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Home My WebLink About4.3 Authorization to Purchase Two Marked Police VehiclesCELEBRATING STAFF REPORT CITY COUNCIL DUBLIN CALIFORNIA Agenda Item 4.3 DATE: November 15, 2022 TO: Honorable Mayor and City Councilmembers FROM: Linda Smith, City Manager SU B.ECT : Authorization to Purchase Two Marked Police Vehicles Prepared by: Raelyn Miranda, Administrative Aide, Dublin Police Services EXECUTIVE SUMMARY: The City Council will consider authorizing the purchase of two replacement vehicles for Police Services from Dublin Chevrolet using pricing through the current Alameda County General Services Agency contract for vehicle purchases. STAFF RECOMMENDATION: Adopt the Resolution Authorizing the Purchase of Two Marked Police Vehicles From Dublin Chevrolet and Declaring Replaced Vehicles as Surplus Property. FINANCIAL IMPACT: This purchase will be covered by the Fiscal Year 2022-23 Internal Service Fund Budget. Any revenue generated from the auction of the retired vehicles is also deposited into the fund to offset future replacement costs. DESCRIPTION: The City currently has 26 marked police vehicles which are used by the Dublin Police Services Patrol Unit, Crime Prevention Unit, and School Resource Officers. In order to ensure reliability and to minimize repair expenses, the City reviews replacement of these vehicles after three years of service and/or 75,000 miles. Based upon general vehicle condition and the age of the units currently in the fleet, Staff has identified two Ford Explorer patrol vehicles with over 90,000 miles for replacement during Fiscal Year 2022-23. Staff conducted research and found Dublin Chevrolet is currently manufacturing two pursuit - Page 1 of 2 25 rated, 2023 Chevrolet Tahoe vehicles for patrol purposes. The City currently has several Chevrolet Tahoe patrol vehicles in the fleet which have met the current needs of Dublin Police Services. Dublin Chevrolet currently has two 2023 Chevrolet Tahoe pursuit -rated vehicles in production, which will be partially equipped with emergency equipment. The procurement of these vehicles would expedite the replacement process by eliminating the time for manufacturing, delivery, and full equipment install. Dublin Municipal Code Section 2.36.100(B)(9) provides an exemption to the competitive bidding process "when another public agency has administered a competitive bidding process and has a current valid agreement for the same or substantially similar consultant or professional services, general services, supplies or equipment." On September 23, 2021, Alameda County General Services Agency approved a contract identifying Dublin Chevrolet as an approved vehicle vendor for Alameda County. The contract has an expiration date of September 30, 2024. Utilizing Alameda County's contract, Staff has obtained the following pricing from Dublin Chevrolet: • Two 2023 Chevrolet Tahoe Patrol Vehicles: $96,776.00 Staff is also requesting that the City Council authorize the disposal of the replaced vehicles by transferring them to a professional auction company for sale. Any revenue generated from the auction of the retired vehicles will be deposited into the fund to offset future replacement costs. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The City Council Agenda was posted. ATTACHMENTS: 1) Resolution Authorizing the Purchase of Two Marked Police Vehicles from Dublin Chevrolet and Declaring Replaced Vehicles as Surplus Property 2) Dublin Chevrolet Quote for two 2023 Chevrolet Tahoe Patrol Vehicles 3) Alameda County General Services Agency Contract for Vehicle Purchasing Page 2 of 2 26 Attachment I RESOLUTION NO. xx — 22 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AUTHORIZING THE PURCHASE OF TWO MARKED POLICE VEHICLES FROM DUBLIN CHEVROLET AND DECLARING REPLACED VEHICLES AS SURPLUS PROPERTY WHEREAS, the City requires marked vehicles for Dublin Police Services patrol operations; and WHEREAS, the City periodically replaces marked police vehicles based upon the age and condition of the vehicles; and WHEREAS, the Fiscal Year 2022-23 Internal Service Fund Budget includes funding for the replacement of two marked vehicles; and WHEREAS, Dublin Municipal Code Section 2.36.100(B)(9) provides an exemption to the competitive bidding process "when another public agency has administered a competitive bidding process and has a current valid agreement for the same or substantially similar consultant or professional services, general services, supplies or equipment"; and WHEREAS, on October 01, 2021, Alameda County General Services Agency approved a contract identifying Dublin Chevrolet as an approved vehicle purchasing vendor for Alameda County with an expiration date of September 30, 2024; and WHEREAS, utilizing the Alameda County General Services Agency contract, Staff has obtained pricing from Dublin Chevrolet for two 2023 Chevrolet Tahoe vehicles for patrol purposes marked for a total amount of $96,776.00. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager, as Purchasing Agent, to procure two replacement marked police vehicles from Dublin Chevrolet as described to the City Council on November 15, 2022. BE IT FURTHER RESOLVED that upon placing the new vehicles in service, the replaced vehicles are declared 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. {Signatures on the following page} Reso. No. XX-22, Item X.X, Adopted XX/XX/2022 Page 1 of 2 27 PASSED, APPROVED AND ADOPTED this 15th day of November 2022, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Mayor City Clerk 28 Attachment 2 10/12/2022 MSC BUSINESS ELITE DUBLIN AUTOMOTIVE RETAILING GROUP DBA DUBLIN CHEVROLET GM FLEET & COMMERCIAL PRICE QUOTE 2 - 2023 CHEVROLET TAHOE PPV 2WD STOCK ORDER BASED ON MASTER CONTRACT NO. 901979 COUNTY OF ALAMEDA PREPARED FOR: COUNTY OF ALAMEDA / JASON FLEET SERVICES DEALER RETAIL (MSRP) $52,920.00 YOUR SPECIAL FLEET PRICE $43,854.20 TAX AT 10.25% $4,495.05 License exempt $0.00 FILING FEE, AND TIRE FEE $38.75 TOTAL DUE INCLUDING TAX AND LICENSE FEES $48,388.00 TOTAL FOR TWO IS $96,776.00 TOTAL NET DUE $96,776.00 COMMERCIAL FINANCING AVALIABLE, WELLS, ALLY, GM FINANCIAL MAKE CASH PAYMENT TO: DUBLIN CHEVROLET QUOTED BY, Richard Slade DIRECTOR OF FLEET & COMMERCIAL SALES 925-570-1353 CELL. Direct Line 925-479-3514 EMAIL: richardms@CACARGROUP.COM 29 Attachment 3 M KIMBERLY GASAWAY, Interim Director 1401 LAKESIDE DRrvE, OAKLAND, CALIFORNIA 94612 510 208 9700 FAX 510 208 9711 www.ACGOV.ORG/GSA/ September 21, 2021 To: Kimberly Gasaway, Interim Director, General Services Agency From: Bee Srey, Procurement & Contracts Specialist Via: Detra Dillon, Procurement Administrator, General Services Agency Subject: AWARD VEHICLE PURCHASE; REQUEST FOR QUOTATION NO. 901979; AMOUNT: $9,000,000 RECOMMENDATION: Award and execute Master Contract No. 901979 to provide vehicle purchase to the General Services Agency -Motor Vehicle Division, Public Works Agency, and Zone 7 Water Agency for the term of 10/1/2021— 09/30/2024, in the pooled amount of $9,000,000, with the following vendors: A. California Automotive Retailing Group, Inc. DBA Dublin Chevrolet (Principal: Richard Slade; Location: Dublin); Procurement Contract No. 22889; and B. The Ford Store San Leandro (Principal: Ming Yeung; Location: San Leandro); Procurement Contract No. 22888. DISCUSSION/SUMMARY: Alameda County intends to establish a contract for the purchase and delivery of various current model year automobiles to replace or supplement its existing fleet of vehicles. These vehicles will be used on a daily basis by various Alameda County Agencies and Departments to conduct routine business throughout the County. All vehicles shall be new, unused and delivered with the manufacturer's standard warranty. Contractors' pricing are the dollar amount over triple -net dealer invoice. The triple -net pricing reveals a truer dealer cost by deducting hidden markups from the dealer invoice sent by the manufacturer. Hidden markups in the dealer invoice can include dealer holdback (a percentage of the manufacture's suggested retail price that is paid back to the dealer by the manufacturer), fleet discounts, regional advertising fee, and manufacturer to dealer incentives. The bid amount reflects the total markup over triple -net pricing that contractors will lock in for County over the term of this contract. This pricing strategy reduces the procurement cost for the County. Page 2 September 21, 2021 MC No. 901979 Vehicle Purchase SELECTION CRITERIA/PROCESS: The General Services Agency -Motor Vehicle Division (GSA-MVD), Public Works Agency (PWA) and Zone 7 Water Agency (Zone 7) have determined that Alameda County does not currently have the resources to provide vehicle purchases. GSA-MVD, PWA and Zone 7 worked with GSA -Procurement to develop a Request for Quotation (RFQ), which was issued on June 16, 2021, posted on the website for 42 days, sent to the E-Gov Goods and Services — Current Contract Opportunities mailing service, and emailed to the Chambers of Commerce e-mail group. The RFQ was also advertised in the Inter -City Express and San Francisco Daily Journal on June 18, 2021. A vendor outreach was conducted on June 16, 2021 followed by one networking/bidders conference on June 23, 2021 and was attended by three vendors. On July 27, 2021, two bidders submitted responses to the RFQ. All responses were evaluated by GSA -Procurement and GSA-MVD based on triple net price for certain type of vehicles. As stated in the RFQ, contracts will be awarded to a pool of bidders. The two bidders are being recommended for award. The Ford Store San Leandro is a certified Small Local Emerging Business (SLEB) (Certified Small: 10-00118; Expiration: 3/31/2022). California Automotive Retailing Group, Inc. DBA Dublin Chevrolet is not a certified SLEB. There were no subcontracting opportunities available as vehicles can only be purchased from authorized vehicle dealerships. The Office of Acquisition Policy has issued SLEB Waiver No. 7737 (Expiring: September 30, 2024). The following is the evaluation summary: EVALUATION SUMMARY Vendor Location Local SLEB Triple Net Price California Automotive Retailing Group, Inc. DBA Dublin Chevrolet Dublin, CA Y N $475 The Ford Store San Leandro San Leandro, CA Y Y $1,800 DS C c� Page 3 September 21, 2021 MC No. 901979 Vehicle Purchase FINANCING: Funds for the vehicle purchases are available in each Agency's and Department's Fiscal Year 2021-22 Approved Budgets. No additional appropriations are required, and there will be no increase in net County cost. Recommended By: —Docuslaned by: Procurement & Contracts Specialist titt, Svc'! Up to $10,000 Sign'a e431A2223781454... Date 9/21/2021 Approved By: Contract Compliance Officer �DocuSlgned by: S ig19aL1at5A041A81214DA... p-DocuSigned by: Procurement & Contracts Supervisor t,(rjln.. t yt�+jbv Up to $10,001 - $25,000 Sighat419e71A6 9EFA3472... Date DoouSIgned by: 9/21/2021 Date 9/23/2021 Procurement Administrator Over $100,000 Interim Director, GSA Over $100,000 lid Wits. 9/23/2021 SiglatunEocol72ctottago... Date DoouSIgned by: I SaWatt Sl 00309AF6ACCD422... Date 9/23/2021