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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
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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.
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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
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