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HomeMy WebLinkAboutItem 2d - Purchase of Police Patrol Vehicles Purchase Order for Police Vehicles July 18, 2017 Page 1 of 2 DATE: July 18, 2017 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Paul Cranmer, Deputy Public Works Services Director SUBJECT: PURCHASE ORDER WITH 24 HOUR LLC, DBA NATIONAL AUTO FLEET GROUP FOR THE PURCHASE OF FOUR FORD EXPLORER BLACK AND WHITE POLICE PATROL VEHICLES IN THE AMOUNT OF $142,675.84. Recommendation: Approve SUMMARY The Fiscal Year 2017-18 Equipment Replacement Fund provides for replacement of four patrol vehicles in the Police Department. Using the National Joint Powers Alliance (“NJPA”) cooperative purchasing program enables the City to streamline the process of procuring these vehicles and receive the best price possible. It is recommended that the City Council approve a purchase order with 24 Hour LLC, DBA National Auto Fleet Group, for the purchase of four Ford Explorer black and white police patrol vehicles in the amount of $142,675.84. DISCUSSION The Fiscal Year 2017-18 Equipment Acquisition Budget provides for the replacement of four patrol vehicles in the Police Department. The four vehicles that will be replaced meet the mileage, age, and/or maintenance requirements of the City’s Vehicle Replacement Program. The proposed four black and white vehicles are 2017 Ford Explorer Police Interceptor Patrol Utility Vehicles, and they will replace one 2009 Chevrolet Tahoe, and three 2011 Ford Crown Victoria vehicles. The Police Department has selected the 2017 Ford Explorer Police Interceptor Patrol Utility Vehicle model for black and white pursuit vehicles as it is equipped with a 3.7-liter V-6 engine and is all-wheel drive with ballistic doors. These features provide superior handling during high speeds, and improved accessibility when entering and exiting the vehicle. Additionally, this vehicle is larger in capacity for storing police gear, and the seats accommodate gun holsters and belts. The rear bench seat can also fold flat for additional storage, and the vinyl upholstery cleans easily. Furthermore, this model has proven to be more fuel efficient than previous police pursuit vehicles, is prewired for Purchase Order for Police Vehicles July 18, 2017 Page 2 of 2 emergency lighting accessory installations, and most area police departments are transitioning to sport utility models for patrol vehicles. California Government Code authorizes public agencies to participate in cooperative purchasing agreements such as those established by the NJPA while still remaining within the City’s adopted rules and procedures for purchasing. By utilizing a cooperative purchasing program, the City is able to streamline the procurement process and purchase equipment at a lower cost than traditional competitive bidding. The NJPA awarded a contract to 24 Hour LLC, dba National Auto Fleet Group (“National Auto Fleet Group”) for vehicles, cars, vans, SUV’s, and light trucks with related equipment, accessories, and services. The bidding process and the contract with National Auto Fleet Group have been reviewed by the Public Works Services Department and both have been determined to meet the City’s procurement requirements. A copy of the agreement between the National Joint Powers Alliance (“NJPA”) and National Auto Fleet Group is attached. FISCAL IMPACT The cost for each black and white Ford Explorer Police Interceptor Patrol Utility Vehicle is $35,668.96, for a total vehicle cost of $142,675.84. The total cost to outfit and prepare the four vehicles is approximately $64,000. This includes installation of all communication equipment, emergency lighting, and fueling transmitter packages. With outfitting, the total cost for the four vehicles is estimated at $206,675.84. Funds in the amount of $228,800 have been budgeted in the Fiscal Year 2017-18 Equipment Replacement Fund for vehicle acquisition, lighting, and telecommunications equipment. Therefore, sufficient funds are available for this purchase and the associated outfitting. The unused funds will go back to the Equipment Replacement Fund balance. RECOMMENDATION It is recommended that the City Council approve a purchase order with 24 Hour LLC, DBA National Auto Fleet Group, for the purchase of four Ford Explorer black and white police patrol vehicles in the amount of $142,675.84. Attachment: National Joint Powers Alliance Contract Opportunity Notice Vehicles, Vans, Cars, SUVs, and Light Trucks Category:Goods with Related Equipment, Accessories and Interested vendors (bidders) who wish to submit a response to this Services opportunity should register their interest by downloading the Opportunity Information document(s) from the bid package. Organization:National Joint Powers Alliance (NJPA) on Expressing interest means that you behalf of Alberta Association of Municipal will automatically receive an e-mail Districts and Counties notification each time an amendment is made to the Organization Address: opportunity for which you have 'expressed an interest'. Reference Number:AB-2016-06512 Solicitation Number:2016-120716 Solicitation Type:Request for Proposal Posting (MM/dd/yyyy):10/25/2016 04:00:00 PM Alberta Time Closing (MM/dd/yyyy):12/07/2016 03:30:00 PM Alberta Time Last Update (MM/dd/yyyy):10/25/2016 03:30:41 PM Alberta Time Agreement Type:AIT & NWPTA Region of Opportunity:Open Region of Delivery:Alberta Opportunity Type:Open & Competitive Commodity Codes: N2310H50: Station Wagon, Compact Size N2320Q81: Truck, Light, Crew Cab, 8100 LB GVWR, Long, 4 X 4 N2310003: Passenger Motor Vehicles - Domestic N2320Q00: Truck, Light, Pick-Up, Extended Cab, 5500 lb GVWR N2320L51: Truck, Light, Utility, 4 X 4 N2310D0S: Coupe, Mid-Size, 2 Door, 8 Cylinder, Police Duty N2320T40: Truck, Light, Van, 5500 lb GVWR N2310D3T: Passenger Cars, Mid-Size, Speciality, Police Duty, Unmarked N2320T60: Truck, Light, Van, 6000 lb GVWR N2320N00: Truck, Light, Pick-Up, 5,300 lb GVWR N2320N70: Truck, Light, Pick-Up, Minimum 995kb, CVWR, VW N2310D5F: Sedan, Compact, 4 or 6 Cylinders, Police Duty, GMV Spec D5F N2310E00: Station Wagon, Standard Size, Police Duty N2310B00: Passenger Cars, Full-Size Sedan, Police Duty, Marked N2310A00: Passenger Cars, Full-Size Sedan, Police Duty, Unmarked N2320N61: Truck, Light, Pick-Up, Min. 6000 lb GVWR, 4 X 4 N2340001: Motorcycles and Motor Scooters N2310: Passenger Motor Vehicles N2320: Trucks and Truck Tractors, Wheeled N2310D50: Sedan, Compact Size N2320L61: Truck, Light, Utility, 4 X 4, 100 lb Pay Load N2320Q21: Truck, Light, Pick-Up, Extended Cab, 7900 lb GVWR, 4 X 4 N2320T20: Truck, Light, Van, 4500 lb GVWR N2320S50: Truck, Light, Forward Control (Step Van) Cargo Carrying N2310N: Passenger Motor Vehicles, Electric N2310D51: Sedan, Compact, 4 X 4 N2320N40: Truck, Light, Pick-Up N2310002: Passenger Motor Vehicles - Imported N2320001: Trucks, Commercial, Light Duty (10,000 lbs. GVW or Under) N2320Q01: Truck, Light, Pick-up, Extended Cab, 5500 lb GVWR, 4 X 4 N2320N01: Truck, Light, Pick-Up, Compact, 4 X 4 Response Submission: Details may be obtained by letter of request to Jonathan Yahn, NJPA, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479, or by e-mail at RFP@njpacoop.org. Response Contact: Yahn, Jonathan Contracts and Compliance Officer 202, 12th Street NE P.O. Box 219 Staples, MN 56479 Tel: (218)895-4144 Email: rfp@njpacoop.org Response Specifics: Proposals will be received until December 7, 2016 at 4:30 p.m. Central Time at the above address and opened December 8, 2016 at 8:30 a.m. Central Time. Opportunity Description: The National Joint Powers Alliance® (NJPA), on behalf of NJPA and its current and potential member agencies, which includes all governmental, higher education, K-12 education, not-for-profit, tribal government, and all other public agencies located in all fifty states, Canada, and internationally, issues this Request For Proposal (RFP) to result in a national contract solution for the procurement of #120716 VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES APC "Opportunity Notices" This notice is provided for information purposes only. Refer to the "Opportunity Documents" in the bid package for authoritative information. All queries pertaining to the language, content or any missing or inaccurate information within this abstract must be sent to its originator of the abstract, as specified in the opportunity notice. © APC - All rights reserved. No part of the information contained in this Web Site may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior written permission of the Manager, Centre of Expertise via: SA.APCRequests@gov.ab.ca. Her Majesty the Queen in right of Alberta and the Alberta public sector entities that use APC are not responsible or liable for the accuracy of the information contained in the publication. It is the responsibility of interested parties to review the opportunity posting for changes or updates prior to the opportunity closing date/time. VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES 120716 Closing Date: 12/07/2016 04:30:00 PM CT Detail: ABOUT SSL CERTIFICATES National Joint Powers Alliance :: - Vehicles, Cars, Vans, SUVs, and Light Trucks with Related Equipment, Accessories, and Services Home 888.894.1930 Contact Us About UsCooperative PurchasingStatewide/Regional SolutionsOrganizational Home > Cooperative Purchasing >Become a Vendor >Current & Pending Solicitations > - Vehicles, Cars, Vans, SUVs, and Light Trucks with Related Equipment, Accessories, and Services Cooperative Purchasing - Vehicles, Cars, Vans, SUVs, and Light Trucks with Related Equipment, Accessories, and Services Procurement Process About Us The National Joint Powers Alliance® (NJPA), on behalf of NJPA and its current and potential member agencies, which includes all governmental, higher education, K-12 education, not-for-profit, tribal government, and all other public Affiliations & Relationships agencies located in all fifty states, Canada, and internationally, issues this Request For Proposal (RFP) to result in a Become a Member national contract solution for the procurement of #120716 VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES. Details of this RFP are available beginning October 21, 2016. Become a Vendor Details may be obtained by letter of request to Jonathan Yahn, NJPA, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479, or by e-mail at RFP@njpacoop.org. Proposals will be received until December 7, 2016 at 4:30 p.m. Central Get to Know NJPA Time at the above address and opened December 8, 2016 at 8:30 a.m. Central Time. Current & Pending Solicitations - Indefinite Quantity Construction Pre-Proposal Conference: November 16, 2016 at 10:00 am CT Contracting Systems and related Sealed proposals due: December 7, 2016 at 4:30 pm CT services Proposals will be publicly opened: December 8, 2016 at 8:30 am CT - Flooring with related NJPA reserves the right to reject any and all proposals. equipment, products, supplies, To Obtain RFP documents do one of the following: installation, and services 1. E-mail rfp@njpacoop.org, an email will be sent back to you with the documents 2. Send a letter of request to - Automotive and Truck National Joint Powers Alliance: Replacement Parts and Tires with Attn: Contracts and Compliance Department 202 12th Street NE, Staples, MN 56479 Related Equipment, Accessories, 3. Complete the RFP Document Request Form below, this will redirect you to a page where you can get the documents immediately. and Services - Class 6,7, and 8 Chassis with RFP Document Request Form (this will redirect you to a page to Related Equipment, Accessories, download the documents): and Services Vendor Name * - Multi-Function Copiers, Printers, Vendor Address * and Equipment Vendor City * - Express Courier, Overnight, Vendor State * Vendor Zip Code * Ground Delivery Logistics Vendor Phone Number * Services Contact Name * - Elevators, Escalators, and Contact Email * Moving Walks with Related Submit Equipment, Services, Accessories and Supplies - Forklifts, Lift Trucks, and Related Material Handling Equipment, Attachments, Accessories, and http://www.njpacoop.org/cooperative-purchasing/become-vendor/current-pending-solicitations/vehicles-cars-vans-suvs-and-light-trucks-related-equipment-accessories-and-services/\[10/25/2016 8:38:12 AM\] National Joint Powers Alliance :: - Vehicles, Cars, Vans, SUVs, and Light Trucks with Related Equipment, Accessories, and Services Services - Pest Management with Related Products and Services - Classroom Audio Technology Equipment with Related Accessories, Services, and Supplies - Public Safety and Emergency Mangement Related Equipment, Supplies, and Services - Vehicles, Cars, Vans, SUVs, and Light Trucks with Related Equipment, Accessories, and Services Vendor Reference Guide Contracts - General Contracts - Fleet Contracts - ezIQC Construction Cooperative Health Current & Pending Solicitations FAQs How to Purchase State Legal References NJPA Access for Vendors Public Sector Insured Deposit Search Vendors & Products Vendor Newsletter What Can NJPA Do For You Procurement Plaza http://www.njpacoop.org/cooperative-purchasing/become-vendor/current-pending-solicitations/vehicles-cars-vans-suvs-and-light-trucks-related-equipment-accessories-and-services/\[10/25/2016 8:38:12 AM\] National Joint Powers Alliance :: - Vehicles, Cars, Vans, SUVs, and Light Trucks with Related Equipment, Accessories, and Services Become a Become a MEMBER VENDOR ©2016 NATIONAL JOINT POWERS ALLIANCE® CONTACT USBECOME A MEMBERBECOME A VENDOR 202 12th Street NE National Cooperative Contract SolutionsContract DirectoryCurrent & Pending Solicitations P.O. Box 219 Press RoomList of NJPA ContractsVendor Get To Know Us Staples, MN 56479 SitemapMembership ApplicationVendor Reference Guide 888-894-1930 States Legal AuthorityMember Testimonials TestimonialsWho is NJPA? Website Credits http://www.njpacoop.org/cooperative-purchasing/become-vendor/current-pending-solicitations/vehicles-cars-vans-suvs-and-light-trucks-related-equipment-accessories-and-services/\[10/25/2016 8:38:12 AM\] Header Dates Details NoticeDescription Contact(s) Contracting Authority \[Go Back To Agency View\]\[Bid Board\] Chat HelpLogout HomeSearchBrowseMy StuffTools Bid RFP #120716 - VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES. Bid TypeRFP Questions Bid Number120716 0 Questions \[View/Ask Questions\] TitleVEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES. Start DateOct 25, 2016 8:47:44 AM CDT End DateDec 7, 2016 12:00:00 AM CST AgencyNJPA Bid ContactGinger Line (218) 894-5483 ginger.line@njpacoop.org 202 12th Street NE P.O. Box 219 Staples, MN 56479-0219 Description The National Joint Powers Alliance® (NJPA), on behalf of NJPA and its current and potential member agencies, which includes all governmental, higher education, K-12 education, not-for-profit, tribal government, and all other public agencies located in all fifty states, Canada, and internationally, issues this Request For Proposal (RFP) to result in a national contract solution for the procurement of #120716 VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES. Details of this RFP are available beginning October 21, 2016. Details may be obtained by letter of request to Jonathan Yahn, NJPA, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479, or by e-mail at RFP@njpacoop.org. Proposals will be received until December 7, 2016 at 4:30 p.m. Central Time at the above address and opened December 8, 2016 at 8:30 a.m. Central Time. Delivery Information Jonathan Yahn, NJPA, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 Pre-Bid Conference Date Nov 16, 2016 10:00:00 AM CST Location Webcast/Conference Call Documents No Documents for this bid Customer Support: vendorsupport@publicpurchase.com | Copyright 1999-2016 © | The Public Group, LLC. All rights reserved. USA TODAY 4DLIFE MOVIES The Accountant.been the biggest fall performertion battle between Donald Bryan Alexander In a record-breaking 2015, the($118.4 million to date). Trump and Hillary Clinton is in- @BryAlexand The increasingly crowded en-creasingly taking eyeballs, Derga- USA TODAY Politics and $960.8 million for the same peri-tertainment marketplace plays arabedian says. od (Sept. 8 through Oct. 18).large factor, says Paul Dergarabe-The Nov. 4 weekend should entertainment No “lm this fall has truly dian, senior media analyst for ing, down about 16% from thebroken out like Matt DamonscomScore. Benedict Cumberbatch appearing same period last year, according The Martian($228.4 million to-Thats demonstrated by sportsas Marvels Doctor Strange and alternatives to the tracking service comScore.the animated Trolls stepping up. Post-summer moviegoers have“ce analyst for Exhibitorred carpetat The Accountant pre- drag down shelled out $807 million at the The miere so he could watch a keyhero this fall, and Doctor Strange Accountant, nor Tom Hanks incould be just that,Ž Dergarabe- $24.7 million last weekend for Sully „ though the latter hasthe historic news-making elec-dian says. Regular Meeting Minutes of the NATIONAL JOINT POWERS ALLIANCE® Board of Directors Tuesday, February 17, 2017 Conference Room 3 th St. NE, Staples, MN 56479 202 12 Chair Wilson called the Regular Board meeting to order at 6:20p.m. with the following members present: Barb Neprud, Mark Gerbi, Mary Freeman, Scott Veronen, Greg Zylka, Ryan Thomasand Mike Wilson. Also present were Stephen Jones, Little Falls School District and Chris Lindholm, Pequot Lakes School District, Ex-Officios; Chad Coauette, Susan Nanik, Misty Myers, Paul Drange, Jeremy Schwartz, Mike Carlson, Jamie Loken, Greg Raether, and Deb Cervantez, NJPA staff. Ms. Freeman moved, seconded by Ms. Neprud to accept the agenda as amended. Motion carried. Mr. Gerbi moved, seconded by Mr. Thomas to accept the minutes of the Regular Board Meeting held on January 17, 2017. Motion carried. Mr. Carlson presented the monthly Financial Reports and a year-to-date budget update. Ms. Freeman moved, seconded by Mr. Gerbi to approve the check register and Treasurer’s Report of Cash, Revenues, and Expenditures and to pay all vendor disbursements #92291 to #92549. Motion carried. Ms. Freeman moved, seconded by Ms. Neprudto approve all Wire Transfers #155 to #176. Motion carried. Mr. Veronen moved, seconded by Ms. Neprud to accept the Consent Agenda as follows: Updated Membership Agreements Members added January 1-31, 2017 Permission to Solicit Electric Vehicle ChargingStations with Related Equipment and Installation, Maintenance, and Management Services Motion carried. Sara Nagel joined the meeting. Mr. Raether gave a day in the life of an NJPA employee presentation on his role as Network and Systems Engineer. Mr. Drange gave an update on Regional Programs. Ms. Nanik gave an update on the Facilities, Human Resources, and Marketing Departments. Mr. Carlson gave an update on the Finance, and Risk Management Departments. Mr. Loken gave an update on the Information Technology Department. Ms. Myers gave an update on the Legal and Government Relations Department. Mr. Schwartz gave an update on the Cooperative Contract Purchasing and Procurement Departments. Mr. Schwartz gave an update on the following new contractsawarded in January as noted in Appendix A. Ms. Nagel moved, seconded by Mr. Zylka to approve the pay equity report. Motion carried. Ms. Neprud moved, seconded by Mr. Veronen to appoint Mr. Zylka to the Board of Trustees. Motion carried. Ms. Neprudmoved, seconded by Ms. Nagel to accept the following resignations and open the positions: Lori Cronquist, Collaborative Service Worker, effective February 9, 2017 Daniel Huebsch, Collaborative Service Worker, effective February 13, 2017 Lisa Morgan, Education Program Coordinator, effective February 9, 2017 Jonathan Yahn, Contracts and Compliance Manager, effective March 15, 2017 Motion carried. Ms. Nagel moved, seconded by Mr. Gerbi to approve hiring: Tom Olson, Building & Grounds Worker, effective January 30, 2017 Ryan Donovan, Manager of Insurance & Risk Management, effective February 27, 2017 Rebecca Cromwell, Manager of Human Resources, effective March 27, 2017 Motion carried. Mr. Veronenmoved, seconded by Mr. Thomas to approve the following position descriptions and open positions: Marketing Projects Coordinator IT Support Specialist III IT Systems Administrator Motion carried. Ms. Nanik gave the staffing update. Dr. Coauette gave an update on MSC and National Cooperative Procurement Partners. Ms. Nagel moved, seconded by Mr. Veronen to adjourn the meeting at 8:45 p.m. Motion carried.