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HomeMy WebLinkAboutItem 2g: Contract with Advantaged Ford for (1) Ford Taurus Vehicle Oy,IAOpN,9 r in a..ua n u,iwe 4010l0yOf1" STAFF REPORT Public Works Services Department DATE: January 17, 2012 TO: Mayor and City Council FROM: Tom Tait, Public Works Services Director Prepared by: Dave McVey, General Services Superintendent SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A PURCHASE ORDER CONTRACT WITH ADVANTAGED FORD FOR THE PURCHASE OF ONE (1) FORD TAURUS PASSENGER VEHICLE IN THE AMOUNT OF $28,699.08 Recommendation: Approve SUMMARY tripe The 2011-12 Equipment Replacement Budget provides for the replacement of one (1) black and white patrol vehicle. However, the replacement of the patrol vehicle is being rescheduled to next fiscal year and instead staff is recommending that the City Council award a purchase order contract to Advantage Ford for the purchase of one (1) 2012 Ford Taurus (passenger vehicle) to replace a detective vehicle that was totaled in a car crash on October 5, 2011. DISCUSSION On October 5, 2011, Police Detective unit asset #80065, a 2000 Ford Crown Victoria with 97,042 miles, was involved in an accident that resulted in the car being declared a total loss by the City's insurance company. According to the City's insurance company vehicle replacement policy, they will pay for the purchase of a new vehicle as long as it is comparable in cost, model and type as the previous vehicle that was totaled. However, the City's insurance policy requires that we pay the deductible, which is $10,000. Funds in the amount of $33,708 is budgeted in the 2011-12 Equipment Replacement Budget for the purchase of one (1) black and white patrol vehicle. This does not include funds to replace communication equipment. However, the Dodge Charger patrol vehicles have had many engine problems that have resulted in having to replace engines prematurely. Additionally, other mechanical problems with the Dodge Chargers have had an impact on the Arcadia Police Department's (APD) Vehicle Maintenance Page 1 of 3 Mayor and City Council January 17, 2012 Budget. Therefore, it is the recommendation of both the Police Chief and Public Works Services Director that the City moves away from the Dodge Chargers and look into purchasing Chevy Caprice for Police patrol vehicles. Staff will be working with APD to move forward with replacing Dodge Chargers with the Chevy Caprice according to the City's Equipment Replacement criteria in Fiscal Year 2012-13. As a result of an accident involving a Police Detective vehicle, staff is recommending to reschedule the replacement of a 2006 Dodge Charger patrol vehicle this fiscal year and instead, purchase a 2012 Ford Taurus detective vehicle. Public Works Services (PWS) staff met with Arcadia Police Department (APD) management staff to discuss the change to see if it would have an impact on APD operations. APD stated that they were fine with the change and that it would not adversely impact their operations. As a result, the new Ford Taurus will replace a detective vehicle that meets the City's Vehicle Replacement criteria and the 2006 Dodge Charger patrol vehicle will be rescheduled in next year's Equipment Replacement Budget. Notice inviting bids and bid packages were distributed to four (4) local dealerships. On December 22, 2011 bids were opened at the Public Works Service Department with the following results: Bidder Location Amount Advantage Ford Duarte CA $28,699.08 Colley Ford Glendora CA No response Bob Wondries Ford Alhambra CA No response Ed Butts Ford La Puente No response Although Advantage Ford was the only vendor who submitted a bid, staff determined that their bid cost is within fair market value. Staff has also reviewed their bid documents for content and determined that Advantage Ford is the lowest responsible bidder to provide this vehicle. Therefore, staff recommends that the City Council award a purchase order contract to Advantage Ford for the purchase of one (1) Ford Taurus passenger vehicle for the Arcadia Police Department in the amount of$28,699.08. FISCAL IMPACT $33,708 is available from the 2011-12 Equipment Replacement Fund as part of the Police Department's Vehicle Replacement Budget. Since the vehicle to be replaced was involved in an accident, the City's insurance company will cover a majority of the cost of the vehicle ($18,699.08) and the remaining vehicle cost of$10,000 (insurance deductible) will be paid by the City using its 2011-12 Equipment Replacement Fund. Page 2 of 3 Mayor and City Council January 17, 2012 RECOMMENDATIONS 1. Authorize the City Council to award a purchase order contract with Advantage Ford for the purchase of one (1) Ford Taurus passenger vehicle in the amount of$28,699.08 2. Waive any informality in the bid or bidding process 3. Authorize the City Manger to execute a contract in a form approved by the City Attorney. Approved by: 3)6 -ez?sPe.ye.,r.D Donald Penman, City Manager TT:DM koiew Page 3 of 3