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HomeMy WebLinkAboutItem 10c - Purchase of Police Administrative VehiclesPurchase Order for Police Administrative Vehicles September 18, 2018 Page 1 of 3 DATE: September 18, 2018 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Tyler Polidori, General Services Superintendent SUBJECT: PURCHASE ORDER WITH 72 HOUR LLC DBA NATIONAL AUTO FLEET GROUP FOR THE PURCHASE OF ONE 2019 FORD EXPLORER AND ONE 2019 TOYOTA HIGHLANDER IN THE AMOUNT OF $84,040.13 Recommendation: Approve SUMMARY The Fiscal Year 2018-19 Equipment Replacement Fund provides for the replacement of two administrative vehicles in the Police Department. Using Sourcewell, formerly known as the National Joint Powers Alliance, 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 72 Hour LLC dba National Auto Fleet Group for the purchase of two vehicles, one 2019 Ford Explorer and one 2019 Toyota Highlander, in the amount of $84,040.13. This amount includes sales and other applicable taxes. DISCUSSION The Fiscal Year 2018-19 Equipment Replacement Fund provides for the replacement of two administrative vehicles in the Police Department. The two vehicles being replaced meet the mileage, age, and/or maintenance requirements of the City’s Vehicle Replacement Program. The two proposed vehicles are a 2019 Ford Explorer and a 2019 Toyota Highlander. These vehicles will replace a 2014 Ford Explorer and a 1998 Ford Crown Victoria. The Police Department has selected the 2019 Ford Explorer for administrative use in an effort to maintain fleet standardization with the Ford Explorer Police Interceptor Patrol vehicle. Fleet standardization allows for decreased maintenance repair time and reduces part inventory size. The Ford Explorer is equipped with a powerful engine and all-wheel drive, which offers the superior handling required during a police pursuit. Purchase Order for Police Administrative Vehicles September 18, 2018 Page 2 of 3 Additionally, this vehicle has large capacity for storing police gear, and the seats accommodate gun holsters and belts. The 2019 Toyota Highlander was selected for its modest styling, reliability, and storage capacity. The Toyota Highlander vehicle will be used to transport Police Department administrative staff and equipment during assignments that require officers to practice low-profile, unassuming tactics. The Highlander is not traditionally associated with police operations; therefore, this vehicle has the ability to blend in with surrounding traffic and elude detection. Like the Ford Explorer, the Toyota Highlander is equipped with a powerful engine, all-wheel drive, and has an excellent reliability record. The California Government Code authorizes public agencies to participate in cooperative purchasing agreements such as those established by Sourcewell 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 vehicles at a lower cost than traditional competitive bidding. Sourcewell awarded a contract to 72 Hour LLC dba 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 72 Hour LLC National Auto Fleet Group have been reviewed by the Public W orks Services Department and both have been determined to meet the City’s procurement requirements. A copy of the agreement between Sourcewell and 72 Hour LLC dba National Auto Fleet Group is attached. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The cost for the 2019 Ford Explorer is $45,744.71 and the 2019 Toyota Highlander is $38,295.42. The total cost for both vehicles is $84,040.13. The cost to outfit and prepare each vehicle by an outside contractor is approximately $4,000, which is procured under a separate purchase order. The outfitting cost includes installation of all communication equipment, emergency lighting, and fueling transmitter packages. The total purchase price and outfitting costs for the two administrative vehicles is estimated at $92,040.13. Sufficient funds have been budgeted in the Fiscal Year 2018-19 Equipment Replacement Fund for the purchase and outfitting of two administrative police vehicles. Purchase Order for Police Administrative Vehicles September 18, 2018 Page 3 of 3 RECOMMENDATION It is recommended that the City Council approve a Purchase Order with 72 Hour LLC dba National Auto Fleet Group for the purchase of one 2019 Ford Explorer and one 2019 Toyota Highlander in the amount of $84,040.13. Attachment: 72 Hour LLC dba National Auto Fleet Group Proposals