HomeMy WebLinkAboutPW Purchase Four PD SUV'sMI I
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Agen a tem o:
Meeting Date: March 3, 2014
Prepared by. Manager Approv
Director of Public Works (RAL)
SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAE
AUTHORIZING THE DEPARTMENT OF PUBLIC WORKS TO EXECUTE THE
ACCELERATED PURCHASE OF FOUR BLACK AND WHITE POLICE
INTERCEPTOR SUV'S VIA STATE CONTRACT, IN AN AMOUNT NOT TO EXCEE
$182,091.80.
BACKGROUND: The San Rafael Police Department's fleet of "black and white" patrol
ve
SRPD's patrol structure depends heavily upon an adequate number of vehicles. There are a
minimum of 5 and a maximum of 11 units on San Rafael's streets during any 12 hour shift,
depending upon time of day and need. One officer is assigned to each patrol unit. The
availability of all these vehicles is critical. Removineven a single vehicle from the flee
g t for
repair, however briefly, has a direct bearing on the department's ability to respond to emergency
M! meency ca
rglls.
San Rafael's Fleet Management policy defines a replacement schedule for all City vehicles. Due
to virtually constant use, police patrol vehicles have a useable life of only 5 years. Six patrol
vehicles, all in service since 2009, are scheduled for replacement in FY 14/15. SR_PD wishes
accelerate the replacement of 4 vehicles to maintain operational effectiveness and in recognition
of the extended time frame associated with the vehicle replacement process. The manufacture,
shipping and equipping of patrol vehicle typically takes 4 to 5 months. We can expect to take
delivery in June or July if Council approves this accelerated purchase.
ANALYSIS: San Rafael utilizes California State Contract Pricing to purchase public safety
vehicles I in accordance with the Chapter 2.55.260 (Cooperative Purchasing Programs) of the San
Rile No.-.
Coundil Meefing-. 1,2- 0
Dilsposifion*
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WJ I t k KA
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"Purchases of supplies, material, equipment or services and sales of surplus property made under
a cooperative purchasing program, utilizing purchasing agreements maintained by the state,,
county or other public agencies are exempt from the requirements of this chapter. To the extent
possible, cooperative purchases joined will be competitively awarded, and documentation as to
the advantage of the cooperative purchase will be retained." San Rafael purchases police
vehicles through Folsom Lake Ford, under the State Contract Pricing program described above.
FISCAL IMPACT: Because Ford no longer manufactures Crown Victoria sedans, SRPD is
transitioning to Ford Interceptor SUV's. The California State Contract price for the 2014
Interceptor is $31,788.79. Outfitting these four vehicles with the additional equipment needed
for police use will cost $13,734.16, for a total price of $182,091.80 ($31,788.79 + $13,734.16 X
4 = $182M91.80).
On March 4. 2013,, via resolution 13506, Council authorized the purchase of up to 40 vehicles
for various City departments,, for approximately $2,510,000. Expenditures through January 31,
2014 are $1,788,,940,, leaving sufficient resources within the current fiscal year appropriation to
pay for these four Police vehicles and the required additional equipment
OPTIONS: Council may choose not to approve the resolution, but staff does not recommend
this option. Aging patrol vehicles require more frequent repairs and are often unavailable for
extended periods of time. The accelerated purchase of four patrol vehicles addresses that
concern. In addition, San Rafael will derive significant financial benefits purchasing through the
California State Contract Pricing program. For these reasons, staff recommends that Council
approve the resolution.
lii 1111, 111 [ I
Encls.: Resolution
Folsom Lake Ford Quote
Pursuit North Quote
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE DEPARTMENT OF PUBLIC WORKS TO EXECUTE THE
ACCELERATED PURCHASE OF FOUR BLACK AND WHITE POLICE
INTERCEPTOR SUV'S VIA STATE CONTRACT, IN AN AMOUNT NOT TO EXCEED
$1829091,80,
WHEREAS, SRPD's patrol structure utilizes five to I I vehicles for each 12 hour shift; and
WHEREAS, the availability of an adequate number of vehicles has a direct bearing on patrol
operations and impacts the department's ability to respond to emergency and non -emergency
service calls; and
WHEREAS,, six of the department's 15 patrol vehicles are scheduled for replacement in fiscal
year 2014/2015, as defined by the City's Fleet Management policy; and
WHEREAS, all six units have been in service since 2009 and require increasingly frequent and
time-consuming repairs; and
WHEREAS, SRPD wishes to initiate the immediate replacement of four of these aging vehicles
to assure the availability of an adequate number of patrol vehicles; and
WHEREAS, Chapter 2.55.260 (Cooperative Purchasing Programs) of the San Rafael Municipal
Code provides for the "Purchases of supplies, material, equipment or services and sales of
surplus property made under a cooperative purchasing program, utilizing purchasing agreements
maintained by the state, county or other public agencies are exempt from the requirements of this
chapter. To the extent possible, cooperative purchases joined will be competitively awarded, and
documentation as to the advantage of the cooperative purchase will be retained"; and
WHEREAS, Public Works has utilized California State Contract Pricing, an example of the
cooperative purchasing program described in the above -referenced chapter, to purchase vehicles
for many years-, and
WHEREAS, there are sufficient funds in the City's current fiscal year Vehicle Replacement
Fund for this purchase.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Rafael, that the
0
Council authorizes the Department of Public Works to purchase four fully equipped 2014 black
and white Police Interceptor SUV's via State Contractin an amount not to exceed $182,091.80.
1, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing
1 11
Resolution was auiy and regularly introduced and adopted at a regular meeting of the City
Council of said City held on March 3, 2014 by the following vote, to wlt*w
AYES: CCS CILMEMBER.S: Bushey, Colin, McCullough & Vice -Mayor Connolly
NOES: CO CILMEMBER.S: None
ABSENT. CO CILMEMBER.S: None
ESTHER. C. BEI E, City Clerk.
TOTAL BASE AND OPTIONS 3 721
TOTAL 37210
RETAIL
K8A
4 R AWD POLICE$30185
.112.6" WB
$29,156.00
UA
B LAC
CLTH BKTS/VNL R
$ 21624.04 TAX @ 9%
w
BLACK INTERIOR.
$ 8.75. CA TIRE FEE
500
EQUIP GR
..7L V6 TIVCT
N
--------------
44C
. --S AUTO TRAN
N
$31,788.79 TOTAL
3M
SYNC SYSTEM
295
x 4 EACH
FRT LICENSE BKT
NC
18W
RR WINDOW DEL
25
---------------
21B
REAR VIEW CAM
245
$127,155.16 TOTAL
423
CAL EM NOT REQD
4
COURTESY SABL
LESS $500.0{} DISCOUNT EACH
S l Z
DUAL SPOT LAMPS
350
20 DAY PAYMENT.
55D
SCUFF GUARDS
O
0R
NOISE SUPPRESS
100
N ' G STR WHL
155
JOB #2 ORDER
66A
FRONT HDLMP PKG
915
,GRILL WIRING
66C
REAR LIGHT PKG
455
R DR HND INOP
X35
7R
REVERSE SENSING
27
794
PRICE CONCESSN
REMARKS TRAILER
90E
LH RH PANELS
3170
936
CAL SER VEH, EXP
NC
FLEX FUEL
SP DLR ACCT ADD
P FLT ACCT CR
FUEL CHARGE
B4A
NET INV FLT OPT
NC
DEST AND DELIV
9
TOTAL BASE AND OPTIONS 3 721
TOTAL 37210
** QUOTATION Page 1
880 Howe Road
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* QUOTATION
Page: �
880 Howe Road
Martinez, CA. 94588 Ord # 02 95472
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INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SR RA / SRCC AGENDA ITEM No. 4,m
DATE OF MEETING: 3/3/2014
FROM: NADIR MANSOURIAN
D,ATE: 212411A
v
gig
Department Head (signature[
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL /AGENCY
AGENDA ITEM:
City Manager (signature)
APPROVED AS TO FORM:
I -of
City AttorneyGr- (signaturo / P