HomeMy WebLinkAboutStaff Report 3.H 01/05/20093.H
CITY OF PETALUMA, CALIFORNIA January 5, 2009
AGENDA BILL
Agenda Title: Meeting Date: January 5, 2009
Resolution Authorizing the Police Department to Purchase Three (3) Ford
Class -E Police Interceptor Police Vehicles from Downtown Ford,
Sacramento, CA in the Amount of $93,857.98 Meetine Time: ❑ 3:00 PM
N 7:00 PM
Category: ❑ Presentation ® Consent Calendar ❑ Public Hearing ❑ Unfinished Business ❑ New Business
Department:
Police
Director:
Chief Steve Hood
Cost of Proposal: $93,857.98
Amount Budeeted: N/A
Attachments to Aeenda Packet Item:
Contact Person:
Sgt. Ralph Evans
A. Resolution
B. Quote from Downtown Ford, Sacramento, CA
C. Sole Source Form
Summary Statement:
Phone Number:
WIEWIIM
Account Number:
7500-62220
Name of Fund:
Vehicle Replacement Fund
During this fiscal year, the Police Department removed from service two police vehicles due to major mechanical
problems and one vehicle with extensive front end damage as the result of a traffic accident. Because of their age
and excessive mileage, the cost of the repairs was substantially higher than the value of the police vehicles. Prior
to these three vehicles breaking down, they had already been identified as needing to be replaced this fiscal year.
The City routinely replaces police vehicles to minimize excessive mileage on these high -use vehicles.
Additionally, replacing these vehicles will cut down on exposure to injuries that could result from operating high -
mileage vehicles during emergency situations. Currently, the Police Department is using Ford Class -E Police
Interceptor police vehicles as part of the police vehicle fleet. Downtown Ford holds the state contract for this
model of police vehicle. The Police Department requests the City purchase three (3) police vehicles from
Downtown Ford. The City will also receive a $500 rebate for each vehicle with payment made within 20 days of
purchase.
Recommended Citv Council Action/Sugeested Motion:
Adopt a resolution authorizing the purchase.
Reviewel by Finance D' ctor:
o'
Date:
Rev. # Final I Date Last Revised:
Reviewed by City Attornev:
Date:
0
File:
Approv`erl'-bv`City Manager:
Date:
CITY OF PETALUMA, CALIFORNIA
JANUARY 5.2009
AGENDA REPORT
FOR
Resolution Authorizing the Purchase of Three (3) Ford Class -E Police Interceptor
Police Vehicles from Downtown Ford, Sacramento, CA in the amount of $93,857.98.
1. RECOMMENDATION:
Adopt the resolution authorizing the purchase of three (3) Ford Class -E Police Interceptor
police vehicles from Downtown Ford, Sacramento, CA in the amount of $93,857.98.
2. BACKGROUND:
Law enforcement for years has relied upon the Ford Crown Victoria in delivering
effective police services. This vehicle has clearly proven itself as a suitable vehicle in
that it can withstand the rigors associated with law enforcement. Law enforcement
throughout the nation has consistently opted for this particular type of vehicle based on
its reliability and cost. Most police departments throughout the state have also learned
that maintaining a consistent model of police car for general patrol functions is also
important in that patrol officers become more accustomed to a single type of vehicle
insofar as functions and handling is concerned.
3. DISCUSSION:
The alternate is to not approve this vehicle purchase. The result of not making this
purchase will include: increased mileage on the remaining patrol vehicles in the fleet,
increased maintenance costs as a result of the additional mileage and the need to replace a
higher number then normal of police vehicles in the next fiscal year. Most importantly,
at peak service times, the Police Department may not have adequate numbers of police
vehicles for use.
4. FINANCIAL IMPACTS:
The total cost of $93,857.98 will be funded from the vehicle replacement fund. The fund
has a current balance of $354,356.16, which will be reduced to $260,498.18 with the
approval and purchase of the requested vehicles.
a
ATTACHMENT A
Resolution No. N.C.S.
Of the City of Petaluma, California
Resolution Authorizing the Purchase of Three (3) Ford Class -E Police Interceptor Police
Vehicles from Downtown Ford, Sacramento, CA in the Amount of $93,857.98.
WHEREAS, the City of Petaluma Police Department desires to purchase three (3) Ford Class -E
Police Interceptor police vehicles from Downtown Ford, Sacramento, CA in the amount of
$93,857.98 with vehicle replacement funds; and
WHEREAS, the City of Petaluma has determined Downtown Ford, Sacramento, CA holds a
competitively bid contract for vehicle purchases with the State of California; and
WHEREAS, Petaluma Municipal Code section 4.04. 100 provides 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; and
NOW, THEREFORE, BE IT RESOLVED THAT the City Manager of the City of Petaluma
is authorized on the City's behalf to execute all documents necessary to purchase three (3) Ford
Class -E Police Interceptor police vehicles from Downtown Ford, Sacramento, CA in the amount
of $93,857.98.
Under the power and authority conferred upon this council by the Charter of said City.
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approve as to
Council of the City of Petaluma at a Regular meeting on January 5, 2009, form:
By the following vote:
City Attorney
AYES:
NOES:
ABSENT:
ATTEST:
1183339.1
City Clerk
Mayor
Resolution No. NCS
3 5 YEAR 100,000 MILE "0" DEDUCT POWERTRAIN
Payment Details
O
O
O
$1,800.00
SHIPPING
Taxes 7.75
TIRE FEE
TOTAL I
Office Use Only
TERMS: $500.00 DISCOUNT FOR PAYMENT WITHIN 20 DAYS
STATE OF CALIFORNIA CONTRACT 1-08-23-14
DF11190811
REVISED
11/19/2008
FORBESS
TOTAL
$81,474.00
$5,400.00
$86,874.00
$225.00
$6,732.73
$26.25
$93,857.98
A
THIS IS YOUR QUOTE
DOWNTOWN FORD SALES
525 N1 6th Street, Sacramento, CA. 95814
916-442-6931 fax 916-491-3138
�__.. QUOTATION ----
__
Customer
ame
CITY OF PETALUMA
Date
[Address
REP
ity
CA
Phone
hone
RALPH EVANS VIA EMAIL
FOB
Qty
Description
Unit Price
3
2009 FORD CROWN VICTORIA POLICE SEDANS
$27,158.00
PER GROUP 2 B
3 5 YEAR 100,000 MILE "0" DEDUCT POWERTRAIN
Payment Details
O
O
O
$1,800.00
SHIPPING
Taxes 7.75
TIRE FEE
TOTAL I
Office Use Only
TERMS: $500.00 DISCOUNT FOR PAYMENT WITHIN 20 DAYS
STATE OF CALIFORNIA CONTRACT 1-08-23-14
DF11190811
REVISED
11/19/2008
FORBESS
TOTAL
$81,474.00
$5,400.00
$86,874.00
$225.00
$6,732.73
$26.25
$93,857.98
A
CITY OF PETALUMA, CALIFORNIA
PROCUREMENT
SOLE SOURCE JUSTIFICATION
DATE: / '/qx Ak DEPARTMENT PO Ll CC
CONTACT-12A-LP/l t=VIA&�S TELEPHONE: 7-7,�" -13 % R
VENDOR: b6V4 TELEPHONE: 91 & - yUa - G r 3
'JJt.J /`I j U LJ rJ F-OIZtD 54.. L!_` ScirE-I Y
5,25 1\1/67-7V S% SncRA,�t
JUSTIFICATION
(Initial all entries that apply)
1. Amount of purchase does not exceed current dollar amount required for formal bidding.
2 Vendor is the original equipment manufacturer; there are no regional distributors.
3 The parts/equipment are not interchangeable with similar parts of another manufacturer.
4 This is the only equipment that meets the specialized needs of the department and
performs the intended function.
5 Detailed justification is available which establishes beyond doubt that the Vendor in the
only source practicably available to provide the items or service required.
Vcrtk2
I recommend that competitive procurement be waived, and that the equipment and/or
supplies on the attached Procurement Request be purchased as a Sole Source.
Signed: U� Ll ---� Date:
Requester
Annrovals:
Purchasing Officer: Date: