HomeMy WebLinkAboutItem 4.12 patrol cars CITY CLERK
File # 0350-20
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: September 5, 2000
SUBJECT:
Request for authorization to distribute a Request for Proposals for
the purchase of four (4) Police Patrol Vehicles and Request to waive
competitive bid process for the immediate purchase of two (2) patrol
vehicles. Report Prepared by Amy Cunningham, Administrative ~
Analyst
ATTACHMENTS:
1 .) Request for Proposals for four (4) police patrol vehicles
2.) Resolution Waiving Competitive Bid Process and Authorizing
Staff to negotiate the purchase of two (2) police patrol vehicles
3 .) Budget Change Form
RECOMMENDATION:
1 .) Authorize staff to distribute Request for Proposals to qualified
dealers
2.) Adopt Resolution (Attachment 2) authorizing staff to purchase 2
(two) police patrol vehicles directly from dealer
FINANCIAL STATEMENT:
A total of $131,325 has been budgeted for the purchase of five (5)
patrol vehicles and associated emergency equipment in the Fiscal
Year 2000-2001 budget. Staff is requesting an additional $34,500
be allocated for the purchase of the sixth vehicle and equipment that
was budgeted for, but not purchased in Fiscal Year 1999-2000.
DESCRIPTION: For Fiscal Year 2000-2001, the City is currently operating a fleet often patrol
vehicles (nine marked and one unmarked). With minor exceptions, the specifications for police patrol
vehicles are highly standardized. On an annual basis, the Califomia Highway Patrol (CHP) distributes
specifications for the standard patrol vehicle. The CHP selected the Ford Crown Victoria Police
Interceptor as the standard patrol vehicle for the Model Year 2000.
The adoption of Police Services Higher Service Level 3, for Fiscal Year 2000-2001 added two new
officers to Police Services and the equipment necessary to support the positions, including one additional
patrol vehicle. One additional vehicle, associated with the School Resource Officer, has been budgeted
for in Fiscal Year 2000-2001. The purchase of this vehicle is contingent upon the award of the Federal
COPS grant. In addition, one police patrol vehicle was budgeted for in Fiscal Year 1999-2000 because of
increased staff assigned to patrol.
Historically, the City has used the State contract for CHP vehicles for cost comparison. The State, which
ordinarily awards the bid for the CHP vehicle contract in early November, was delayed in awarding the
H/cc-forms/agdastmt. doc
COPIES TO:
ITEM
contract until February 2000. This made it difficult to compare the cost of purchasing vehicles through
the state contract or directly from a dealer. This delay caused the supply of vehicles to be depleted before
the City was able to adequately compare costs; therefore, due to the unavailability of vehicles, acquisition
could not be completed during the previous Fiscal Year.
Typically, the City's Purchasing Ordinance requires that major purchases be subject to the competitive bid
process.
The Ordinance provides that the competitive bid process may be waived under the following
circumstances:
· 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.
In this instance, Staff requests that the City Council apply this exception and authorize staff to purchase
two (2) vehicles directly from a vendor.
Due to Ford Motor Company's manufacturing timelines, 2001 Model Year Ford Crown Victoria Police
Interceptors, would not be available for purchase through dealerships until approximately December 2000.
The installation of emergency equipment requires approximately one month to complete, delaying use of
the vehicles until the beginning of February 2001. This makes it necessary to purchase two of the
remaining Model year 2000 vehicles because of the immediate need as previously outlined. Staff
contacted dealerships throughout Northem California to determine available vehicle supplies and found
that Downtown Ford in Sacramento has several vehicles available for purchase and Shamrock Ford has
two (2) vehicles available for purchase. Other Northern California dealerships contacted had no Ford
Crown Victoria Police Interceptors available for purchase. The price negotiated through the State
Contract for a 2000 model year vehicle is $24,302 without an extended warranty. The State Contract was
awarded to Downtown Ford. The price quoted by Shamrock Ford for a similarly equipped 2000 model
year vehicle is $22,119.35. Shamrock Ford's vehicle cost is lower than that offered through the State
Contract and Shamrock Ford has the vehicles available for immediate delivery.
Staff has also found that the purchase of an extended warranty/extra care package provides several
benefits to Police Services. The primary benefit is priority maintenance service given to patrol vehicles,
ensuring that an adequate number of vehicles are available for patrol use at all times. Purchase of the
extra care package ensures that the new vehicles' maintenance agreements are consistent with all other
marked patrol vehicles. Additionally, the extra care package guarantees that maintenance costs are capped
regardless of the mechanical problem, which has historically resulted in significant savings on vehicle
repairs. The cost for the three-year/85,000 mile extended warranty/extra care package is $3,115.
Staff is requesting that the additional four (4) replacement vehicles be purchased through the competitive
bid process. The vehicles, routinely scheduled for replacement through the Intemal Service Fund, have
been in operation for over three years. The deadline for bid proposals is September 21, 2000, with staff
returning to the City Council on October 3, 2000, to request the bid be awarded per the specifications in
the Purchasing Ordinance. Delivery of the vehicles is requested no later than January 8, 2001. This
timeline should allow dealerships ample time to receive the 2001 Model Year vehicles from the Ford
factory.
Installation of Emergency Equipment
Following delivery, the City will be responsible for the costs associated with marking the vehicles and
installing radios, lights, sirens, opticom units and other emergency equipment. The City will remove most
of the equipment from each vehicle as it is retired and reinstall the usable equipment on the new
replacement vehicles. Vehicle emergency equipment is used for a minimum of six years. Any additional
emergency equipment purchase will be in conformity with the Purchasing Ordinance.
Recommendation
Staff recommends that the City Council authorize staff to distribute the attached Request for Proposals for
the four (4) replacement patrol vehicles. Staff further recommends that the City Council adopt the
Resolution, Attachment 2, waiving the competitive bid process for the immediate purchase of two (2)
patrol vehicles through Shamrock Ford, and approve the budget change form, Attachment 3. In order to
adopt the Resolution, the City Council must approve it by a four-fifths (4/5) vote.
CITY OF DUBLIN, CALIFORNIA
POLICE SERVICES
REQUEST FOR PROPOSALS FOR
POLICE PATROL VEHICLES
September 6, 2000
Attachment 1
CITY OF DUBLIN
POLICE SERVICES
SPECIFICATIONS FOR
MODEL YEAR 2001 - POLICE PATROL VEHICLES
A. Basic Vehicle Specification
Except as modified by Section B below, all price quotations shall be for vehicles
that conform to the specifications developed by the State of California for
California Highway Patrol High Speed Law Enforcement Class "E" Sedans.
B. Factory Installed Options to be Included
The basic specifications shall be modified to provide vehicles equipped with the
following factory authorized options:
1. Heavy Duty Rubber Floor Coverings
2. Universal Keys (all units keyed alike)
3. Exterior Color Manufacturer's White with Molding Installed
4.. AM/FM Radio Installed
5. Cloth Front Bucket Seats/Vinyl Rear Bench Seats
6. 6-Way Power Driver Seat
7. Radio Suppression Package
8. Spotlights, Left and Right, clear, mounted, installed
9. Dealer Installed Undercoating
Factory Authorized Service Program
Vehicles shall include 3 year / 100,000 mile powertrain extended warranty with
$0 deductible.
D. Optional Factory Authorized "Extra Care" Maintenance Program
Proposals may include pricing for factory Ford Motor Company Authorized
"Extra Care" program. This plan shall include provisions for a $50 deductible and
3 year/85,000 mile coverage warranty.
E. Delivery
Vehicle delivery shall be no later than January 8, 2001.
CITY OF DUBLIN
POLICE SERVICES
MODEL YEAR 2001 - POLICE PATROL VEHICLES
BID PROPOSAL SUMMARY FORM
I have received the documents relative to the City of Dublin Police Vehicle purchase.
The bid package includes Vehicle Specifications. Deadline for response: September
21, 2000, 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.
CATEGORY TOTAL
Vehicle Cost
Delivery
Fees
Taxes
Warranty
TOTAL
Earliest Delivery Date
(Must be before January 8, 2001 .)
Submitted by:
Contact Name
Address
Business Name
Phone Number
Signature Date
RESOLUTION NO. -00
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
WAIVING THE COMPETITIVE BID PROCESS AND
AUTHORIZING STAFF TO PURCHASE
TWO (2) POLICE PATROL VEHICLES DIRECTLY FROM DEALER
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 two (2) police patrol vehicles, including cost savings, supplemental
vehicle maintenance and service, sales tax recovery, 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 negotiate the purchase of two (2) police patrol vehicles
from Shamrock Ford.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin pursuant
to §2.36.050 of the Municipal Code (as mended); hereby waives the requirement for a
competitive bid and authorizes the purchase of two (2) police patrol vehicles directly from
Shamrock Ford, pursuant to negotiation, and the California Highway Patrol Standard
Specifications.
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 including extended warranty and delivery of the police patrol vehicle.
PASSED, APPROVED AND ADOPTED this 5th day of September, 2000.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
Attachment 2
CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
__X__ From Unappropriated Reserves
From New Revenues
I)EC!~E:~,S'E BUDGET ACCOUNT
Name:
AMOUNT
From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Other
INCREASE BIjDGET ACCOUNT AMOLrNT
Name: Machinery/Equipment - ISF
Account #: Account #: 001.20100.750.073 $34,500.00
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Fin Mgr/ASD:
Date:
Signature
REASON FOR BUDGET CHANGE ENTRY:
Purchase of one police patrol vehicle and related emergency equipment originally budgeted in FY 1999-2000,
but not purchased. (Vehicle: $25,300.00; Equipment: $9,200.00)
City Manager: Date:
Signature
Mayor:
Posted By:
formslbudgchng
Signature
Date:
Date:
Attachment 3