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HomeMy WebLinkAbout4.04 Purch Police VehicleG~~~ OF DL~~fG ~// ~ 1~~~~jz O~LIFOR~~ / STAFF REPORT CITY CLERK DUBLIN CITY COUNCIL File # ^®©®-~^® DATE: December 15, 2009 TO: Honorable Mayor and City Council Members FROM: Joni Pattillo, City Manager SUBJE Request to Waive Competitive Bid Process and Authorize Staff to Purchase Specialized Police Vehicles Directly from Vendor. Prepared By Stephen C. Brown, Lieutenant-Police Services EXECUTIVE SUMMARY: Dublin Police Services currently has three of seventeen patrol vehicles scheduled for replacement. Staff is requesting to waive the competitive bid process and purchase the vehicles from Folsom Lake Ford at the State contract price. FINANCIAL IMPACT: Adequate funding exists in the adopted Fiscal Year 2009-2010 Internal Service Fund for the purchase and emergency equipment installation for these replacement vehicles. RECOMMENDATION: Adopt Resolution waiving the competitive bid process and authorizing staff to purchase specialized police vehicles directly from the vendor. '6~~ !~- ~1 /~ ~. Submitted By Reviewed By Casey Nice Paul Rankin Chief of Police Administrative Services Director Revie ed y Chris oss Assistant City Manager Page 1 of 3 ITEM NO. ~ ~ ~' . DESCRIPTION: Currently, the City has seventeen Ford Crown Victoria police patrol vehicles in its fleet. In order to assure reliability and to minimize repair expense, the City reviews patrol vehicles for potential replacement after three years of service. Based upon general vehicle condition, and costly maintenance and repair expenses, Staff originally scheduled four existing patrol vehicles for replacement during the current fiscal year. However, one of the scheduled vehicles has very low miles. Staff believes this vehicle could be kept in service for the 2009-2010 fiscal year, and will assess the replacement timing as par of the 2010-2011 budget preparation. To avoid additional costly repair costs, ensure an adequate number of vehicles are available for use by patrol officers, and to ensure product availability at a competitive price, staff has determined three marked patrol vehicles should be replaced immediately. With minor exceptions, the specifications for the police fleet vehicles are highly standardized. On an annual basis, the California Highway Patrol (CHP) circulates specifications for the standard police patrol vehicle. The CHP selected the Ford Crown Victoria Police Interceptor as the standard police vehicle for the 2009 model year. By purchasing the standard CHP Crown Victoria Police Interceptor, all variables are eliminated and the only purchasing considerations are the price and availability. Due to the limited manufacturing period and high market demand for the Ford Crown Victoria Police Interceptor, the available supply of vehicles is strictly limited. Pursuant to standard purchasing prices, a local check of dealerships with vehicles meeting the specified criteria was unsuccessful. Folsom Lake Ford has agreed to offer pricing on the vehicles in question at the state contract price rate. By purchasing the specialized police vehicles from Folsom Lake Ford, the City is able to avoid the 1 % mark-up applied to vehicles purchased through the state contractor for this category of specialty vehicle. Pricing information on the patrol vehicle conforming to specifications of all patrol vehicles in the Dublin Police Services fleet is outlined below: Crown Victoria Police Interceptor P71/720A, 4-door law enforcement sedan Folsom Lake Ford Vehicle Cost $22,688.00 Sales Tax 9.75% $ 2,212.08 Tire Fee $8.75 Total $24,908.83 $500.00 Discount for payment within twenty da s of delive $24,408.83 The total Internal Services Fund cost for the purchase of three replacement vehicles from the State authorized dealer is $73,226.49 (including the $500.00 discount). The City's Purchasing Ordinance requires that major purchases over $20,000 be subject to the competitive bid process. The adopted Purchasing Ordinance provides for the competitive bid process may be waived under the following circumstances: • When another public agency has administered a competitive bidding process within the past two years, for the same or substantially similar supplies, services or equipment (D.M.C. §2.36.050); and Page 2 of 3 • 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 (D.M.C. §2.36.050(a) 11). Staff requests the City Council apply these exceptions and authorize the purchase of replacement patrol vehicles directly from the vendor, Folsom Lake Ford. Following delivery, the City will be responsible for additional costs associated with marking the vehicles and installing emergency equipment such as police radios, lights, sirens and OptiCom units. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None ATTACHMENTS: 1. Resolution Waiving the Competitive Bid Process and Authorizing Staff to Purchase Specialized Police Vehicles Directly from Vendor. Page 3 of 3 ~~I RESOLUTION NO. XX - 09 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN *********** WAIVING THE COMPETITIVE BID PROCESS AND AUTHORIZING STAFF TO PURCHASE SPECIALIZED POLICE VEHICLES DIRECTLY FROM VENDOR WHEREAS, §2.36.050(x)(10) and (11) of the Dublin Municipal Code provide that the competitive bid process shall not apply when another agency has administered a competitive bidding process within the past two years for the same or substantially similar supplies, services, or equipment; and 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 for by authorizing staff to purchase specialized police vehicles directly from Folsom Lake Ford, including costs savings and expedient delivery; and WHEREAS, adequate funding exists in the adopted Fiscal Year 2009-2010 Internal Service Fund to purchase the replacement vehicles. 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(x)(10) and (11) and authorizes staff to purchase specialized police vehicles from Folsom Lake Ford. BE IT FURTHER RESOLVED that the City Manager and or her designee is herby authorized to execute purchase orders, or other documents required to arrange for the purchase and delivery of the vehicles. PASSED, APPROVED AND ADOPTED this 15th day of December, 2009, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor ATTACHMENT 1