HomeMy WebLinkAboutAgenda Bill 3.K 08/02/2010`~ ~ L U~
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DATE: August. 2, 2010
~~~md~~ Itevw #3. K
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan Fish, Chief of Police
.SUBJECT: Resolution Approving the Acceptance of a $32,000 PETCO Foundation Grant to
Purchase a'/4 Ton F250 Crew Cab Super Duty Work Truck for the Animal
Services Division and Authorize Inclusion of the Necessary Budget Adjustment in
the Mid-Year Budget Adjustment Ordinance
REC®MMENDA~'ION:
It is recommended the City Council adopt the attached resolution approving the acceptance of a
$32;000 PETCO Foundation grant to purchase a 3/a ton F250 Crew Cab Super Duty work truck
for the Animal Services Division and authorize inclusion of the necessary budget adjustment in
the end of the year Budget Adjustment Ordinance.
BACKGROi1ND:
The Animal Services Division received a PETCO Foundation grant in October 2009 to purchase
an animal adoption/rescue custom trailer. The trailer, which arrived in May 2010, will enable the
Animal Services Division to increase :the adoption rate of animals (cats/dogs/rabbits) by
transporting the animals to public places and events. The Animal Services Division has older
standard cab,'/4 ton, high-mileage vehicles with metal animal transportation beds which are not
set up for towing. Because of'the weight and size of the trailer, a 3%4'ton work truck set up for
towing is needed to safely pull the new trailer. The Animal Services Division also needs a crew
cab truck to assist in transporting volunteers with the trailer to. events.
Based on this need, the Police Department applied fora $32,0.00 grant from PETCO Foundation
to purchase a suitable truck'for'the Animal Services Division. The Police Department received
word in April of 2010 that the grant had been. approved. The Police Department conducted a
competitive bid process in compliance with Petaluma Municipal Code Section 4.04.080 by
preparing, advertising'and soliciting bids pursuant to an Invitation to Bid (ITB) for proposals to
furnish a 3/4 ton crew cab work truck. Proposals were sent to numerous local and out of county
car dealerships.. The City Clerk's office posted aone-time advertisement in the Argus Courier
announcing the ITB.
Agenda Review:
Dept. Director
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City Attorney Finance Director City Manag~--~,~-
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On April 14, 2010, the City Clerk opened the three bids received by the City Clerk's Office. San
Francisco Ford Lincoln. Mercury of San Francisco, CA submitted the low bid of $25,351.25>
Henry Curtis Ford of Petaluma submitted a bid'. of $25,','634:62: Both San.Francisco Ford and
Henry Curtis Ford. submitted quotes for an extended warranty for an additional $1,660.00.
Autoworld of Petaluma, CA also submitted a bid; however, the bid did not. meet the
specifications requested and was the highest bid of all. three:
A variety of options were examined to ,evaluate whether the local. vendor could be determined to
be the lowest reponsble bidder, and therefore eligible for the contract award under Petaluma
Municipal Code section 4.04.080... That section allows consideration of quality, suitability and
efficiency; total or life cycle cost; delivery, discount. terms and all other conditions submitted in
the bid; reputation of the equipment and service reputation of the bidder; "and all other
information required to prove the responsibility of the supplier." Sales°~tax .generated from the
purchase is not. a factor allowed in this determination, and a_ :.comparison of extended warranty
y ` t support awardin'g'the purchase contract locally as opposed to the
costs and. deliver time did no
low bid submission. Altfiough the City is preparing a local vendor preference purchasing
ordinance, it is not anticipated that'it will include provisions that would conflict with the City
Charter or override the Municipal Code requirements for- a formaT''bid process which apply
to this purchase. The loeai vendor is not a participant on a State. bid.list or other cooperative,
public agency purchasing prggram that would have allowed the -.City to purchase without formal
bidding under Municipal Code: section 4.01..100.
DISCUSSI®N:
The Animal Services Division intends to .,utilize this truck to pull.~the adoption/rescue trailer to
the Sonoma/Marin Fair, parades and other special events to .showcase the rescued animals
available for adoption. Other shelters who own adoptonfrescue trailers have seen an increase in
p y g' g p nts. The adoption rate goes up
ado tion rates b brm m the rescued animals to ublic eve
because of the volume of people who have the opportunity to view and interact with the rescued
animals: This grant was. written..specifically for the purchase of a`3%a ton F250 Crew Cab Super
Duty work truck fo pull the adoption/rescue trailer and cannot be used for other purposes. The
Council has the authority to approve the acceptance of "this grant and the purchase of a truck. If
the Council does not approve the acceptance of this grant, the Animal Services Division would
have to borrow a suitable truck from another city department to pull the trailer to~ donation
events. This could limit the. number of events in which the trailer could be utilized or place a
hardship on the,department loaning the truck by not having it readily available for that
department's use. If the Council chooses not Ito approve the use ~ of such funds, the Police
Department would, request to use funds from the Animal Services Division donation account to
purchase: the truck.
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FI~IVANCIAI. IM[PAC'I'S7:
The~`,purchase price of the 3/4 ton F250 Crew Cab Super Duty work.:truck from San.Francisco Ford
,~
Wian~cann 1Vlercur~y is $25,35~~T.25. The Police Department requests to purchase the extended
y $1,660 for a total purchase price of $27,011".25. The total purchase price
at a cost of
will be paid fully out of'the ;$32,000 PETCO Foundation grant. The remaining balance of
$4;988.75 wil'1 be utilized to pay for the purchase and installment. of the. safety .equipment needed
for the truck. There s,:no .initial'eost to the City budget. Any additional emergency equipment
items will be paid for out of the Animal Services Division Donation account - D00112'i 0. This
c~ ..
account has a balance of $186;000. The fleet maintenance department estimates the truck will
need approximately $1,500 in maintenance costs during the truck's first 3 years of service.
A budget adjustment to appropriate the grant funds will need to be included in the mid-year
Budget Adjustment Ordinance.
.ATTACHMENTS
I. Resolution.
^ Items listed below are large in volume and are not attached to this report, but may be viewed in the
City Clerk's office.
'~ Resolution Approving the Acceptance of a $32,000'PE'TCO Foundation Grant to Purchase
~,, ; a 3/4 Ton F250 Crew Ca'b Super Duty Work Truck for the Animal Services Division and
' '' " Authorize Inclusion of the Necessary Budget Adjustment in the 1VIid-Year Budget
Adjustment Ordinance.
WHEREAS, in February 2010 the Petaluma Police Department applied for a grant from PETCO
Foundation to purchase a 3/4 tori F250 Crew Cab Super Duty work truck; and
WHEREAS, in Apri1201.0 the Petaluma Police Department received a $32,000 grant from the
PETCO Foundation to purchase a 3/4 ton F250 Crew.Cab Super Duty work truck; and
W>EIEREAS, the Petaluma Police bepartment conducted a competitive bidding process in
compliance with Petaluma 1Vlunicpal Code section 4.04.080 by.preparing, advertising and
soliciting bids pursuant to an Invitation To Bid (ITB) for proposals to furnish the custom trailer;
and
u~ ~ WIEREAS, on April 14, 20'10~the City'Clerk opened the returned bids and identified San
Francisco Ford Lincoln Mercy as submitting the lowest responsive bid, in the amount of
p
$25,351.25.; and
WI~EREAS, the Petaluma Police:Department intends to purchase an extended warranty for
$1,660; and
WFIEREAS, the Petaluma Police Department will. utilize $27, 0:11.25 from the PETCO grant to
purchase the truck and the remaininggrantfunds of~$4;98$.75 will be used to outfit the vehicle
with emergency equipment.
NOW, TIIEREFOI2E, BE IT RESOLVED THAT TIIE CITY .COUNCIL IIE1tEBY
(1) Approves the acceptance of a $32.,000 PETCO Foundation. grant; and
(2) Approves the purchase of one (1) 3/4 ton F250 Crew Cab. Super Duty work truck from San
Francisco Ford Lincoln Mercury in the amount of $27,011.25, .subject to the conditions and
specifications contained in the proposal' of San Francisco Ford Lincoln Mercury in response
to the. City's ITB, and authorizes" the City Manager, or his designee, to execute any necessary
.documents to complete the,~purehase; and
(3) Authorizes the inclusion,of;the necessary budget adjustment. allocating the PETCO
Foundat'io'n grant funds as part of the mid-year Budget Adjustment Ordinance as follows:
Cost Center ~-Account Number Description Amount
D0011'210 2270-22700=4805'0 Animal Services Private Grants $32;000
D0011210 2270-22700=62220 Animal Services Vehicles ~ $32;000