES REQUEST FOR PROPOSALS FOR Crime Prevention Vehicle July 18, 2001 Submit bid proposals to: City of Dublin, Police Services Attn: Amy Cunningham 100 Civic Plaza Dublin, CA 95468 Deadline for Response: July 27, 2001, 3:00 PM Attachment 1 CITY OF DUBLIN POLICE SERVICES SPECIFICATIONS FOR CRIME PREVENTION VEHICLE This specification describes the requirements of the City of Dublin Police Services for one crime prevention vehicle. Submit response to: City of Dublin, Police Services Attn: Amy Cunningham 100 Civic Plaza Dublin, CA 94568 Response Deadline: July 27, 2001, at 3:00 PM. A. Basic Vehicle Specification All price quotations shall be for new or used model year 2000 or newer Ford El50 XLT Wagon with 20,000 miles or less on the odometer. The unit shall be equivalent in style, quality and appointments to those offered to the general public. In order to meet the requirements of this specification, the vehicle shall be supplied with equipment and accessories indicated as standard equipment in the manufacturer's published literature or regular production optional equipment. B. Factory Installed Options to be Included The basic specifications shall be modified to provide vehicles equipped with the following factory authorized options: · Exterior color shall be the manufacturer's standard production color of Oxford White Clearcoat. · Cloth interior color shall be the manufacturer's standard production color supplied with the exterior color. · Vehicle shall be equipped with manufacturer's standard production sliding side cargo door. · Vehicle shall be equipped with manufacturer's standard production chrome bumpers. · Vehicle shall be equipped with manufacturer's standard production privacy glass. City of Dublin: Specifications Crime Prevention Vehicle Page 2 of 2 C. Factory Authorized Service Program Vehicle shall include 3 year / 36,000 mile warranty for new vehicle. A 1 year/12,000 mile power train warranty shall be included with used vehicle. Warranty mileage shall begin at the time the vehicle is placed into service. D. General Conditions The vehicle offered in response to this request shall be in good mechanical condition. All systems, instrumentation and accessories shall function normally. Glass shall be undamaged. The interior shall be shampooed and vacuumed. Upholstery with holes, burns or stains will not be acceptable. The vehicle shall be inspected for safety prior to delivery to the City. A vehicle having accident damage is unacceptable. Metal and paint damage, typical of parking lot damage (i.e. minor dents, scrapes and chips) will be acceptable at the discretion of the City. The vehicle shall have been serviced within the last 3,000 miles for all required items as outlined in the "Owner's Manual". E. Keys The vehicle shall be delivered with two (2) complete sets of keys to include ignition, doors, and glove compartment, as required. F. Delivery Vehicle delivery shall be no later than August 10, 2001, to Dublin Police Services, 100 Civic Plaza, Dublin, CA. G. Bid Award The bid will be awarded to the vendor offering the least costly new vehicle, or least costly used vehicle with lowest mileage and in best condition (as determined by City), most closely meeting the outlined specifications. CITY OF DUBLIN POLICE SERVICES CRIME PREVENTION VEHICLE BID PROPOSAL SUMMARY FORM I have received the documents relative to the City of Dublin Police Services, Crime Prevention Vehicle purchase. The bid package includes the required Vehicle Specifications. Deadline for response: July 27, 2001, at 3:00 p.m. The following costs relate to the total cost of the vehicles as defined in the specifications, including applicable delivery charges, taxes and fees. Vehicle Cost Delivery Fees Taxes Warranty Earliest Delivery Date (Must be before August 10, 2001.) Submitted by: Contact Name Business Name Address Phone Number Signature Date RESOLUTION NO. -01 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN WAIVING THE COMPETITIVE BID PROCESS AND AUTHORIZING STAFF TO PURCHASE THREE (3) POLICE PATROL VEHICLES DIRECTLY FROM VENDOR WHEREAS, §2.36.050(a)(11) of the Dublin Municipal Code provides that the competitive bid process shall not apply when the City Council specifically waives the competitive bid process and authorizes staff to negotiate the purchase of vehicles by a four-fifth (4/5) vote; and WHEREAS, the City Council feels that significant benefits are possible by authorizing staff to negotiate the purchase of three (3) police patrol vehicles, including cost savings and expedient delivery. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does specifically waive the competitive bid process pursuant to Dublin Municipal Code §2.36.050(a)(11) and authorizes staff to purchase three (3) police patrol vehicles directly from the least costly vendor, Folsom Lake Ford. BE IT FURTHER RESOLVED, that the City Manager and or his designee is hereby authorized to execute any necessary agreements, purchase orders, or other documents required to arrange for the purchase and delivery of the police patrol vehicle. PASSED, APPROVED AND ADOPTED this 17th day of July, 2001. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Mayor City Clerk Attachment 2