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HomeMy WebLinkAboutItem 12t - Purchase of Police Patrol VehiclesPurchase Order for Police Patrol Vehicles August 20, 2024 Page 1 of 3 DATE: August 20, 2024 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Carlos Aguilar, General Services Superintendent SUBJECT: PURCHASE ORDER WITH MICHAEL HOHL MOTOR COMPANY FOR THE PURCHASE OF SIX CHEVROLET TAHOE POLICE PATROL VEHICLES IN THE AMOUNT OF $399,036.54 CEQA: Not a Project Recommendation: Waive the Formal Bid Process and Approve SUMMARY The Fiscal Year 2022-23, Fiscal Year 2023-24, and Fiscal Year 2024-25 Equipment Replacement Funds provide for the replacement of patrol vehicles in the Police Department. Due to unprecedented manufacturer delays and persistent supply chain issues that have continued since the COVID-19 pandemic, obtaining police pursuit vehicles has been extremely challenging. After an extensive search, the Public Works Services Department has identified a vendor that can quickly supply and deliver six Police Patrol vehicles. It is recommended that the City Council approve a sole source Purchase Order with Michael Hohl Motor Company for the purchase of six Chevrolet Tahoe Police Patrol vehicles, in the amount of $399,036.54. BACKGROUND The Fiscal Year 2022-23 Equipment Replacement Budget provided for the replacement of six patrol vehicles in the Police Department. In November 2022, an order for six patrol vehicles was placed with the National Auto Fleet Group, a nationwide cooperative purchasing program the City has successfully used for over a decade. Of the six, only three patrol vehicles were delivered, with two arriving in March 2024 and one that was delivered on August 5, 2024. The order for the remaining three patrol vehicles has been cancelled by the manufacturer. The Fiscal Year 2023-24 Equipment Replacement Budget provides for the replacement of three patrol vehicles. While a budget was available, the PWSD was not able to place Purchase Order for Police Patrol Vehicles August 20, 2024 Page 2 of 3 any orders due to major manufacturer production delays, as only a very limited number of police patrol vehicles were being built nationally. In April 2024, the National Auto Fleet Group notified the PWSD that an order for two Police Patrol vehicles was unexpectedly cancelled by a local municipality and offered them to the City of Arcadia for purchase. Fortunately, the two units were available for immediate delivery. This type of last-minute purchase is extremely rare and is often offered at random. The Fiscal Year 2024-25 Equipment Replacement Budget provides for the replacement of three patrol vehicles. Again, no orders could be placed due to manufacturer delays. It is likely that any police vehicle orders placed with the National Auto Fleet Group will continue to experience significant delays or face potential cancellations. Specifically, the Public Works Services Department (“PWSD”) has confirmed that any orders placed today would take six months to one year to complete. With the cancellations, the City is in need of, and has available budget for, six Police Patrol vehicles. The severe delay in the delivery of police vehicles has affected the Police Department’s operations and can impact public safety. The Police Department is currently using police vehicles that are older in age, higher in mileage, and require frequent maintenance as replacement vehicles cannot be obtained. Furthermore, several police vehicles have been permanently put out of service from accidents and mechanical issues that cannot be overcome, resulting in a serious reduction to the fleet’s size. After an extensive search, six patrol vehicles have been found for purchase and immediate delivery. The vehicles being replaced meet the mileage, age, and/or maintenance requirements of the City’s Vehicle Replacement Program. The proposed replacements for black and white patrol vehicles are 2024 Chevrolet Tahoe Police Patrol vehicles. The six vehicles to be replaced are one 2015 Ford Patrol Explorer, four 2017 Ford Patrol Explorers, and one 2019 Ford Patrol Explorer. While the City typically utilizes only Ford patrol vehicles, switching to a Chevrolet product at this time is warranted in order to replenish the fleet. DISCUSSION The new Chevrolet Tahoe Police Patrol vehicles will be equipped with a 355 horsepower 5.3L V-8 engine, 10-speed transmission for greater acceleration and fuel economy, and all-wheel drive capability. These features provide for superior handling during high-speed pursuits and best-in-class crash safety. Additionally, this vehicle has a large cargo capacity for storing police gear, high rated ballistic doors, and wide seats to accommodate gun holsters and belts. This model has also proved to be more fuel efficient than previous police pursuit vehicles and is factory prewired for emergency lighting accessory installations. Purchase Order for Police Patrol Vehicles August 20, 2024 Page 3 of 3 Funds in the amount of $530,516.45 are available in the combined Fiscal Year 2022-23, 2023-24, and Year 2024-25 Equipment Replacement Budgets for the purchase of black and white patrol vehicles. The PWSD has identified a vendor that has six Chevrolet Tahoe police pursuit vehicles in stock and ready to be delivered at a total cost of $399,036.54. After an extensive search, no other vendor has been identified as having police vehicles in stock, or can deliver vehicles without delays or cancellations. The Michael Hohl Motor Company has guaranteed the swift delivery of the critically needed police vehicles. Therefore, utilizing a sole source Purchase Order is necessary. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT The cost for each Chevrolet Tahoe Police Patrol vehicle is $66,506.09, for a total vehicle cost of $399,036.54 for six units. Funds in the amount of $530,516.45 are available in the combined Fiscal Year 2022-23, 2023-24, and 2024-25 Equipment Replacement Budgets for the purchase of black and white patrol vehicles. Therefore, sufficient funds are available for this purchase. The total cost to outfit and prepare all six vehicles is approximately $240,000 and will be handled under a separate Purchase Order utilizing separate budgets. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); waive the formal bidding process; and approve a Purchase Order with Michael Hohl Motor Company for the purchase of six Chevrolet Tahoe Police Patrol vehicles in the amount of $399,036.54. Attachment: Michael Hohl Motor Company Quote