HomeMy WebLinkAbout4.02 BuyUnmarkPoliceCarCITY CLERK #350-20
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: September 4, 2001
SUBJECT:
Award of Bid for One (1) Replacement Unmarked Vehicle i~ t~
Report Prepared by: Amy Cunningham, Administrative Analyst)C'----
ATTACHMENTS:
1. Resolution of Award of Bid for One (1) Replacement Unmarked
Police Vehicle
2. Budget Change Form
RECOMMENDATION:
FINANCIAL STATEMENT:
1. Adopt Resolution awarding bid for One (1) Replacement
Unmarked Police Vehicle to Hayward Ford, Inc.
2. Approve Budget Change
$13,549 currently exists in the Internal Service Fund for the
replacement of this vehicle. Additional funding in the amount of
$2,500 is requested for purchase of the new vehicle and installation
of existing undercover emergency equipment.
DESCRIPTION:
At the meeting of August 7, 2001, the City Council authorized staff to solicit bids for the purchase of one
(1) replacement unmarked vehicle. The City's unmarked vehicles are used for a variety of purposes,
including crime prevention, transportation of officers and staff to court proceedings, and various
administrative functions.
Currently, the City has three unmarked police vehicles that 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 up a reserve for replacement of a vehicle at the end of its useful life.
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.
In addition to the three active vehicles, the City owns one additional unmarked vehicle. This unmarked
vehicle was declared surplus in prior years, but has been retained to provide back-up service.
H/cc-forms/agdastmt.doc
COPIES TO:
ITEM NO.
BID RESULTS:
Staff circulated an RFP for one (1) used vehicle to eight car dealerships and received responses from two
dealerships, for four separate vehicles, by the required deadline.
2000 Ford Taurus SES -
1 White 11,130 Hayward Ford $14,570.85 $14,570.85
2000 Ford Taurus SES-
2 Silver 14,600 Hayward Ford $15,249.85 $15,249.85
2001 Ford Taurus SE- $15,449.94
3 White 21,000 Shamrock Ford $15,606.00 (1% Sales Tax Recovery)
2001 Ford Taurus SES - $19,072.55
4 Chestnut 6,038 Shamrock Ford $19,265.20 (1% Sales Tax Recovery)
On August 24, 2001, Staff inspected three of the offered vehicles; Vehicle #3 was unavailable for
inspection. Each vehicle was evaluated based upon cost, mileage, vehicle condition, and compliance with
the vehicle requirements as outlined in the bid specification.
Based upon evaluation of the vehicles, staff recommends purchase of Vehicle #2, the 2000 Ford Taurus
SES - Silver.
While Vehicle # 1 is the least costly with the lowest mileage, inspection of the vehicle revealed that
interior and exterior condition do not meet the bid specifications. Vehicle #3 exceeds the mileage
specifications; and the color of Vehicle #4 does not meet the specifications. Staff recommends that
Vehicles #1, #3 and #4 be rejected as they do not comply with the bid specifications.
Following vehicle delivery, the City is responsible for the costs associated with installing the undercover
vehicle equipment and police radio.
FUNDING:
The total cost of the outfitted unmarked vehicle is $16,049. Currently, $13,549 exists in the Internal
Service Fund for replacement. Additional funding in the amount of $2,500 is requested to purchase the
new vehicle and for installation of the undercover equipment, and police radio.
CONCLUSION:
Staff recommends that the City Council adopt the Resolution (Attachment 1) awarding the bid to
Hayward Ford, Inc., and authorize staff to proceed with the purchase of the vehicle. Staff further
recommends that the City Council approve the Budget Change Form (Attachment 2).
RESOLUTION NO. - 01
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AWARDING BID FOR PURCHASE OF ONE (1) REPLACEMENT UNMARKED VEHICLE
TO HAYWARD FORD, INC. AND REJECTING BIDS SUBMITTED
FOR THREE OTHER VEHICLES
WHEREAS, on August 7, 2001, the City Council authorized staffto distribute bids for one (1)
replacement unmarked vehicle; and
WHEREAS, staff sent out a Request for Bids to eight car dealerships and received two bids, for
four (4) vehicles, in response by the specified deadline; and
WHEREAS, staff has evaluated the vehicles and has determined that three of the x~ehicles offered
do not meet the bid specifications; and
WHEREAS, staff has determined that the 2000 Ford Taurus SES - Silver, offered by Hayward
Ford, Inc. is the best quality vehicle available at the lowest price.
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby approves the purchase of
one (1) Replacement Unmarked Vehicle through Hayward Ford, Inc. and authorizes staffto proceed with
the purchase of the vehicle.
PASSED, APPROVED AND ADOPTED this 4th day of September, 2001.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
ATTACHMENT 1
CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
X From New Revenues Between Departments (City Council Approval Required)
Other
Name: Name: Police - Machinery/Equipment ISF
Account #: Account #: 001.20100.750.073 $2,500.00
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
FinMgr/ASD: C,~_,tG~ ~[', ?a~-~LL,<...( Date: Signature ~
REASON FOR BUDGET CHANGE ENTRY:
Additional funding necessary for the purchase of replacement unmarked vehicle and the installation of
undercover emergency equipment.
City Manager:
Signature
Date:
Mayor:
Posted By:
formslbudgchng
Signature
Signature
Date:
Date:
ATTACHMENT 2