HomeMy WebLinkAboutItem 4.08 Purchase PD Vehicle
CITY CLERK
File # D~[l][Q]-~[Q]
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: September 18,2007
SUBJECT: Request to Waive Competitive Bid Process and Authorize Staff to
Purchase Specialized Police Vehicles Directly from State
Authorized Vendor.
Report Prepared by Amy Cunningham, Sr. Administrative Analyst
ATTACHMENTS: Resolution Waiving the Competitive Bid Process and Authorizing
Staff to Purchase Specialized Police Vehicles Directly from State
Authorized Vendor (four-fifths [4/5] vote required).
RECOMMENDATION: ~ Adopt Resolution authorizing Staff to purchase specialized police
vehicles directly from state authorized vendor.
FINANCIAL STATEMENT:
Adequate funding exists in the adopted Fiscal Year 2007-2008
Internal Service Fund and General Fund for the purchase and
emergency equipment installation for these vehicles.
DESCRIPTION:
Currently, the City has seventeen Ford Crown Victoria police patrol vehicles in its fleet: In order to assure
reliability and to minimize repair expenses, 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 has scheduled three existing patrol vehicles for replacement during the current fiscal year. One of
these patrol vehicles has been out of service for some months due to the high mechanical repair costs. To
avoid additional 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 that these vehicles
should be replaced immediately.
With minor exceptions, the specifications for 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 has selected the Ford Crown Victoria Police Interceptor as the standard patrol vehicle for the
COpy TO:
ITEM NO.
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2008 model year. By purchasing the standard CHP Crown Victoria Police Interceptor, all variables are
eliminated and the only purchasing considerations are 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 continues to be strictly limited. It has been determined that
local dealers currently have no stock available. Folsom Lake Ford was awarded the state bid for this
category of specialty vehicle (Contract #1-08-23-14, effective June I, 2007 through May 31, 2008).
Pricing information on the patrol vehicle conforming to specifications of all patrol vehicles in the Dublin
Police Services fleet is outlined below:
In addition to the scheduled replacement of three existing fleet vehicles through the Internal Service Fund,
the Fiscal Year 2007-2008 Police Services operating budget also included the addition of one patrol
vehicle for use by the approved Higher Service Level patrol officer. The cost for purchase of four
vehicles from the state authorized dealer is $95,430.50.
In Fiscal Year 2007-2008; the City Council also approved the addition of a Youth Officer and the
necessary services and supplies to support the position, including one unmarked undercover vehicle. Due
to operational need, and market supply and demand, it is necessary to negotiate the purchase of an
appropriate vehicle promptly. In the past, completing a competitive bid process for undercover vehicles
has proven to be unsuccessful as dealers are reluctant to hold their inventory to fulfill the terms of the bid
process timeline. Staff has researched the availability of appropriate vehicles with pricing as follows:
Mc Auley Ford-Mercury
WC Sanderson Ford
Folsom Lake Ford
$25,653.04
$25,743.30
$23,689.01
* A check oflocal dealers found no vehicles in stock meeting the department's operational need.
Typically, the City's Purchasing Ordinance requires that major purchases over $20,000 be subject to the
competitive bid process. The adopted Purchasing Ordinance provides that the competitive bid process
may be waived under the following circumstances:
o 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.
92.36.050(a)10); and
o 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. 92.36.050(a) 11).
In this case, Staff requests that the City Council apply these exceptions and authorize the purchase of
patrol vehicles directly from the state authorized vendor, Folsom Lake Ford. Following delivery, the City
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will be responsible for the additional costs associated with marking the vehicles and installing emergency
equipment such as police radios, lights, sirens, and OptiCom units.
Staff is also requesting that the City Council apply the above exceptions and authorize Staff to negotiate
the purchase of one unmarked undercover vehicle, from the least costly identified vendor.
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution (Attachment 1) waiving the competitive bid
process and authorizing Staff to purchase vehicles directly from the vendor, Folsom Lake Ford. In order
to adopt this resolution, the City Council must approve it by a four-fifths (4/5) vote.
J~J
RESOLUTION NO. - 07
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 STATE AUTHORIZED DEALER
WHEREAS, 92.36.050(a)(1O) and (11) ofthe Dublin Municipal Code provide that the competitive
bid process shall not apply 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; 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, through a competitive bidding process conducted within the past two years, Folsom
Lake Ford was awarded the state purchasing contract for police sedan vehicles; and
WHEREAS, the City Council feels that significant benefits are possible by authorizing staff to
purchase specialized police vehicles directly from Folsom Lake Ford, including costs savings and
expedient delivery; and
WHEREAS, the City Council also feels that significant costs savings and expedient delivery can
be realized by authorizing staff to purchase one unmarked, undercover vehicle directly from the least
costly vendor, Folsom Lake Ford; and
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 92.36.050(a)(10) and
(11) (as amended) and authorizes staff to purchase vehicles from Folsom Lake Ford.
BE IT FURTHER RESOLVED that the City Manager and or his designee is hereby authorized to
execute any purchase orders, or other documents required to arrange for the purchase and delivery of the
police vehicles.
PASSED, APPROVED AND ADOPTED this 18th day of September, 2007.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
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Attachment 1