HomeMy WebLinkAboutStaff Report 4.B 02/06/2012 Ag Itemw#4. 13
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1858
DATE: February 6,2012
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan Fish, Chief of Police and Bill Mushallo, Finance Director "/ 714e.al
SUBJECT: Resolution Approving the Purchase from.Downtown Ford Sales in Sacramento of
Four 2011 Ford Crown Victoria Police Vehicles in the Amount of$108,206.04
and One 2012 Ford F-250 Animal Control Vehicle in the Amount of$39,796.67
and Authorizing;the:City Manager to Include the.Purchases and Vehicle
Equipment,Installation Costs in Mid-Year Budget Adjustments
RECOMMENDATION:
It is recommended the City Council approve the attached Resolution Approving the Purchase
from Downtown Ford Sales in Sacramento of Four 2011 Ford Crown Victoria Police Vehicles in
the Amount of$108,206.04 and One 2012 Ford F-250,Animal Control Vehicle in the;Amount of
$39,796:67 and Authorizing the City Manager to Include the Purchases and Vehicle Equipment
Installation Costs in Mid-Year Budget Adjustments.
BACKGROUND:
All of the vehicles to be purchased under this resolution are replacement vehicles as outlined
below:
Patrol Vehicles. Prior to the economic downturn, the Police Department implemented a
consistentvehicle.replacement program, changing.out an average of five police patrol vehicles
annually: In the past;year only one patrol vehicle was replaced under a grant program. The
patrol fleet is aging and thirteen patrol vehicles are now out of warranty: 'The four patrol
vehicles to be replaced range in mileage from 81,000 to 111,000 miles. Subsequent to this action
the Police Department will still have eight patrol vehicles remaining in service that have mileage
in:exdess of 70,000 miles. Warranties have expired on all of the vehicles that are proposed for
replacement, and ongoing maintenance needs are costly.
DISCUSSION:,.
0
Agenda Review:
City Attorney Finance Director City Manager
A consistent program of vehicle replacement helps reduce,the safety risks:associated with high-
mileage police vehicles,:and,unbudgeted repair costs"that,can occur as vehicles age and
warranties expire. Additionally, as a result of higher ntileage;there.are more vehicles routinely
out of service while undergoing repairs. By replacing.these vehicles, future repair costs will be
significantly reduced as will the°risks"to police staff from operating high-mileage police vehicles
during emergency situations.
The Police Department has mixed fleet of Dodge Charger•and Ford Crown Victoria police
vehicles. Ford has stopped production of the Crown Victoria police vehicle as of the 2011 model
year,;but Downtown Ford Sales,in Sacramento was awarded the City of Sacramento contract for
these vehicles after a competitive bidding process. They still have these vehicles available in
their inventory and have agreed to:extend the contract price to the City of Petaluma. The new
vehicles will have 5-year, 100,000 mile warranties covering not only the drive trains but other
vehicle systems as well. The Crown Victoria costs $2,763 less per vehicle thanthe Dodge
Charger. By transferring equipment from the Crown Victorias being taken out of service, the
added cost of accessory equipment such as light bars,prisoner screens, push bumpers, and radio
and computer consoles can be reduced. These vehicles are notavail1able to local vendors.
Animal Control Vehicle. The vehicle currently used to transport animals is,a 2003 Ford F-250.
This was a donated vehicle..that has approximately 115,000 miles. Both the vehicle and utility
compartments'are in poor condition: This resolution authorizes the purchase of a 2012 Ford F-
250 with a new animal control body for a total cost of$39,796.67:. This purchase will also be
made from Downtown'Ford Sales in Sacramento, the dealership awarded the competitively bid
State of California contract for this type of vehicle.
Petaluma Municipal Code section 4.04.100 requires formal bidding for these purchases, however
it also•providesthat 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 that requires the City to conduct its own competitive bid process.
FINANCIAL IMPACTS:
Sufficient funding is not available in the Vehicle Replacement Fund or in the General Fund for
purchase of these vehicles. The Asset Forfeiture fund is the recommended funding source for the
patrol vehicles and has sufficient fund balance for the purchase. The balance in the Animal
Services general,donation account is sufficient for the purchase:of the animal control vehicle.
The cost of transferring and installing equipment in the four patrol vehicles will be
approximately $6,000 per vehicle. These costs will also be paid from the Asset Forfeiture fund.
This fund currently has,a balance of$841,367:57. This transaction,:including the cost of
equipment`installation, will reduce this fund by approximately $132,206.04 to $709,161.53.
The equipment transfer and installation cost for the animal control,vehicle will be approximately
$2,000 and will also be paid from the Animal Services general donation account. This fund
currently has a balance of$168,305.94. This transaction, including the cost of equipment
installation, will reduce this fund by approximately $41,796.67 to $126,509.27.
The City will be able to auction the de-serviced vehicles. The proceeds from the sale of the
animal control vehicle will be deposited into the Animal Services General Donation account.
The proceeds from the sale of the patrol vehicles will be deposited into the Asset Forfeiture
Fund.
The.Police Department will,begin saving repair costs on the replaced.vehicles immediately. It is
estimated that such savings could be in excess of$10,000 in this fiscal year alone.
ATTACHMENTS
1. =Resolution
2. Quote froth Downtown Ford,Sales for Ford Crown Victoria police vehicles
3 Quote from Downtown Ford Sales for Ford F-250 animal'control vehicle
❑. Items listed below are large in volume and are not attached to this report, but may be viewed in the
City Clerk's office.
1. City,ofSacramento Bid#11131061009 for Crown Victoria police vehicles
2. 'State of California Contract#1-11-23-20 for Ford F250 animal control vehicle
3
F�i'cc Che tc \
Resolution Approving the Purchase from Downtown Ford Sales in Sacramento of Four 2011 Ford Crown
Victoria Police Vehicles in the Amount of$108;206.04 and One 2'012 Ford F-250 Animal Control Vehicle in
the Amount of$39,796:67 and Authorizing the City.,Managerto Include the Purchases and Vehicle
Equipment Installation Costs in Mid-Year Budget Adjustments
WHEREAS, the;Cityof Petaluma Police Department requests,to purchase four (4) Ford Crown
Victoria police vehicles in the amount of$108,206.04 from Downtown Ford Sales in
Sacramento; and
WHEREAS, the City of Petaluma Police Department requests to purchase one (1) Ford F-250
animal control vehicle in the amount of$39,796.67 from Downtown Ford Sales in Sacramento;
and
WHEREAS,the Police Department has determined Downtown.Ford Sales holds,a competitive
bid contract with the City of Sacramento for the 2011 Ford Crown'Victoria police vehicles; and
WHEREAS,the Police Department has determined DowntownFord Sales holds a competitive
bid contract with the State of California for the 2012 Ford F-250 animal control vehicle; 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 COUNCIL HEREBY
(1) Approves the purchase of four(4)2011 Ford Crown Victoria'police vehicles from
Downtown Ford Sales in Sacramento in the amount of$108,206.04, subject to the
conditions and specifications contained in the proposal of Downtown Ford Sales in
response to the police departments request, and authorizes the City Manager, or his
designee, to execute any necessary documentsto complete the'purchase;'and
(2) Approves the purchase of one (1) 2012 Ford F-250 animal control vehicle from
Downtown Ford Sales in,Sacramento in the amount of$39;796.67, subject to the
conditions and specifications contained in the proposal of Downtown Ford Sales in
response to the police departments request, and authorizes the City Manager, or his
designee; to execute any necessary documents to complete the purchase; and
(3) Authorizes the inclusion of the necessary budget adjustment in the mid-year budget
adjustments as follows:
Account Number Description Amount
2320-23200-56320 Asset Forfeiture $132,206.04*
D00011210 Animal Services Donations $41,796:67*
*These amounts include the anticipated equipment installation cost of$6,000 per patrol vehicle and
$2;000 for the animal control vehicle.
THIS IS YOUR QUOTE
DOWNTOWN FORD SALES s010312 1103
525N16th Street, Sacramento, CA. 95814
916-442-6931 fax 916-491-3138
QUOTATION,
Customer 1 1
Name M. CHRISTIANSEN Date 1/3/2012 _
Address PETALUMA 'REP SANDRA
City State CA Phone 916-442-6931
Phone VIA EMAIL J- FOB SACRAMENTO
Qty Description Unit Price TOTAL
4 2011 FORD CROWN VICTORIA POLICE SEDAN $23,481.00 $93,924.00
CITY OF SACRAMENTO PIGGYBACK
4 TUTONE PAINT, ALL DOORS/ROOF WHITE $454.00 $1,816.00
4 EXTENDED WARRANTY PREMIUM $2,325.00 $9,300.00
5 YEAR/ 100,000 MILE/$0 DEDUCTIBLE
-4 PROMPT PAY DISCOUNT $1,313.00 ($5,252.00)
5%WITH PAYMENT IN 20 DAYS OF DELIVERY
Subtotal $99,788.00
Payment Details Delivery $400.00
O Cash Taxes SONOMA950% $7,983.04
® Check CA.Tire Tax $35.00
O Credit Card TOTAL $108,206.04
Name ..
CC'# Office Use Only
Expires
S
THIS, IS YOUR QUOTE
_._ .
DOWNTOWN s010312 1103
• NTOWN FORD SALES
..,
. 525 N16th Street Sacramento, CA. 95814
916‘442-6931fax 916491-3138
.. _
QUOTATION
,- customer Customer ' '■
Name M. CHRISTIANSEN Date 1/17/2012
Address PETALUMA .. . REP
SANDRA
City _ State CA Phone
916-442-6931 _..
Phone VIA EMAIL FOB SACRAMENTO
./. -
I
Q4!IIIIT
Description Unit Price TOTAL
1 2012 FORD F250 4X2 REG CAB BOXDELETE
'$16,651.00 $16,651.00
STATE OF CALIFORNIA.CONTRAOT 1-11-23-20 .
1 UPGRADE TO SUpEliCA13 . $3;759.00 $3,759.00
1 ADD DAYTIME RUNNING LAMPS $41.00 $41.00
1 ADD 40/20140 CLOTH BENCH SEAT $652.00 $652.00
1 ADD HD SERVICE SUSPENSION $118.00 $118.00
1 ADD POWER GROUP $1,008.00 $1,008.00
1 ADD EXTENDED EXTRA CARE WARRANTY $2240.00 $2,240.00
6YEAR/100;000 MILE/.$100 DEDUCTIBLE
• .
. ,_
1 •ADD DIAIVIOND ANINIAL CONTROL BODY $12,445.00 $12445.00
SEE ATTACHED
, .
LEAD TIME IS Apemix 12 WEEKS
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Subtotal $36,914.00
7...-- Payment Details
...\ Delivery $100.00 .
0 Cash Taxes SONOMA 11.150% $2,773.92
0 Check CA Tire Tax ' $8.75
0 , Credit Card TOTAL $39,796.67
Nanie
CC# . Office Use Only -
Expires
$500 DEDUCTIBLE WITH PAYMENT IN 20 DAYS i
. .
L_O -
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.. ..... ....—...._..... - ,
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I Diamond Truck Body Mfg.Co.Inc., Qts
. ,
1908 E.Fretnott Street •
• Stockton,CA 95205 1 DA
1/17/
Phone: (209)943:1655 Fax: (209)943-0805
NAME/ADDRESS
- _ _ Customer Contact C
DOWNTOWN FORD —
525Ni 6TH ST. • DAVE/B1LL/SANDRA 916
, .
' SACRAIYIENTO,CA 95814 — I
. .
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_ 1
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P.O.NO. TERMS DUE DATE REP FOB PROJECT
i. , .
• r. NET 10 Imam IC .
ITEM' DESCRIPTION CITY •
. 2012 STATE CONTRACT[ANIMAL CONTROL BODY] '
CITY OF PETALUMA.
. i
. . .
' 502 DIAMOND ANIMAL CONTROL TRANSPORT BODY.
• .
MODEL#AB-AC6-96 PAINTED WHITE AND INSTALLED TO I
MOUNT ON FORD SUPER DUTY,3/4 TON.57"CA.WHITE IN
COLOR.V
. •
PRICE INCLUDES:
•
, • --(61 Si X LIVE ANIMAL COMPARTMENTS. :
:
—[1]REAR TOOL COMPARTMENT:[UPPER REAR]
--[1]DEAD ANIMAL COMPARTMENT.[LOWER REAR]
—SIDE ACCESS DOORS FOR-DEAD,COMPARTMENT.
' I
ONE WAY SAFETY,CAGE DOORS [LIVE CAGES] . .
SWINGING COMPARTMENT PARTITION
• --LIVE ANIMAL COMPARTMENTS VENTEOLLOUVERSj
, .
,.• . . —STAINLESS STEEL SLOPING INNER CAGE FLOORS
-.-SLOPE FLOORS TO THE OUTSIDE. -
, . .
' • . --EXPANDED METAL CAGE PARTITIONS.
,
. ' . --(1)SICK ANIMAL COMPARTMENT.DRIV.REAR COMP. :
--INTERIOR CAGE LIGHTING.SWITCH INEAB. .
. . . :
--GAS SHOCK DOOR HOLDERS [OUTER DOOR]
• 42]12YROOF MOUNTEDEXHAUST FANS.SWITCH IN'
. . - .
' • Quoted bi John Cooper Ibis bid is valid for 30 days.thank you fa'sthe oPportunity to bid .
your order: TOTAL
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• AUTHORIZATION SIGNATURE
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Diamond Truck Body Mfg.Co.Inc., U
1908 E.Fremont Street
Stockton,CA 95205 DA1
1/17/2
Phone: (209)943-1655 Fax: (209) 943-0805 - f
NAME/ADDRESS Customer Contact Ci
DOWNTOWN FORD DAVE/BILUSANDRA 916-St
SACRAMENTO;CA 95814
• F
P.O._NO. TERMS DUE DATE REP FOB PROJECT •
NET 10 I/17/2012 SC
- I
ITEM DESCRIPTION QT'
--UNDER
. --REAR BUMPER WITH STANDARD LIGHTS.
--ALUMINUM RAMP UNDER FRONT COMPARTMENTS •
• —RAMP. PULL OUT CURB SIDE ONLY. '
—PAINTED FORD WHITE:
•
504 ALUMINUM DEAD ANIMAL'CRAY.STAINLESS STEEL
HANDLES PROVIDED. •
504 FRONT MOUNTED ANALOG THERMOMETER VISIBLE 1;
FROM DRIVER SEAT. -- -
ALL THE ABOVE PRICES ARE DEALER COSTS.
QUOTED BY JOHN,COOPER. PLEASE SIGN AND FAX BACK
• WITH VEH.ORDER NUMBER ATTACHED. j •.
Quoted by John Cooper This bid is valid for.30 days.thank you for the opportbnity to bid TOTAL
order• -
AUTHORIZATION SIGNATURE •
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