HomeMy WebLinkAboutItem 4.07 Purchase Police Vehiclesor
19 82
/ii � 111
DATE:
TO:
STAFF REPORT
CITY COUNCIL
August 19, 2014
Honorable Mayor and City Councilmembers
CITY CLERK
File #350 -20
FROM: Christopher L. Foss, City Manager "
SUBJECT: Authorization to Purchase Police Vehicles Directly from Vendor
Prepared by Nathan Schmidt, Lieutenant - Dublin Police Services
EXECUTIVE SUMMARY:
In order to ensure reliability and to minimize repair expense, the City routinely reviews fleet
vehicles for potential replacement. Staff has scheduled two marked Police vehicles for
replacement during the current Fiscal Year based upon general vehicle condition and history of
maintenance and repair expenses. Staff conducted an extensive study to determine which
available police vehicle(s) would best suit the upcoming needs of Dublin Police Services and is
recommending the purchase of two Ford Interceptor SUVs for patrol.
FINANCIAL IMPACT:
The Fiscal Year 2014 -15 Internal Service Fund Budget includes funding for the purchase of two
marked vehicles including emergency equipment installation costs. Emergency equipment will
be purchased and installed separately. Any revenue generated from the auction of the retired
vehicles is also deposited into the fund to offset future replacement costs.
RECOMMENDATION:
Staff recommends that the City Council adopt a Resolution Approving the Procurement of Two
Police Vehicles from the Ford Store San Leandro and Declaring Vehicles Replaced as Surplus
Property. (Note: The City Purchasing Ordinance will require this item to be approved by a four -
fifths vote, as the pricing was negotiated and not obtained from a sealed bid.)
Submitted By Reviewed By 'A Reviewed By
Police Chief Administrative Assistant City Manager
Services Director
DESCRIPTION:
Currently the City has eighteen (18) "marked" police vehicles in the fleet that are used by Dublin
Police Services patrol, traffic, and crime prevention personnel. In order to assure reliability and
Page 1 of 3 ITEM NO. 4.7
to minimize repair expense, the City reviews replacement of these vehicles for potential
replacement after three years of service and /or 75,000 miles.
Based upon general vehicle condition and the age of units currently in the fleet, Staff has
identified two existing marked vehicles for replacement: a 2009 Ford Crown Victoria which has
over 76,059 miles (Vehicle #10D05) and a 2009 Ford Crown Victoria which has over 90,151
miles (Vehicle #10D09).
As the Ford Motor Company no longer produces the Crown Victoria, Staff conducted an
extensive study to determine which available police vehicle(s) would best suit the upcoming
needs of Staff. The research determined the Ford Interceptor SUV would best suit our patrol
evidence technicians due to the large amount of equipment they carry. The vehicles were
researched with functionality, durability, performance, and cost in mind. Staff obtained
competitive pricing from multiple Ford vendors for the purchase of two Ford Interceptor SUVs.
The City Municipal Code establishes the procedures for making purchases and requires that
major purchases for items in excess of $45,000 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:
Section 2.36.100(8)(10) Dublin Municipal Code: When the City Council specifically
waives the competitive bid process and authorizes staff to negotiate the purchase of
vehicles by a four -fifths (4/5) vote. (Ord. 12 -12 § 2 — part.)
Staff requests that the City Council authorize the purchase through competitive pricing for the
replacement of two marked vehicles. The lowest cost presented for the two Ford Interceptor
SUVs was from the Ford Store San Leandro. The competitive pricing obtained is shown in the
Tables below:
COMPARISON PRICING 2014 UTILITY POLICE INTERCEPTOR
(Includes Purchase Price, Sales Tax, Documentation Fee, and Tire Fee)
DEALER
COST PER VEHICLE
The Ford Store San Leandro
$31,449.80
Livermore Auto Group
$31,501.03
Wondries Ford of Alhambre
$33,997.53
The current Budget contains funding in the Internal Service - Vehicle Replacement Fund to
purchase two vehicles to replace the current 2009 Ford Crown Victoria (Vehicle #10D05) and a
2009 Ford Crown Victoria (Vehicle #10D09).
Upon delivery of the vehicles, Staff will arrange for them to be equipped with emergency police
equipment. At this time Staff is also requesting City Council authorization to dispose of two
2009 Ford Crown Victoria's, which will be transferred to a professional auction company for
sale.
Staff prepared a Resolution (Attachment 1) which will record the two actions being requested.
The first action is authorization to purchase two marked vehicles through direct negotiation
instead of using a formal bid. The City's purchasing regulations require approval of this process
Page 2 of 3
by a four - fifths vote. The second action is the authorization for the Purchasing Agent to dispose
of the two 2009 Ford Crown Victoria's (Vehicle #10D05 and Vehicle #10D09) at public auction,
once the replacement vehicles are in service.
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
None.
ATTACHMENTS: 1. Resolution Approving the Procurement of Two Police Vehicles from
the Ford Store San Leandro and Declaring Vehicles Replaced as
Surplus Property
Page 3 of 3
RESOLUTION NO. xx - 14
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING THE PROCUREMENT OF TWO POLICE VEHICLES FROM THE FORD STORE OF
SAN LEANDRO 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 of the vehicle and its condition; and
WHEREAS, in the Fiscal Year 2014/2015 Internal Service Fund Budget funding was included
for the replacement of two marked vehicles; and
WHEREAS, Section 2.36.100(B)(10) 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 2.36.150 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, as presented in a Staff Report on August 19, 2014 Staff has obtained competitive
pricing from three Ford dealers for comparably equipped vehicles and it is recommended that the
City Council authorize the purchase of two vehicles from the Ford Store San Leandro at a cost of
$31,449.80 per vehicle as allowed under Chapter 2.36 of the Dublin Municipal Code; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
authorizes the City Manager as Purchasing Agent to procure in Fiscal Year 2014/2015 two
replacement marked Police vehicles from the Ford Store San Leandro as described to the City
Council on August 19, 2014.
BE IT FURTHER RESOLVED that upon placing the new vehicles in service the vehicles are
declare surplus property to be sold at auction.
BE IT FURTHER RESOLVED that the City Manager and /or her designee shall be authorized
to arrange for the auction of surplus City property in accordance with state and local laws and
regulations.
PASSED, APPROVED AND ADOPTED this 19th day of August 2014, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
ATTACHMENT 1
City Clerk
ATTACHMENT 1