HomeMy WebLinkAbout4.9 Delegation of Authority for Police Vehicle ProcurementCELEBRATING
STAFF REPORT
CITY COUNCIL
DUBLIN
CALIFORNIA
Agenda Item 4.9
DATE: December 20, 2022
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
SU B.ECT : Delegation of Authority for Police Vehicle Procurement
Prepared by: Raelyn Miranda, Administrative Aide
EXECUTIVE SUMMARY:
The City Council will consider delegating purchasing authority of police vehicles exceeding
$45,000 to the City Manager for the remainder of Fiscal Year 2022-23.
STAFF RECOMMENDATION:
Adopt the Resolution Delegating Authority to the City Manager to Purchase Police Vehicles
Exceeding $45,000 for Fiscal Year 2022-23.
FINANCIAL IMPACT:
New and replacement vehicles 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:
Background
Dublin Police Services manages a fleet of 40 police vehicles, including 14 unmarked vehicles, and
26 marked vehicles for patrol, crime prevention, and school resource officers. Generally, Staff
reviews replacement of these vehicles after three years of service and/or 75,000 miles. On
average, Staff budgets for and replaces between six and 10 police vehicles each year, depending on
vehicle condition and funds available in the Internal Service Fund. Police Services currently has
nine marked police vehicles over 75,000 miles and 17 marked police vehicles over three years of
age.
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Thus far in Fiscal Year 2022-23, Staff has made the following replacements:
Replaced Vehicle
2014 Ford Taurus
(Unmarked)
2015 Ford Taurus
(Unmarked)
2014 Ford Utility K-9 Unit
(Patrol)
2016 Ford Utility (Patrol)
2016 Ford Utility (Patrol)
2016 Ford Utility (Patrol)
Replaced Vehicle VIN
1FAHP2E82EG178733
1FAHP2D89FGI78103
1FM5K8AR6EGB68960
1FM5K8ATOGGC36779
1FM5K8AT2GGA10856
1FM5K8AT3GGB12991
Replacement Vehicle Purchased / status
2023 Chevy Malibu / waiting for equipment
2023 Chevy Malibu / waiting for equipment
2022 Ford Explorer / waiting for equipment
2022 Chevy Tahoe / waiting on delivery
2022 Chevy Tahoe / waiting for equipment
2023 Chevy Tahoe / on order
Staff Request
Recent purchases of replacement vehicles and equipment have exceeded the City Manager's
purchasing authority of $45,000, requiring Staff to seek City Council approval. However, these
transactions have been hindered by supply chain shortages and vehicle and equipment availability
at various dealerships. By the time Staff obtains City Council approval, the vehicles are often no
longer available, requiring Staff to begin the procurement process again. For this reason, Staff is
seeking approval from the City Council to delegate purchasing authority to the City Manager for
vehicles and equipment over $45,000 in accordance with the planned and budgeted vehicle
replacement schedule for the remainder of the fiscal year.
The following vehicles are scheduled for replacement in Fiscal Year 2022-23:
Vehicle to be Replaced
2018 Dodge Charger
(Patrol)
2016 Chevy Tahoe
Command Unit
(Patrol)
*subject to change based on availability
VIN
2C3CDXAT3JH238915
1GNLCDEC7GR253070
Expected Replacement Vehicle*
Ford Explorer Interceptor or Chevy Tahoe
Ford Explorer Interceptor or Chevy Tahoe
In addition to the above vehicles, Staff also plans to purchase two new (non -replacement) patrol
vehicles in accordance with the addition of new positions provided in the Fiscal Year 2022-23
budget. These will likely be Ford Explorer Interceptors or Chevy Tahoes, but that will depend
upon availability.
Finally, Staff is requesting that the City Council authorize the disposal of any 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.
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STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1) Resolution Delegating Authority to the City Manager to Purchase Police Vehicles Exceeding
$45,000 for Fiscal Year 2022-23
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418
Attachment I
RESOLUTION NO. xx - 22
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
DELEGATING AUTHORITY TO THE CITY MANAGER TO PURCHASE POLICE VEHICLES
EXCEEDING $45,000 FOR FISCAL YEAR 2022-23
WHEREAS, Dublin Police Services manages a fleet of 40 police vehicles, including 14
unmarked vehicles, and 26 marked vehicles for patrol, crime prevention, and school resource
officers; and
WHEREAS, to ensure reliability and to minimize repair expenses, the City reviews these
vehicles after three years of service and/or 75,000 miles for replacement with the most
appropriate vehicles to maintain Dublin Police Services operations; and
WHEREAS, due to increased costs, it is expected the procurement of new and
replacement vehicles will likely exceed the City Manager's purchasing limit of $45,000; and
WHEREAS, due to supply chain shortages and reduced vehicle and equipment
availability at various dealerships, the purchasing process has become time sensitive; and
WHEREAS, with the City Council's delegation of authority to the City Manager to make
vehicle purchases over $45,000, Staff will be able to work with dealerships to quickly purchase
the appropriate vehicles as they are available; and
WHEREAS, such purchases will be made in accordance with the vehicle replacement
schedule and the availability of funds in the Internal Service Fund budget.
NOW, THEREFORE, BE IT RESOLVED that City Council approves delegation of
purchasing authority for police vehicles over $45,000 to the City Manager in Fiscal Year 2022-
23.
BE IT FURTHER RESOLVED that upon placing the new vehicles in service, the replaced
vehicles are declared surplus property and the City Manager and/or her designee shall be
authorized to arrange for their auction 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 2 419
PASSED, APPROVED AND ADOPTED this 20th day of December 2022, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-22, Item X.X, Adopted XX/XX/2022 Page 2 of 2 420