HomeMy WebLinkAboutStaff Report 3.E 07/15/20190 0
DATE: July 15, 2019
TO: Honorable Mayor and Members of the City Council through City Managers=
FROM: Ken Savano, Chief of Police
SUBJECT: Resolution Authorizing the Purchase of Two 2019 GO -4 Interceptor IV Three
Wheeled Utility Parking Enforcement Vehicles in the Amount Not to Exceed
$82,627.53, and the Purchase of Two Parking Enforcement License Plate
Recognition (LPR) Camera Systems and Associated Software in the Amount Not
to Exceed $50,974.93, and the Purchase of Standard Accessory Equipment Not to
Exceed $10,000, and Authorizing the City Manager to Execute All Documents
Necessary to Complete the Purchase
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Approving the Purchase
of Two 2019 G Interceptor IV Three Wheeled Utility Vehicles from Municipal Maintenance
Equipment and Standard Accessory Equipment in an Amount Not to Exceed $82,627.53 and the
Purchase of Two Parking Enforcement License Plate Reader (LPR) Camera Systems from
Vigilant Systems and Associated Hardware and Software in an Amount Not to Exceed
$50,974.93, and the Purchase of Standard Accessory Equipment Not to Exceed $10,000, and
Authorizing the City Manager to Execute all Documents Necessary to Complete the Purchase.
BACKGROUND
The 2.5 FTE parking enforcement officers are currently assigned to the Special Services Division
as part of the Traffic Team at the Police Department.
The proposed action is for the replacement of two of the Police Department's three parking
enforcement vehicles that are currently twelve years old. These parking enforcement vehicles
are currently experiencing frequent reoccurring mechanical failures and other extensive
maintenance repairs that the City's Fleet Mechanics are unable to perform due to the
specialization of the vehicles and limited availability of replacement parts. Additionally, local
mechanics have been unwilling to attempt repairs on either vehicle despite our requests due the
degree of difficulty working on these vehicles, their age, and limited availability of replacement
parts. Both of the current parking enforcement vehicles have mileage of approximately 57,000
miles with approximately 11,000 hours of operation. According to our City's Fleet Mechanics, as
an engine idles, the wear and tear on the vehicle to consume one gallon of fuel is equal to driving
up to 30 miles. Based on the high use hours and the estimation that one hour of idle engine run
1
time is the equivalent to 30 miles, the true vehicle mileage is actually estimated to be equivalent
to 200,000 to 300,000 miles.
These vehicles are assigned and shared by the Department's three parking enforcement officers
and the need for a reliable compact vehicle is critical for these assignments. When these vehicles
are out of service and unavailable to on -duty parking enforcement officers they are forced to use
alternative full-size vehicles from the Department's fleet. These alternative vehicles are not
suited for parking enforcement and the productivity of the parking enforcement officers during
these times has been reduced by 50% as calculated based on total number of vehicles marked and
citations issued during comparable periods of enforcement. The existing vehicles have been
consistently experiencing mechanical issues on almost a monthly basis. The Department
maintains a third parking enforcement vehicle as a spare vehicle for these times when one of the
two primary vehicles is out of service. The spare parking enforcement vehicle is even older than
the two primary units and is not outfitted with any parking enforcement software, which requires
parking enforcement officers to manually mark each vehicle during their shift.
Historically, we have found the use of parking enforcement systems as proposed increases
parking citation issuance, accuracy of those citations that are issued, decreases in the number of
citations that are voided by officers due to mistake, and a reduction in the number of repetitive
motion Worker's Compensation claims by parking enforcement officers due to repetitive motion
injuries from manually marking vehicles with chalk sticks.
The proposed parking enforcement system is a mobile based system that integrates License Plate
Recognition (LPR) images and Global Positioning System (GPS) technology into one complete
and accurate vehicle parking enforcement system. Identifying vehicles for time zone violations
requires marking the vehicles at a designated time, then returning to the vehicles after the
expiration of the limited time and determining if there is a violation.
DISCUSSION
The proposed action is for the replacement of the Police Department's two parking enforcement
vehiC/ le and their parking enforcement license plate recognition (LPR) systems. Because of the
current age, use, and unreliability, the Police Department's parking enforcement vehicles require
replacement. Due to the variety of roadways that these vehicles patrol and the frequency in
which the parking enforcement officers are required to exit their vehicles, the replacement
vehicles needs to be compact so as not to block traffic and to navigate narrow alleyways in the
downtown area. These vehicles must also allow for curb side exiting so parking enforcement
officers are not forced to step into the path of traffic. Municipal Maintenance Equipment is the
only regional supplier of G04 Interceptor IV Three Wheeled Utility Vehicles.
California Public Contract Code Section 3400(b)(2) allows the City to specify a product
purchase by brand name if that brand is required in order to match other products in use on a
particular public improvement either completed or in the process of completion. The City has
standardized its use of the GO -4 Interceptor IV Three Wheeled Utility Vehicle for the Police
Department's parking enforcement operations. This standardization allows the Police
Department to maintain a smaller parts inventory, reduce training needs, improve consistency of
operations and maintenance and permits equipment interchangeability. In addition, Petaluma
Municipal Code Section 4.04.050 provides an exemption from the City's competitive bidding
requirements when the commodity can be obtained from only one vendor. Municipal
Maintenance Equipment is the regional vendor of the G04 Interceptor IV Three Wheeled
Utility Vehicles, and has regional rights prohibiting the purchase be made with another vendor
from another region.
The current parking enforcement LPR camera systems are outdated, unsupported by the vendor,
and experiencing frequent reoccurring technical failures. The vendor has attempted onsite and
remote technical support of the systems but had no success resolving reported issues.
These systems are critical to our parking enforcement officers and allow them to continue their
essential job duties. These systems ensure proper marking or "digital chalking" of vehicles and
allow for parking enforcement officers to efficiently and lawfully enforce parking violations
(including our block face rule violations) as well as scofflaws. There have also been recent
federal court rulings challenging the constitutionality of the practice of vehicle tire chalking.
These rulings may impact the Department's ability to legally continue chalking vehicle tires for
parking enforcement.
The Department currently maintains a separate Vigilant Solutions LPR camera system for patrol
officers in which they use the license plate reader cameras to check for stolen or wanted vehicles.
The Vigilant Solutions parking enforcement system would be able to integrate data generated by
our parking enforcement officers with our current patrol LPR system. This would consolidate
our current model of two independent LPR systems into one expanded system serving both our
parking enforcement and patrol services. Vigilant Solutions parking enforcement system
includes a mobile device application that is compatible with department cell phones issued to our
parking enforcement officers. This mobile app allows for parking enforcement officers to use
their cell phone's camera to function as an LPR and digitally mark vehicles through the system
in the exact manner that the vehicle installed LPR cameras function. This is significant as it
allows parking enforcement officers to conduct enforcement patrol should their parking
enforcement vehicle become inoperable or unable to access a specific area.
Vigilant Solutions is distributed by LEHR the sole regional distributer for this parking
enforcement LPR camera system.
California Public Contract Code Section 3400(b)(2) allows the City to specify a product
purchase by brand name if that brand is required in order to match other products in use on a
particular public improvement either completed or in the process of completion. The City has
standardized its use of Vigilant Solutions LPR camera systems and software for the
Department's operations. This standardization allows the Department to maintain a smaller parts
inventory, reduce training needs, improve consistency of operations and maintenance and
permits equipment interchangeability. In addition, Petaluma Municipal Code Section 4.04.050
provides an exemption from the City's competitive bidding requirements when the commodity
can be obtained from only one vendor. LEHR is the regional distributor of the Vigilant Solutions
LPR parking enforcement systems, and there are no other regional suppliers of these products.
3
While this proposed action recommends the purchase of two gas powered parking enforcement
vehicles, it should be noted that an electric powered model was considered. Based on logistics,
the electrical model was not an option at this time. The manufacture reported that the current
electric vehicle model had an estimated operational run time of 5-7 hours per charge which is
less than the duration of a parking enforcement officer's shift. The use of external electrical
equipment such as mobile data computer (MDC), police radio, LPR cameras, GPS, emergency
lighting equipment, and air conditioning would further decrease the operational run time between
charges and charge times during shift would decrease enforcement productivity and timing. As
the models are upgraded or there are other options, the department will revisit the electric models
for future purchase. Additionally, it should be noted that the gas -powered model still is fuel
efficient, averaging 45 miles per gallon.
The Department remains committed to evaluating all opportunities for sustainability where we
can evaluate the implementation of electric vehicle technology into our fleet where appropriate.
COMMUNITY OUTREACH
There was no specific outreach performed in relation to this item aside from the normal public
meeting agenda process.
FINANCIAL IMPACTS
The total cost for the two vehicles is $82,627.53 including taxes and fees. The total cost for the
two LPR parking enforcement camera systems is $50,974.93 including taxes and fees, and the
purchase of standard accessory equipment not to exceed $10,000. The total cost for this
proposed action is $143,602.46 including taxes and fees. This purchase will be made with funds
available from the City of Petaluma's Fiscal Year 2019/2020 Vehicle Replacement Fund budget.
ATTACHMENTS
1. Resolution
2. Quote Summary from LEHR
3. Procurement Sole Source Justification
4. Quote Summary from Municipal Maintenance Equipment
5. Procurement Sole Source Justification
0
Attachment 1
RESOLUTION AUTHORIZING THE PURCHASE OF TWO 2019 GO -4
INTERCEPTOR IV THREE WHEELED UTILITY VEHICLES AND STANDARD
ACCESSORY EQUIPMENT IN THE AMOUNT NOT TO EXCEED $82,627.53,
AND THE PURCHASE OF TWO PARKING ENFORCEMENT LICENSE PLATE
RECOGNITION (LPR) CAMERA SYSTEMS AND ASSOCIATED SOFTWARE
IN THE AMOUNT NOT TO EXCEED $50,974.93, AND THE PURCHASE OF
STANDARD ACCESSORY EQUIPMENT NOT TO EXCEED $10,000, AND
AUTHORIZING THE CITY MANAGER TO EXECUTE ALL DOCUMENTS
NECESSARY TO COMPLETE THE PURCHASE
WHEREAS, the City of Petaluma Police Department has identified a need to replace two
parking enforcement vehicles and proposes to purchase two LPR parking enforcement camera
systems; and
WHEREAS, in accordance with section 4.04.050 of the Petaluma Municipal Code allows that
bidding procedures may be dispensed with when the commodity can be obtained from only one
vendor; and
WHEREAS, the Petaluma Police Department has standardized LPR camera systems and
software to maximize flexibility, convenience; and cost in training, spare parts, operation and
maintenance; and
WHEREAS, LEHR is the Petaluma Police Department's supplier of Vigilant Solutions LPR
parking enforcement camera systems.
WHEREAS, the City of Petaluma Police Department has identified a need to replace two
parking enforcement vehicles and proposes to purchase twoInterceptor IV Three Wheeled
Utility Vehicles; and
WHEREAS, the Petaluma Police Department has standardized parking enforcement vehicles to
maximize flexibility, convenience, and cost in training, spare parts, operation and maintenance;
and
WHEREAS, Municipal Maintenance Equipment is the Petaluma Police Department's
manufacturer of GO -4 Interceptor IV Three Wheeled Utility Vehicles.
5
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL HEREBY:
(1) Approves the purchase of two vigilant solutions license plate recognition (LPR) parking
enforcement camera systems and associated software in the Amount Not to Exceed
$50,974.93; and
(2) Authorizes the City Manager, or her designee, to execute any necessary agreements and
documents to complete the purchase of the vehicles, the LPR parking enforcement
camera systems, and related equipment/software.
(3) Approves the purchase of Two 2019 GO -4 Interceptor IV Three Wheeled Utility
Vehicles from Municipal Maintenance Equipment in an amount not to exceed
$82,627.53; and Standard Accessory Equipment in an amount not to exceed $10,000.
(4) Authorizes the City Manager, or his designee, to execute any necessary agreements and
documents to complete the purchase of the vehicles and related equipment.
Delivered as Pune ised
Quote Fc r:
Petaluma
urian Miller
Reference;
parking Updated n
,u�te APR
Leh r
Mike Mc�ee
Date. 05-23-19
Be Smar#. Be Safe. Be Vigilant.
Attachment 2
7
Facks:
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purpose this tecomolo;ical expertise in ellorls to enhance offlr.�r And enmmmiTtysafetywhile prseidirg
needed law enforcement intelligerue Lu corriNt broadsor Issues such as narcotics trofickins and
to •rorism.
passI
on: PrrtectinE Officers, Families K Camrnunities
Tec,'t!nvlagies & Caro iC
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V ViduoAnaly'lkL, &Surveilldnu&
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first to. offer `'Common Plete", "Aasociatc Annlys:s" and "Lucute Analyal "
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V PYovcn success i:rtceruling xv'l'zt till r)yalor l.Pll I AMPH mnipetitive systems
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permits, orare otlwo) n rini ^fl a ux:i:;t::enrl IiP, ntv�:hl^lea
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51,764.40
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Vigilant Shipping & Hall(ilinfl GharyeS
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• `�'llVltil'�I 1+1::;II:,:i i:: F47B 51tIpG• tg
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Subtotal Price (CWticirg aaW lax; $2G4,P4
$1,3UD.04
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Wmrto Install {2) Camera Parking Kii
Subtotal Price {ExAviw aelas Gi ,
$1,3UD.04
CC2ty {ti:tn � DescHptlon
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Subtotal Prico iEmlidlnc sac,+_ riot
Ilam {t Description
GUtdStlH,gruv 2"Camera Mobile LPR Systum - Extunded Hardware Warranty -1 Additional Year
ruli Irp ions i.v"t hpexavvsra curcona-t rephemnier!lymmmly
Arpiia? to 2-Cnhm.a! iranivrnc }�aum 8It
• t+alId iX'I year rxm wErran:y sxpimlun
Subtotid RICO 12lA51rtn3 Alhl; raxi $22100m
Cty ltam 0 Dmorlptlon
(L; Lahr Removal of Old Parking System In Plaid
Subtotal Eyrlrp It xcl:iinp s:, c: a,xi
Qty Irfinl n
i'�i I P�t7QR
L168Gtip$nn
In6Falt 2 Camera Ktt with CP2(SJtiocktPower Supply
titshtntel PYICa ir.�dia:iry s:fks Irx;
$1,96D,00
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option
HAYZ [Join!
HAMS CF20 Dock w Passthraugh
Subtotal P1iW'Eseuyh3srJc2 t YJ
$1,SDD.D4
11
Qty
Item #
Description
(2)
CF20 12V Power
Supply
12v Power Supply
Subtotal Price (Excluding sales tax)
$230.00
Qty
Item #
Description
(2)
Panasonic CF -20
Tablet
WIN10, 8GB, 256SSD, Touch, 4GLTE
Subtotal Price (Excluding sales tax)
$6,600.00
Qty
Item #
Description
(1)
TAX
Local Tax Rate 8.25%
$3,884.93
Quote Notes:
1. All prices are quoted in USD and will remain firm and in effect for 60 days.
2. Orders requiring immediate shipment maybe subject to a 15% QuickShip fee.
3. No permits, start-up, installation, and or service included in this proposal unless explicitly stated above.
4. Start Up and Training services are exclusive of travel costs - Cost to be borne BY OTHERS,
5. All hardware components to have standard One (1) year hardware warranty.
6. All software to have standard one (1) year warranty for manufacturer defects.
7. Compatibility with Vigilant Solutions hardware/software to be confirmed prior to sale.
8. This Quote is provided per our conversation & details given by you - not in accordance to any written specification.
9. Optional 2nd YR Warranty Quoted
Quoted by: Mike McGee - 925-303-9513 - mmcgee@lehrauto.com
Total Price $50,974.93 (InciudingAllAdds)
Page q of 4
12
Attachment 3
GITI' OI PIa,"I'AT1t7MA, CAi Ii URiVIA
PROCUREMENT
SOLE SOURCE JUSTIFICATION
DATE: MAY 22, 2019 DL:Pt1RT1vtENT —Police
CONTACT _� _Ilrian l,�filler _ TEi,EPFiONE: 7(57-77R-436ft
VLiNll(7I2: _LEHRIVigilant Solutions_,_ TELEPHONE: _91fi-267-5547
JUSTITICATION
(Initial all entries that apply)
1. Anaoutat of purchase does not exceed current dollar• amount required for formal bidding.
2 Vender is the origins}.equipment manufacturer; there are no regional distributors.
The parts/equipment are not interehangeablewith sitnif arparts of another manufacturer,
X 4 This is the only equipment that meets the specialized needs of the department and
performs the intended fiuretion0
X_ S Detailed justification is available which establishes beyond doubt that the Vendor in the
only source practicably available to provide the items or service required.
I recommend that competitive procurement be waived, and that. the equipment andlor
supplies on the atta�jaed Procurement Request be purchased as a Sole Source.
Signed:
Japrovals:
1'urGhasing tlfhcer:
Date;
13
CSLB #980409
DIR 1000004282
www. source-mme.com
Toll Free 1-888-484.9968
May 23, 2019
City of Petaluma Police Department
969 Petaluma Blvd. North
Petaluma, CA 94952
Attention: Brian Miller
Attachment 4
BMiller@cityofpetaluma.org
Weare pleased to provide the following quotation on the GO -4 Interceptor IV Three Wheeled Utility
Vehicle and available options for your consideration:
Each GO -4 Three Wheel Design Complete with the following:
Gas Engine:
• 69 HP, Liquid Cooled
• 3 -Cylinder, Overhead Cam
• 4 -Cycle, Electronically Fuel Injected
Transmission:
• 4 -Speed Automatic (Automotive Transaxle with Electronically Controlled Shift)
Dimensions:
• 69.5" Overall Height with Cab
• 118" Overall Length
• 52.5" Overall Width
• 114" Outside Turning Radius
• 36" Inside Turning Radius
• 78.5" Wheelbase
Braking:
• Hydraulic Disc Brakes on all Three Wheels with Dual Circuit Master Cylinder
• Parking — Hydraulic Over Mechanical
Electrical System:
• Charging —Heavy Duty 70 amp Automotive Alternator
• Starting—12-Volt Starting Motor Interlock Prevents Starter from Operating Unless Shift Lever is
in "Neutral or Park" Position
• LTI — (Lateral Thrust Indicator) for Safer Operation of Vehicle
Lights:
• Two LED Headlights
• LED Lighting for all Front, Rear, Side Markers
• Stop/Tail Lights with High Visibility Stoplights
• Turning Lights, Turn Signals
Gauges and Indicator Lights:
• Speedometer
• Fuel Level
• Hour Meter
• Oil Pressure Warning Light
4634 Mayhew Road 4750 Caterpillar Road, #D
Sacramento, CA 95827 Redding, CA 96003
Office: 916-922-1101 Office: 530-243-4856
Fax: 916-922-1034 Fax: 530-243-1447
1913 Nancila Circle
Placentia, CA 92870
Office: 714.528.6770
Fax: 714-528-8744
1930 W. wnlon Avenue, #8
Hayward, CA 94545
Office: 510.670.0230
Fax: 510-670-9003
6230 Greyhound lane, #K
las Vegas, tJV 89122
Office: 888-484-9968
Fax:916-922-1034
14
May 23I 2019
City of Petaluma Police Department
GO -4 Vehicle Quotation
Page 2
• Three Stage Water Temperature Light (Blue —Below Running Temperature, Off —Normal
Running Temperature, Red — Above Normal Running Temperature)
• Charging System
• Low Fuel
Wiring:
• Wiring Harness with Abrasion -Resistant Loom
• Multiple Plug-in Connectors for Accessories
Suspension:
• Front - Leading Link Suspension Polyurethane Isolation System
• Rear — Independent McPherson Strut
Climate Control:
• Liquid Core 20,000 BTU Heater/Defroster
Steering:
• Adjustable Tilt Steering Wheel with Center Mounted Horn
Tires:
• 165/60 14" All -Season Radials
Features:
• 3 -Wheel With "Tube Guard" Tubular Steel Frame
• White Aluminum and ABS Body Panels
• Storage Box with Lockable Cover and Spare Tire Mount
Sliding Metal Doors with Independently Sliding Windows
• Sliding Rear Window
• Light Bar Mount Including Relays, Switches, Wiring and Roof Mounting Bracket
• Steel Front and Rear Bumpers
• Nerf Bar Front and Rear Bumper Protectors
• Grab Handles (2)
• 3 -Point Shoulder Harness Seat Belt
• Outside Rear View Mirrors
• Electric Windshield Wiper with Intermittent Control and Windshield Washer
• Dome Light, Floor Mat, 12V DC Accessory Port for Phone, Radio, etc.
• LTA (Lateral Thrust Alarm) Safety Device
• Padded Arm Rest with Storage Box
Seat;
• One Passenger Leatherette Material Adjustable Fore and Aft with Adjustable Back and Headrest
Fuel Tank and Fuel Mileage:
9 US Gallons
• Up to 45 MPG
1$
May 23, 2019
City of Petaluma Police Department
G04 Vehicle Quotation
Page 3
Weight Capacity:
• Vehicle Weight 1465 lbs.
• GVWR 2285 lbs.
Rated Capacity 600 lbs. Including Operator
Color:
• White with all black frame and accents
Top Speed:
• Electronically governed from factory at 40 or 45 mph
Warranty:
• 12 Months/1000 Hours/or 7500 Miles
See Warranty Statement for full details
Each Price F.O.B. Petaluma, CA
Option Requested Air Conditioning
Option Requested Full Length Angled Rear View Mirror
Option Requested FM Radio w/Bluetooth and Speakers
Option Requested Extra Set of Keys
Option Requested Whelen R1LPPA Super LED Mini Lightbar, mounted
Option Requested Whelen TAZ86 Super 8 -LED Traffic Advisor
w/control head, mounted
Sub -Total (each unit with above selected options)
Quantity Requested
Sub -Total
8.25% Estimated Sales Tax
Total
$30,840.00
$ 3,720.00
$ 125.00
$ 595.00
$ 25.00
$ 935.00
$ 1.925.00
$38,165.00
x 2
$76.330.00
6.297.23
$82,627.23
Quotation includes delivery and on-site training.
Sales tax applicable at time of delivery will be shown on invoice.
Normal delivery 90-150 days A.R.O., depending on manufacturer's production schedule.
Terms: Net 30
Quotation valid for 30 days.
Thank you for your interest in this fine product. Should you have any questions or need additional
information, please let us know. We look forward to being of service.
Sincerely,
Municipal Maintenance Equipment, Inc.
2�Pwe.\
Bryce Newell,
Territory Sales Manager
CITY OF PETALUMA, CALIFORNIA
PROCUREMENT
SOLE SOURCE JUSTIFICATION
DATE: May 23, 2019
CONTACT Brian Miller- Lieutenant
VENDOR: Municipal Maintenance
Equipment
DEPARTMENT
TELEPHONE:
TELEPHONE:
JUSTIFICATION
(Initial all entries that apply)
Police
(707) 778-4368
Attachment 5
1. Amount of purchase does not exceed cui7ent 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.
X 4 This is the only equipment that meets the specialized needs of the department and
performs the intended function.
X 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.
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:
Requestor
Approvals•
Purchas
ing Officer:
Date:
17