HomeMy WebLinkAbout4.06 RFP UnmarkPoliceCar CITY CLERK
File# 0350-20
AGENDA STATEMENT
CITY COUNCIL MEETING DATE' August 7, 2001
SUBJECT:
Request for authorization to distribute a Request for Proposals
for the purchase of one (1) Replacement Unmarked Police
Vehicle. Report Prepared By: Amy Cunningham, ~
Administrative Analyst
ATTACHMENTS:
1. Request for Proposals for one (1) unmarked police vehicle.
2. Resolution declaring 1993 Ford Taurus as Surplus and
Authorizing City Manager to Dispose of it at Auction.
RECOMMENDATION:
1. Authorize staff to distribute Request for Proposals to
qualified dealers for purchase of one (1) unmarked police
vehicle.
2. Adopt Resolution declaring 1993 Ford Taurus as surplus
and authorizing City Manager to Dispose of it at Auction.
FINANCIAL STATEMENT:
$13,549 currently exists in the ISF Fund for the replacement of
this vehicle. It is anticipated that additional funds will be
required to replace the vehicle. A budget change form will be
presented for City Council review and approval with the
request for award of bid.
DESCRIPTION:
Currently, the City has three unmarked police vehicles that are used for a variety of purposes,
including use by detectives when investigating crimes, transportation of officers and staff to
court proceedings, and various administrative functions. These vehicles are recognized as active
in the City's Internal Service Fund (ISF). The ISF charges departments a prorated annual
expense for equipment purchased from this fund. This process builds a reserve to assure, at the
end of the vehicle's life cycle, that there is funding to purchase a replacement vehicle.
In order to minimize expenses, used vehicles are purchased for the unmarked fleet. These
vehicles are used until such time as the vehicles become unreliable, or too costly to repair or
maintain.
COPIES TO:
ITEM NO.
At the present time, the fleet includes one 1993 Ford Taurus, which was purchased as a used
vehicle by the City in March of 1994. This car is seven years old, has over 60,000 miles and to
be operable now requires costly repairs, which exceed the value of the vehicle.
Staffhad previously anticipated replacing this vehicle during Fiscal Year 2002-2003. However,
based on its current mechanical condition, it is recommended that the vehicle be replaced now.
Currently, $13,549 exists in the ISF fund for replacement of this vehicle. It is anticipated that
additional funding will be needed to purchase a new vehicle. A budget change form will be
presented for City Council review and approval when the actual vehicle replacement cost is
known.
As previously discussed, this vehicle serves important purposes and should be promptly
replaced. Consistent with past practice, staff recommends that this vehicle be replaced with a
low-mileage used vehicle. Used vehicles are significantly less expensive than new vehicles and
when purchased from an established vendor, often come with a limited warranty that acts to
minimize the risks associated with the purchase of a used vehicle.
Attachment 1 is an outline of the specifications to be used to obtain proposals from vendors in
order to identify a vehicle fitting the City's needs. Proposals from vendors will be evaluated in
terms of age, mileage, cost and warranty coverage in order to select the best value.
Following delivery, the City will be responsible for the costs associated with installing
emergency equipment such as radios3 lights, and siren.
SURPLUS VEHICLE:
If the City Council authorizes the vehicle replacement, Staff recommends the 1993 Ford Taurus
be declared as surplus and sold at auction. This vehicle is not currently operable and has no
further value to the City.
RECOMMENDATION:
Staff recommends that the City Council authorize distribution of the Request for Proposals for
one (1) unmarked police patrol vehicle (Attachment 1). Staff further recommends that the City
Council adopt the Resolution (Attachment 2), declaring the 1993 Ford Taurus as surplus and
authorizing the City Manager to dispose of it at auction.
CITY OF DUBLIN, CALIFORNIA
POLICE SERVICES
REQUEST FOR PROPOSALS FOR
Used Automobile
August 8, 2001
Attn:
Submit bid proposals to:
City of Dublin, Police Services
Amy Cunningham, Administrative Analyst
100 Civic Plaza
Dublin, CA 95468
Deadline for Response:
August 22, 2001. at 4:00 P.M.
Attachment I
CITY OF DUBLIN
SPECIFICATIONS FOR
USED AUTOMOBILE
SCOPE:
This specification describes the requirements of the City of Dublin for one used passenger
vehicle.
Attn:
Submit Response To:
City of Dublin, Police Services
Amy Cunningham, Administrative Analyst
100 Civic Plaza
Dublin, CA 94568
Response Deadline:
August 22, 2001, at 4:00 P.M.
GENERAL REQUIREMENTS:
The vehicle shall be a used 2000 model year or newer Ford Taurus 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.
SPECIFIC REQUIREMENTS:
Engine
The engine shall be gasoline powered.
Transmission
The transmission shall be equipped with an automatic transmission providing not less than three
(3) forward speeds and one (1) reverse speed.
Electrical System
The supplier shall furnish a heavy-duty volt electrical system, specifically designed to handle the
load requirements of the class of vehicle, equipped with options, as specified herein.
Steering
The vehicle shall be equipped with the supplier's standard hydraulic power assist steering.
Brakes
The vehicle shall be equipped with the manufacturer's standard power assist brake system. A
minimum of 50% of the brake pad shall remain on all four wheels.
Air Conditioning
The vehicle shall be equipped with the manufacturer's factory installed dehumidifying/all
weather air conditioner. The air conditioning system shall include: necessary insulation,
increased engine cooling capacity and recovery system, and additional alternator and battery
capacity.
Wheels and Tires
Drive wheel clearance shall be adequate for normal operation of the vehicle when loaded to
capacity and equipped with snow chains. A high-pressure inflated spare tire shall be furnished.
Road tires shall be radial type with a minimum of 6/32" of tread in the center two grooves on all
tires.
Body
The vehicle shall be a four (4) door.
Exterior
The exterior color shall be the manufacturer's standard production color of paint. Bright colors
are not acceptable (i.e. red, yellow, etc.). Vehicles with unacceptable colors shall be rejected.
Interior
The interior color shall be the manufacturer's standard color supplied with the exterior color,
fabric and vinyl combination.
Required Miscellaneous Equipment:
Automatic pop-out cigarette lighter in front compartment
· Foam padded seats
· Dome light with driver door activated switch
· AM/FM radio w/cassette
· Cruise Control
· Power door locks
· Power windows
· Tilt wheel
· Power Driver's Seat
GENERAL CONDITIONS:
The vehicle offered in response to this request shall be in good mechanical condition. All
systems, instruments and accessories shall function normally. Glass shall be undamaged. The
interior shall be shampooed and vacuumed. Upholstery with holes, bums or stains will not be
acceptable. The vehicle shall be inspected for safety prior to delivery to the City.
A vehicle having accident or flood 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 in the
"Owner's Manual".
Smog Certification
A certificate of compliance, as required by the California Vehicle Code, must be furnished at the
time of vehicle delivery.
Keys
The vehicle shall be delivered with two (2) complete sets of keys to include ignition, trunk, and
glove compartment as required.
A 12,000 mile/1 year, which ever comes first, power train warranty is required and any
remaining factory warranty for which the vehicle qualifies. Warranty mileage shall begin at the
time the vehicle is placed into service.
Inspection
Prior to delivery, the City shall inspect the vehicle at the vendor's place of business. It will be
the responsibility of the vendor to notify the Police Services Administrative Analyst when the
vehicle is ready for inspection.
Delivery
The selected vehicle shall be delivered within 14 days from the date of order. The vehicle shall
be FOB delivered to 100 Civic Plaza, Police Services Building, Dublin, CA 94568.
Vehicle Registration
Registration shall be completed by the Vendor.
The vehicle must be delivered with a verification of vehicle, DMV Form Number: Reg. 31, fully
completed and signed by an authorized vehicle verifier.
BID AWARD:
The bid will be awarded to the vendor offering the least costly vehicle with the lowest mileage
and best condition (as determined by City) most closely meeting the outlined specification and
City's current needs.
CITY OF DUBLIN
POLICE SERVICES
USED AUTOMOBILE
BID PROPOSAL SUMMARY FORM
I have received the documents relative to the City of Dublin Police Services, Used
Automobile purchase. The bid package includes the required Vehicle Specifications.
Deadline for response: August 22, 2001, at 4:00 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 within 14 days of the date of order.)
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
DECLARING 1993 FORD TAURUS AS SURPLUS PROPERTY AND
AUTHORIZING CITY MANAGER TO DISPOSE OF IT AT AUCTION
WHEREAS, the City Manager has determined that one in-operable unmarked police vehicle, described
below, is no longer needed for City purposes; and
WHEREAS, the most effective method for disposing of such items is at auction; and
WHEREAS, independent auctioneers are available to auction these items to the highest bidder; and
WHEREAS, the City is authorized to dispose of such property pursuant to Government Code §37350.
NOW, THEREFORE, BE IT RESOLVED that the following described unmarked police vehicle is
declared surplus property and is to be sent to auction:
Vehicle #D-32, 1993 Ford Tams, VIN 1FACP5249PG321614.
PASSED, APPROVED AND ADOPTED this 7th day of August, 2001.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
Attachment 2