HomeMy WebLinkAboutStaff Report 3.B 01/24/2011DATE:
TO
January 24, 2011
Honorable Mayor and Members, of the City Council through City Manager
Dan Fish; Chief of Police
SUBJECT: Resolution Accepting a $23,600 Edward Byrne Memorial Justice Assistance
Grant (JAG) Program Local Solicitation to Purchase a Police Vehicle,
Authorizing Inclusion of the'Grant Award in 2010-2011 Budget Adjustments, and
Authorizing -the City_ Manager to Execute all Grant and Purchase Related
Documents.
RECOMMENDATION
It is recommended .the City Council adopt -'the attached Resolution Accepting a $23,600 Edward
Byrne Memorial Justice Assistance Grant, (JAG) Program Local Solicitation to Purchase a Police
Vehicle, Authorizing. Inclusion of the Grant Award.in 2010=2011 Budget Adjustments, and
Authorizing the City Manager to Execute- all Grant and Purchase. Related Documents.
BACKGROUND
The Edward Byrne Memorial Justice Assistance Grant.(JAG) supports criminal justice activities
and programs. This particular grant utilizes a Part.I .Crimes Index (Specific Felony Crimes) to
calculate allocations to state and local governments each fiscal year. In the case of the City of
Petaluma, an allocation of $23,600 has been established for FY:20.1.0. This grant allows law
enforcement agencies to purchase police vehicles. The Police: Department has an immediate need
to replace one aging police vehicle in the police fleet. This vehicle has over 105,000 miles of
service. The Police. Department. and the Corp Yard .label .tlis type of vehicle a "high -mileage"
vehicle in need of replacement and begin seeking funds to replace it. This is recommended due
to the,potentiall-y,.high repair costs for vehicles with no warranty, and the extended downtime for
the type of repairs high -mileage vehicles- require. Such repairs can include major work involving
front suspensions, transmissions, rear ends, brake systems and cooling systems..
DISCUSSION
The Police Department has a mixed fleet of Dodge Chargers and Crown Victorias. For the past
four years, the Dodge Charger has been rated the #I vehicle overall for police vehicle use by
Police Fleet Magazine, a nationally recognized periodical on police fleet management. This
ranking is the result of yearlytests by, the- Los Angeles Sheriff's Department of all currently
available police vehicles from"'the major auto manufacturers. Petaluma police use of the Dodge
Agenda Review:
City Attorney Finance Director City Manager V
Charger, which has included several years of patrol use, has not revealed any repair or
performance issues that would conflict with the ratings reported.
The Police Department sought quotes for 2010 and. 2011 Dodge Charger models from four
vendors who have sold police vehicles to the City of Petaluma. Three of the vendors, Autoworld
in Petaluma, Folsom Lake Dodge and McPeek's Dodge of Anaheim, responded with price
quotes for a 2011 Dodge Charger. McPeek's Dodge also provided a price quote for a 2010
police vehicle in stock and ready for immediate delivery. The quote for the 2010 vehicle will
save over $2,000 compared to the 2011 model and would allow. the Police Department to
purchase the vehicle through a City of Los Angeles Formal Bid Agreement for $24,713.60. The
local vendor, Autoworld, could only order a 2011 Dodge Charger at the higher price of
$28,882.42. Their quote was the highest received for the 2011 model. Folsom Lake Dodge had
a 2010 Dodge Charger available; however, it was also more expensive than the McPeek's quote.
Petaluma Municipal Code section 4.04..100 provides that purchases made through a cooperative
purchasing program with state, county or, other public agencies are: exempt from provisions of
Chapter 4.04 of the Petaluma Municipal Code which require the City to conduct a competitive
bid process for certain purchases. As a result of research and actual experience with the Dodge
Charger, the Police Department requests authorization to purchase one Dodge Charger from
McPeek's Dodge in Anaheim under a City of Los Angeles Formal Bid.Agreement with the
Byrne grant funds. The Police Department intends to utilize asset seizure funds to cover costs in
excess of grant funds, including those costs necessary to outfit the new police vehicle.
The Police Department has submitted an application for funding, to purchase one police vehicle
with grant funds and asset seizure funds. The Council has the authority to accept the grant funds
and authorize the purchase of this vehicle. If the council chooses not to accept the grant funds,
the Police Department does not have the funds available to purchase this vehicle.
FINANCIAL IMPACTS
The purchase price of the 2010 Dodge Charger from McPeek's Dodge of Anaheim is
$24,713.60. This price includes delivery to Petaluma: The majority of this purchase cost will be
offset with the $23,600 Byrne grant funds. The remaining purchase cost of $1,113.60 will come
from the Police Department's asset seizure account. The Police Department intends to utilize the
majority of the emergency equipment in .the current Dodge Charger for the 2010 replacement
vehicle: Approximately $5,000.00 of asset seizure funds will also be used to pay for the
installation of equipment into the new vehicle. A budget adjustment is necessary to properly
account for the grant award, and will be included in subsequent 2010=2011 budget adjustment
action.
ATTACHMENTS
1. Resolution
2. McPeek's Dodge of Anaheim Quote
.91
Resolution Accepting,a $23;600 Edward Byrne Memorial Justice Assistance Grant (JAG)
Program Local Solicitation to Purchase a Police Vehicle for the City of Petaluma,
Authorizing Inclusion of the Grant Award in 2010-2011 Budget Adjustments, and
Authorizing the City Manager to Execute all Grant and Purchase Related Documents
WHEREAS, the City of Petaluma Police Department has applied for and been awarded a
$23,600 Edward Byrne Memorial Justice Assistance Grant (JAG) for the purchase of one police
vehicle; and
WHEREAS, the City of Petaluma agrees to the funding requirements, terms and conditions of
the Edward Byrne Memorial JAG program; and
WHEREAS, the City of Petaluma is able to purchase one (1) Dodge Charger police vehicle in
cooperation with a competitively bid process conducted by the City of Los Angeles, in which
McPeek's Dodge of Anaheim, CA, was the lowest responsible bidder for supply of this vehicle;
and
WHEREAS, the Police Department has determined McPeek's Dodge of Anaheim holds a
competitive bid contract with the City of Los Angeles; and
WHEREAS, McPeek's Dodge of Anaheim has previously provided Dodge Charger police
vehicles to the City of Petaluma; and
WHEREAS, Petaluma Municipal Code section 4.04,100%provi'des that'purchases made through a
cooperative purchasing program, with the state, county or other public agencies are exempt from
provisions of Chapter 4:04 .of the Petaluma Municipal Code which require the City to conduct its
own competitive bid process for certain,purchases.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL HEREBY
(1) Authorizes the City Manager to accept the $23,600 Edward Byrne: Memorial Justice
Assistance Grant (JAG) grant from the Department of Justice and authorizes the City
Manager, or his designee, to execute any necessary grant documents; and
(2) Approves the purchase of one (1) 2'010 Dodge Charger police vehicle from McPeek's
Dodge of Anaheim, CA in the amount of $24,713.60 subject to the conditions and
specifications contained in the proposal of McPeek's Dodge of Anaheim in response to
the police department's request, and authorizes the City Manager, or his designee, to
execute a purchase order consistent with said proposal and any necessary documents to
complete the purchase; and
(3) Authorizes the:inclusion of the grant award and necessary budget adjustment in FY 10-11
budget amendinent ordinance.
3
QUOTE
CITY OF PETALUMA
2010 DODGE CHARGER POLICE CAR
.BLACK & WHITE PATROL
BASED ON L.A.P.D CONTRACT SPEC MTD 09-05
P.0# 00010007105
INCLUDES OPTIONS
27A DODGE CHARGER POLICE PKG
3.5 LITER V-6
HD CLOTH BUCKET SEATS W%CLOTH REAR
FULL SIZE SPAIR
4 KEYS/4 REMOTES
BLACK LEFT SPOT LIGHT (LNF)
MATCHING RIGHT SPOT LIGHT (LNA)
BLACK VINYL FLOOR COVERING (CKJ)
DEACTIVATE REAR DOORS/WINDOWS (CW6)
KET ALIKE (FREQ 1)
POWER SEAT... (JPR)
PAINT 4 DOORS AND ROOF WHITE (PSF)
LEVEL III 'BALLISTIC DOORS
SUB TOTAL 25,817.00
OPTIONS NEEDED AND NOT NEEDED
DELETE V-6 AND ADD V-8 952.00
DELETE LEVEL III BALLISTIC DOORS -2,790.00
LESS CANCIVER CREDIT -560.00
LES'S TOOL CREDIT -229.00
LESS IN STOCK CREDIT -525.00
SELLING ,PRICE. 22,665.00
SALES' TAX 9.0% 25039.85
CA TIRE TAX 8.75
`TOTAL FOR EAC IH CAR 249713.60
. NOTES:
NOTES;
NE4WWARRENTY FOR THE 2010 MODELS ARE
Off:
51(R/10'09090 ON I THE POWER, TRAIN
2 McPEEKIS DODGE WILL, PASS. THROUGH ALL
UPFIT COST TO THE CITY.CITY TO -PROVIDE THE
UPFIT COST TO McP E -E KS REFOR BILLING
3 IF BALLISTIC DOOR ARE NEEDEDP'LEASE
p -
ADD 2,790.00 PLUS TAX TO QUOTE
4 DELIVERY TIME IS 10-15 DAYS ARO'
5 QGOOD TILL FLEETORDER CUT OFF
APROX WILL BE 7-15-2010
McPeek's Dodge of Anaheim
1221 AUTO CENTM DR
ANAHEIM, CA 92,80
7,14-254-2613 OFC
71*25426-14 FAX
714,264-1867 CELL
KEVINB@,MCPEEK,DODGE.COM
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