HomeMy WebLinkAboutItem 4.07 PoliceCarPurchaseCITY CLERK
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: November 21, 2000
SUBJECT:
Request to Waive Competitive Bid Process and Authorize Staff to
Purchase Replacement Police Patrol Vehicle
Report Prepared by Amy Cunningham, Administrative Analyst II.'/re''
ATTACHMENTS:
,
Resolution Declaring One-2000 Ford Crown Victoria
as Surplus Property and Authorizing City Manager to
Dispose of it to a Salvage Company.
Resolution Waiving the Competitive Bid Process and
Authorizing Staff to Purchase One Police Patrol Vehicle.
Budget Change Form.
RECOMMENDATION~s~[
Adopt Resolutions.
Authorize ,Budget Change Form.
FINANCIAL STATEMENT:
Replacement costs of the vehicle will come from 'the City'S
Property Insurance, vehicle salvage value, the City's Internal
Service Fund (ISF), and a subrogation demand against the other
parties insurance company.
DESCRIPTION: On September 9, 2000, Dublin Police Services vehicle (D-3) sustained
significant damage in a non-preventable accident. Repair estimates were received and the vehicle was
sent to an auto body shop for repair work. When the vehicle was disassembled, the body shop
discovered that the frame damage was much more extensive than originally anticipated. Based on the
new repair cost estimates, the extent of damage, and the City insurance appraisers' report, the City
Manager determined that the vehicle should declared a total loss.
Costs associated with replacement of the vehicle will be reimbursed through the City's insurance
carrier ABAG, Plan, vehicle salvage value, the City's Internal Service Fund (ISF), and a subrogation
demand against the other parties insurance company.
COPIES TO:
ITEM NO.
Surplus Property
To dispose of the totaled vehicle the City must declare it as surplus property per Dublin Municipal
Code (DMC) §2.38, Sale of Surplus Real Property. A report received from ABAG, Plan's appraiser
estimated that the vehicle could be sold to a salvage company for approximately $3,500. DMC
§2.38.060, Manner of Disposal, authorizes the City Manager to dispose of property that has an
estimated market value of less than $5,000 without advertising for bids. Staff recommends that the
City Council authorize the City Manager to dispose of the totaled vehicle per the specifications of
DMC §2.38.060, by selling the vehicle to the salvage company recommended by ABAG Plan.
Attachment 1 is a Resolution declaring one vehicle as surplus property and authorizes the City
Manager to sell it to a salvage company.
Replacement Vehicle
Specifications for police patrol vehicles are highly standardized. On an annual basis, the California
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.
For Fiscal Year 2000-2001, the City is operating a fleet of ten (10) patrol vehicles (nine marked and
one unmarked). At its meeting on October 3, 2000, the City Council awarded a bid for the purchase of
five (5) Ford Crown Victoria Police Interceptor vehicles to Folsom Lake Ford; four (4) of the vehicles
will replace existing fleet vehicles and one (1) vehicle will be used by new personnel added in Fiscal
Year 2000-2001. The new vehicles are scheduled for delivery in late December 2000 or early January
2001. Folsom Lake Ford has indicated that they are able to add one (1) additional vehicle to the
existing order at the previously awarded selling price and can guarantee vehicle delivery at the same
time.
In most cases, the City's Purchasing Ordinance requires that major purchases be subject to the
competitive bid process. However, on November 4, 1997, the City Council adopted Ordinance 21-97,
which provides:
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-
fifths (4/5) vote.
In this instance, Staff requests that the City Council apply this exception and authorize staff to
purchase one (1) additional police patrol vehicle directly from Folsom Lake Ford to compensate for the
loss of vehicle D-3. Attachment 2 is a Resolution waiving the competitive bid process and authorizing
Staff to add one vehicle to the existing vehicle order at Folsom Lake Ford. In order to adopt this
Resolution, the City Council must approve it by a four-fifths (4/5) vote.
Following delivery, the City will be responsible for the costs associated with vehicle decals and
installation of radio, lights, siren, an opticom unit and other emergency equipment. It should be noted
that City Staff has removed all operable equipment from vehicle D~3 prior to its' salvage which will be
used on the replacement vehicle.
Budget Change
As previously mentioned, costs associated with the replacement of the vehicle will be reimbursed
through several sources. The City's insurance carrier ABAG, Plan has paid on the City's property
claim and is in the process of a subrogation demand through the other drivers insurance company. In
addition, the City will receive approximately $3,500 in salvage for the vehicle and the balance of the
replacement cost will come from the City's Internal Service Fund (ISF). Approval of Attachment 3
will authorize the Budget Change Form.
The cost of the replacement vehicle can be purchased through an existing bid with Folsom Lake Ford
in the amount of $24,520, plus an additional $3,000 to purchase and install the necessary emergency
equipment.
Recommendation
Staff recommends that the City Council:
1. Adopt Resolution Declaring One 200 Ford Crown Victoria as Surplus Property and Authorize
City Manager to dispose of it to a Salvage Company.
2. Adopt Resolution Waiving the Competitive Bid Process and Authorize Staff to Purchase the
Replacement Vehicle.
3. Approve Budget Change Form.
RESOLUTION NO. - O0
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
DECLARING 2000 FORD CROWN VICTORIA AS SURPLUS PROPERTY
AND AUTHROIZING CITY MANAGER TO SELL IT TO A SALVAGE COMPANY
WHEREAS, the City' s police patrol vehicle, described below, sustained major
damage in a non-preventable collision on September 9, 2000; and
WHEREAS, the City Manager has subsequently determined that the extent of the
damage to the vehicle, described below, was too significant to repair; and
WHEREAS, the most effective method for disposing of such an item is to declare the
vehicle surplus property and sell it to a salvage company; and
WHEREAS, the City is authorized to dispose of property pursuant to Government
Code §37350; and
WHEREAS, the Dublin Municipal Code §2.38.060, Manner of Disposal, authorizes
the City Manager to dispose of property that has an estimated market value:of less than
$5,000 without advertising for bids.
NOW, THEREFORE, BE IT RESOLVED that one Police Services Patrol Vehicle,
described below is declared surplus property and is to be sold by the City Manager:
(D-3) - 2000 Ford Crown Victoria (VIN: 2FAFP71W2YX104154)
BE IT FURTHER RESOLVED that the City Manager, or his designee, is authorized
to sell said vehicle to a salvage company. The proceeds of the sale shall be deposited into the
Sale of Property Revenue Account.
PASSED, APPROVED AND ADOPTED this 21st day of November, 2000.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
ATTACHMENT 1
RESOLUTION NO. - 00
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
WAIVING THE COMPETITIVE BID PROCESS AND AUTHORIZING STAFF TO
PURCHASE OF ONE (1) POLICE PATROL VEHICLE
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-
fifths (4/5) vote; and
WHEREAS, prior to negotiating the purchase of replacement vehicles, Staff
requested that the City Council authorize this purchase pursuant to this exemption; and
WHEREAS, The City Council recognizes that the informal process to be used in the
purchase the vehicle protects the public interest by allowing the City to obtain a reliable
vehicle through an existing award of bid.
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 increase the October 3, 2000i~award of bid to
Folsom Lake Ford for one additional police patrol vehicle.
PASSED, APPROVED AND ADOPTED this 21st Day of November, 2000.
AYES:
NOTES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
ATTACHMENT 2
CITY OF DUBLIN
BUDGET CHANGE FORM
New Appropriations (City Council Approval Required):
X From Internal Service Fund Reserves
Budget Transfers:
From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
X From New Revenues Between Departments (City Council Approval Required)
Other
Name: Name: Machinery/Equipment - ISF
Account #: Account #: 001.20100.750.073 $28,000
Name: Name: Reimbursement for Property Damage
Account #: Account #: 830.570.006 $20,000
Name: Name: Sale of Property
Account #: Account #: 830.570.001 $ 3,500
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Signature
~ASON FOR B~GET CH~GE ENTRY:
P~chase of one police pa~ol ve~cle ~d related emergency equipment to replace a vehicle that sust~ned
major'dmage in a non-preventable accident
City Manager:
Mayor:
Posted By:
forms~budgchng
Date:
Signature
As Approved at the City Council Meeting on: Date:
Signature
Date:
Date:
Attachment 3