The URL can be used to link to this page

Home My WebLink AboutItem 4.03 Purchase Police VehiclesG~~~ OF DUB~~ . ~6 i9'~;~`8z STAFF REPORT C I T Y C L E R~K ``~ ~ ~~ DUBLIN CITY COUNCIL File # ^~^g~-[~~ ~'flI,IF~QI~~ DATE: July 19, 2011 TO: Honorable Mayor and City Council Members FROM: Joni Pattillo, City Manager SUBJECT: Waiver of Competitive Bid Process and Authorization of Staff to Rurchase Marked Police Vehicles Directly from Vendor Prepared By Stephen C. Brown, Lieutenant EXECUTIVE SUMMARY: The City routinely reviews fleet vehicles for potential replacement. Staff has scheduled four marked police vehicles for replacement during Fiscal Year 2011-2012 based upon general vehicle condition and history of maintenance and repair expenses. Staff is requesting the City Council waive the competitive bidding process and authorize the purchase of vehicles from Bob Wondries Ford, Alhambra CA. FINANCIAL IMPACT: Adequate funding is available in the Fiscal Year 2011-2012 Budget Internal Service Fund (Vehicle Replacement Fund). The delivery and costs totaling approximately $98,646 will be incurred under the Fiscal Year 2011-2012 budget. Any revenue generated from the auction of the retired vehicles is deposited into the Internal Service Fund to offset future replacement costs. - RECOMMENDATION: Staff recommends that the City Council adopt the resolution "Authorizing Staff to Purchase Four Specialized Police Vehicles from Bob Wondries Ford and Declaring Vehicles Replaced as Surplus Property." The City Purchasing Ordinance provides the City Council with authority to waive the competitive bid process by a four-fifths [4/5] vote specifically for the purchase of vehicles. - ~ " ~ ~ ~ ~~ ~ ~;~~ Submitted By Reviewed By Revie e y Chief of Police Administrative Services Director Assistant City Manager Page 1 of 3 ITEM NO. -` '~ DESCRIPTION: The City's fleet includes eighteen "marked" specialized police vehicles that are used by Dublin Police Services patrol personnel. In order to assure reliability and to minimize repair expenses, the City evaluates these vehicles for potential replacement after three years of service. Based upon general vehicle condition and the age of units currently in the fleet, Staff has identified four existing marked police vehicles for replacement during Fiscal Year 2011-2012 due to age and mechanical condition. Replacement funding has been eollected in.the Internal Services Fund to replace the vehicles. Three of the vehicles are a model year 2008 and one is a model year 2006 vehicle. 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 2011 model year. The manufacturer established a limited manufacturing period and there has been a high market demand for the Ford Crown Victoria Police Interceptor as this is the final year that Ford will manufacture this model. Future CHP selections in regard to make and model are unknown. By replacing the Fiscal Year 2012 replacement units with the current Crown Victoria model, the City is able to standardize its fleet and delay possible interior equipment modifications. This purchase will also allow Staff time to evaluate the models offered and impacts on changes in the fleet beginning in Fiscal Year 2012-2013. The City Municipal Code establishes the procedures for making purchases and requires that major purchases for items in excess of $20,000 be awarded by the City Council. The award is to be made based on formal sealed bids unless one of the allowed exceptions is utilized. The Municipal Code contains a specific exception to the formal bid process when the purchase is for vehicles. The exception is shown below: Dublin Municipal Code Section 2.36.050(A)(11): "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." Pursuant to standard purchasing procedures, a~ local check of dealerships with available inventory of vehicles meeting the specified criteria was unsuccessful. Staff identified four cars in inventory at Bob Wondries Ford, located in Alhambra, California. The dealer has offered pricing, including delivery of the vehicles, below the state contract price. Page 2 of 3 Bob Wondries Ford pricing for a vehicle conforming to specifications of all patrol vehicles in the Dublin Police Services fleet is $24,661.40 per vehicle as outlined below: ~ The total cost for the four vehicles is $98,645.60. Upon delivery of the vehicles, Staff will arrange for them to be equipped with the necessary emergency equipment. At this time Staff is also requesting City Council authorization to dispose of the vehicles once the repiacement units are in service. The retired vehicles will be transferred to a professional auction company for sale. Posting of the auction will be conducted in accordance with standard procedure. Staff prepared a Resolution (Attachment 1) which will record the two actions being requested. The first is authorization to purchase the vehicles through direct negotiation instead of using a formal bid. The City's purchasing regulations require approval of this process by a four-fifths vote. The second element addressed by the Resolution is the authorization to dispose of the 2006 & 2008 Ford Grown Victorias in question at a public auction, once the replacement vehicles are in service. . NOTICIfVG REQUIREMENTS/PUBLIC OUTREACH: None ATTACHMENTS: 1. Resolution Authorizing .Staff to Purchase Four Specialized Police Vehicles from Bob Wondries Ford and Declaring Vehicles Replaced as Surplus Property Page 3 of 3 'vX~ i~ RESOLUTION NO. xx - 11 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ~***~**** AUTHORIZING STAFF TO PURCHASE FOUR SPECIALIZED POLICE VEHICLES FROM Bt~B WONDRIES FORD AND DECLARING VEHICLES REPLACED AS SURPLUS PROPERTY WHEREAS, the City requires the purchase of marked vehicles for Dublin Police Services operations; and WHEREAS, the City follows a process of periodically replacing police vehicles based upon the age and condition of the vehicles; .and WHEREAS, in the Fiscal Year 2011/2012 Internal Service Fund Budget funding is included for the replacement of four marked vehicles; and ~ WHEREAS, Section 2.36.050(A)(11) of the Dublin Municipal Code allows for exceptions to the typical public bidding process when the City Council specifically waives the competitive bid process and authorizes staff to negotiate the purchase of vehicles by a four-fifths vote; and WHEREAS, Section 2.36.050(A)(11) of the Dublin Municipal Code provides for the purchasing agent to recommend the sale or disposal of all supplies and equipment which cannot be used by the City, or which have become unsuitable for City use; and WHEREAS, the City Council feels that significant benefits are possible by authorizing Staff to purchase specialized police vehicles directly from Bob Wondries Ford, including costs savings and availability of inventory; and - ~ WHEREAS, the City Council authorizes the purchase of four vehicles from Bob Wondries Ford, at a cost of $24,661 per vehicle for a total not to exceed $98,645.60, as provided f,or under Chapter 2.36 of the Dublin Municipal Code; and. WHEREAS, the City Council also authorizes that upon placing the new vehicles in services, the replaced vehicles listed below be declared surplus and be sent to auction pursuant to Chapter 2.36 of the Dublin Municipal Code: - VIN YEAR MAKE MODEL MILEAGE CONDITION 2FAHP71V38X132688 2008 (D11) Ford Crown Vic 71,321 Fair 2FAHP71V18X132687 2008 (D12) Ford Crown Vic 71,650 Fair 2FAHP71V88X132685 2008 (D18) Ford Crown Vic 73,571 Fair 2FAFP71 W06X105171 2006 (D07) Ford Crown Vic 63,251 Fair NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager to purchase four replacement specialized police vehicles from Bob Wondries Ford. BE IT FURTHER RESOLVED that upon, placing the new vehicles in service, the replaced vehicles are declared surplus property and the City Manager shall be authorized to arrange for the auction of surplus City property in accordance with state and local laws and regulations. ~j`I ~~Tf ~, r~ `7 I I"! I ~ ~ ATTACHMENT 1 ~ ~ O~ PASSED, APPROVED AND ADOPTED this 19th day of July 2011, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTES.T: City Clerk ATTi4CHMENT 1