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Home My WebLink AboutItem 4.09 Purchase Police VehiclesG~~~ OF DpB~ 1/I/~ ~~~\ \1\ ~ 19 (r~= =71~) 8Z ~`. ~~,~% ~~LIFO~'~~ STAFFREPORT CITY CLERK DUBLIN CITY COUNCIL File # ^~~~-~0 DATE: May 3, 2011 TO: Honorable Mayor and City Council Members FROM: ~` ~Joni Pattillo, City Manager . SUBJECT: Waiver of Competitive Bid Process and Authorization of Staff to Purchase Marked Police Vehicles Directly from Vendor , Prepared By Stephen C. Brown; Lieutenant, 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 has researched the availability of vehicles from dealers and under the current State bid. Staff is requesting the City Council waive the competitive bidding process and authorize the purchase of vehicles from Bob Wondries Ford, Alhambra CA. This dealership has submitted a price quote which is less than the state contract bid price and has the vehicles available for delivery. ~ FINANCIAL IMPACT: Adequate funding exists in the adopted Fiscal Year 2010-2011 Budget Internal Service Fund (Vehicle Replacement Fund) for the purchase of two marked police vehicles including the emergency equipment installation costs. The necessary emergency equipment will be purchased and ~installed separafely. Any revenue generated from the aucfion 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 Two 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. , ~ ,-, ~ ~ ~ . ,~. ~ • ~.~J d~~ Submitted By Reviewed By . Revi wed B ~ Chief of Police Administrative Services Director ,Assista.nt~i~y pQz(nager Page 1 of 2 ~TEM NO. p•~ ~ d' 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 two existing marked police vehicles for replacement during Fiscal Year 2010-2011 due to age and mechanical condition. Sufficient funds have been reserved in the Internal Services Fund to replace the 2006 vehicle. The 2008 vehicle is being recommended for replacement prior to a full three years of service (the normal amortization period} based on its mechanical. condition. = 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. Therefore, the available supply of vehicles is severely limited compared to previous years. During the next several months, Staff will be researching available vehicle options for future police fleet purchases. ~Pursuant to standard purchasing procedures, a local check of dealerships with available inventory of vehicles meeting the specified criteria was unsuccessful. 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." ~ Staff identified two 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. In researching the purchase Staff has found that other.dealerships have placed orders for Crown Victoria Police Interceptors, but are not guaranteeing the vehicles will be manufactured or delivered due to the discontinuation of this model by Ford._ By purchasing the specialized police vehicles from Bob Wondries Ford, the City is able to avoid the 1% mark-up applied to vehicles purchased through the state contract for this category of specialty vehicle. ~ Page 2 of 3 Pricing information on the vehicle conforming to specifications of all patrol vehicles in the Dublin Police Services fleet is outlined below: 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 replacement 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 Ford Crown Victoria and the 2008 Ford Crown Victoria at a public auction,' once the replacement vehicles are in service. _ NOTICING REQUIREMENTS/PUBLIC OUTREACH: None ATTACHMENTS: 1. Resolution Authorizing Staff to Purchase Two Specialized Police Vehicles from Bob Wondries Ford and Declaring ~ Vehicles Replaced as Surplus Property _ Page 3 of 3 , ~ ~ ~ RESOLUTION NO. xx - 11 A RESOLUTION OF THE CITY COUNCIL . OF .THE CITY OF DUBLW **~****** AUTHORIZING STAFF TO PURCHASE T1N0 SPECIALIZED POLICE VEHICLES FRnM BOB VUONDRIES FORD AND DECLARING VEHICLES REPLACED AS SURPLU3 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 2010/2011 Internal Service Fund Budget funding was included for the~replacement of two 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 au#horizes 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 two vehicles from Bob Wondries Ford, at a cost of $24,661 per vehicle, as provided for 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 decl,ared surplus and be sent to auction pursuant to Chapter 2.36 of the Dublin Municipal Code: ` VIN YEAR MAKE MODEL MILEAGE CONDITION 2FAFP7~1 W06X105168 2006 (D15) Ford Crown Vic 64,592 * Fair 2FAHP71VX8X132686 2008 (D04) Ford - Crown Vic 77,232 Inoperable * Represents current mileage; mileage at time of surplus will be higher. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager to purchase two replacement specialized police vehicles from Bob Wondries Ford. . . BE IT~ FURTHER RESOLVED that upon, placing the new vehicles in service, the replaced veh_icles are declared surplus property and the City Manager shall be authorized to arrarige for the auction of surplus City property in accordance with state and local laws and regulations: `~'-~~r,.,~ c./' ~ ~ 3~ ~~ ATTACHMEN 1 aa ~ PASSED, APPROVED AND ADOPTED this 3rd day of May 2011; by the following vote: ~ AYES: - NOES: ABSENT: . ABSTAIN: Mayor _ ATTEST~ City Clerk ATTACHMENT 1