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Home My WebLink About4.05 Police Vehl Purch& Disp Srpls Prty .. e e CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: February 28, 1994 SUBJECT: Unmarked Police Vehicle Purchase and Authorization to Dispose of Surplus Property (Prepared by: James W. Rose, Chief of Police) 1. // Budget Change Form 2. Resolution Authorizing Disposal of Surplus Property EXHIBITS ATTACHED: RECOMMENDAT::Y :: 3. 4. Award bid to Shamrock Ford. Direct Staff to issue appropriate purchase order forms and proceed with purchase of the vehicle. Approve a budget adjustment for an additional appropriation in the Internal Services Fund. Adopt Resolution Declaring Surplus Property. Authorize Staff to secure auction services from Nationwide Companies, which previously auctioned city property in December, 1993 and January, 1994. FINANCIAL STATEMENT: Base Bid (VehiCle) $ 13,433.83 DESCRIPTION: As part of the adopted 1993/94 Budget, the city Council approved expenditures in the Internal services Fund of $52,000 for Police vehicle replacement. This was projected to be the cost of purchasing and outfitting two marked and one unmarked Police vehicle. The Internal Service Fund charges departments a prorated annual expense for equipment purchased with the fund. This builds up a reserve to assure at the end of the useful life there is funding to purchase a replacement. The pro-rated amount works similar to a depreciation schedule. The city has completed the purchase and outfitting of the two patrol vehicles. This item relates to the replacement of the unmarked car. BID RESULTS Staff solicited bids to replace a 1985 Ford LTD which has exceeded its usefulness based on mileage and repair costs. Bid packets were distributed to a total of 12 dealers. This included local dealers as well as others which had requested receipt of bid packets. On February 22, 1994, at the time and place stated in the Notice of Bids, the City Clerk publicly opened and read the two bids which had been received. The following summarizes the two bids including delivery charges and taxes: Shamrock Ford (Dublin, CA) 1993 Ford Taurus: $ 13,433.83 Folsom Lake Ford (Folsom CA) 1994 Ford crown victoria $ 13,481.92 The bid from Folsom Lake Ford was unresponsive due to. the fact that the bid specified a delivery date of between 60 and 90 days. The specifications required the latest date of deliver as MArch 7, 1994. In addition to being completely responsive to the specifications, the Shamrock Ford bid had a lower cost. The city will also recognize $124.00 in sales tax revenue from the transaction with a Dublin vendor. A third bid from Budget (Concord, CA) was delivered after the bid deadline. The Ci ty Clerk returned the bid unopened. As noted, the lowest bid received from Shamrock Ford, reflected a total purchase price of $13,435. Additional costs to transfer and replace emergency equipment for the vehicle are estimated by Staff to cost $250. This will result in a total expense of approximately $ 13,685. ---------------------------------------------------------------------- ITEM NO. J. 7 COPIES TO: x 0- CITY CLERK FILE ~ ',' e e AVAILABLE INTERNAL SERVICE FUNDS BUDGETED FOR VEHICLE REPLACEMENT At this time the unexpended funds budgeted in Fiscal Year 1993/94 for vehicle replacement total approximately $12,650. Staff recommends that the city council authorize an additional appropriation to the Internal Services Fund Machinery and Equipment account in the amount of $1,035. This will provide the funding necessary to purchase and outfit the unmarked vehicle. The addi tional expendi ture will be offset by increased revenues from the sale of surplus vehicles. The adopted 1993/94 Budget assumed that revenue from the sale of the surplus vehicles would be approximately $4,500. The sale of the two marked vehicles have already produced $5.220. It is assumed that the sale of the unmarked car will yield at least $ 315 to offset the additional expense. Staff has provided a Budget Change form for City council approval (Exhibit 1). This will increase both the revenue estimate and the authorized expenditure by $1,035. AUCTION OF SURPLUS VEHICLE The unmarked Police vehicle which is being replaced is proposed to be declared surplus and sold at auction. ' Staff has prepared the necessary resolution, which will allow Staff to proceed with the disposal (Exhibit 2). Staff recommends that the city Manager be authorized to secure the auction services from Nationwide Companies, Inc. The city council authorized the use of this firm for vehicles and other equipment, which was auctioned in December, 1993 and January 1994. The City received a very favorable value for the vehicles, which were auctioned. Therefore Staff recommends that the city Council take the following actions: Award the bid to Shamrock Ford and authorize Staff to execute all necessary purchasing documents; Approve and authorize the Mayor to execute a Budget adjustment; and adopt the resolution declaring surplus property. a:228PoCar.agenda#14 e e AS PRESENTED TO THE CITY COUNCIL FEBRUARY 28. 1994 CITY OF DUBLIN BUDGET CHANGE FORM CHANGE FORM ...lL- new appropriation~ budget transfer .baxl budget change Ll decrease budget account increase bud~it acco~t ~ I INTE AL S RVICE FUND REVENUE name account It I~unt ~THER: SALE OF PROPERTY 1 $ 11830 - 1000 - 570 - 001 $ 1,035.00. name I~ INTERNAL SERVICE FUND EXPENSE account It laccount II MACHINERY & EQUIPMENT 2 $ 12 830 - 1000 - 570 - 070 $ 1. 035.00 ~ I...lli!!!!! account II laccount II 3 $ 13 $ ~ I~ account It laccount It 4 $ 14 $ name I~ account It laccount It 5 $ 15 $ ~ I~ account It laccount # 6 $ 16 $ ~ I~ account # I account It 7 $ 17 $ name I~ account # I account It 8 $ 18 $ TOTAL BUDGET INCREASES $ TOTAL BIJDGET DECREASES $ REASONS I JUSTIFICATION I AND ITEMIZED COSTS: THE ADOPTED 1993/94 BUDGET ESTIMATED REVENUE FROM THE SALE OF POLICE VEHICLES AT $4.500. IN DECEMBER 1993. TWO MARKED VEHICLES WERE SOLD AND GENERATED A NET REVENUE OF $5.220. THIS GENERATED $720 IN EXCESS OF THE BUDGET ESTIMATE. THE BID FOR AN UNMARKED POLICE CAR EXCEEDED THE BUDGET BY $1.035. THIS WAS SCHEDULED TO BE AWARDED BY THE CITY COUNCIL ON FEBRUARY 28. 1994. IN ORDER TO COVER THE BUDGET OVERRUN IT CAN BE MADE UP FROM UNANTICIPATED REVENUES. IN ADDITION TO THE $720. THE CITY WILL ALSO RECEIVE REVENUE FROM THE SALE OF THE UNMARKED VEHICLE IN FY 93/94. THIS SHOULD BE A MINIMUM OF $315. WHICH WILL FULLY COVER THE OVERRUN. CITY MANAGER \ \ date signature signature PETER W. SNYDER. MAYOR \ \ date CITY COUNCIL txrt:r€:t:T 1.. \.r tit e RESOLUTION NO. - 94 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN *************************** DECLARING PROPERTY SURPLUS (Unmarked 1985 Ford LTD police Car) WHEREAS, the city Manager has determined that a police vehicle described below is no longer needed for city purposes: and WHEREAS, the most effective method of disposing of such items is by auction: and WHEREAS, independent auctioneers are available to auction these items to the highest bidder: and WHEREAS, the city is authorized to dispose of personal property pursuant to Government Code S 37350. NOW, THEREFORE, BE IT RESOLVED that the police vehicle described below is declared surplus property, to be sold by the city Manager: (D9)-1985 Ford LTD (VIN# 1FABP3931FG114792) Mileage as of 1/31/94: 103,580 Date of purchase By city of Dublin: April, 1986 BE IT FURTHER RESOLVED that the City Manager or his designee is authorized to enter into a contract with an independent auctioneer selected by the city Manager, to sell assets noted above to the highest bidder. The proceeds of the sale of these items, less the cost of sale, shall be deposited into the Internal Service Fund. PASSED, APPROVED AND ADOPTED this 28th day of February, 1994. AYES: NOES: ABSENT: Mayor ATTEST: city Clerk a:ResoCar,agenda#14 €:~.Hrt I.. T d..