HomeMy WebLinkAboutItem 4.02 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