AGENDA REPORT
Meeting Date: December 10, 2024
Item Number:
To: Honorable Mayor & City Council
From: Michael Hensley, Deputy Director of Public Works-Operations Craig Crowder, Fleet & Facilities Manager
Subject: APPROVAL OF A PURCHASE ORDER TO DANA SAFETY
SUPPLY, INC. FOR A TOTAL NOT-TO-EXCEED AMOUNT OF
$176,714.61 FOR THE PURCHASE OF THREE (3) POLICE
DEPARTMENT PATROL VEHICLES; AND
AUTHORIZE THE CITY MANAGER TO APPROVE PURCHASE
ORDERS TO VARIOUS VENDORS FOR THE NECESSARY
HARDWARE, SOFTWARE, AND RELATED I.T. EQUIPMENT IN
THE NOT-TO-EXCEED AMOUNT OF $90,000; AND
APPROPRIATION FROM VARIOUS FUNDS TOTALING $192,000
FOR VEHICLE PURCHASE AND UPFITTING COSTS
Attachments: 1. Dana Safety Supply, Inc. Black & White Patrol Price Quote
RECOMMENDATION
Staff recommends City Council waive the bidding requirements as the City is utilizing Government Concession pricing and approve a purchase order in the amount of $176,714.61 to Dana Safety Supply, Inc. for the purchase of specified “net new” Police Department vehicles; authorize the City Manager to approve purchase orders to various vendors for the necessary hardware, software, and related equipment in the not-to-exceed amount of $90,000; and approve an appropriation for vehicle purchase and upfitting costs from the General Fund, the Information Technology Fund, and the Organized Retail Theft Prevention Fund for a combined total of $192,000.
INTRODUCTION
The Public Works Fleet Services program supports City efforts to provide exceptional service to the community by procuring and maintaining over four-hundred and fifty (450) fleet vehicles and equipment. Each fleet vehicle has an estimated life expectancy based on the type of vehicle, its operational use and the effectiveness of ongoing preventative
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Meeting Date: December 10, 2024
maintenance and repair. Fleet Services staff perform routine preventative maintenance to help ensure that vehicles meet or exceed their estimated life expectancy. Each vehicle is thoroughly inspected when it meets the anticipated replacement period to assess whether replacement is warranted or if the vehicle can continue to be used past the recommended lifecycle.
DISCUSSION
During the annual City Council budgetary approval process for Fiscal Year 2024/25, the Police Department received approval to add two (2) “net new” black & white patrol vehicles to its Patrol Unit program. The approved budget enhancements (BEF #170-001b and #170-003) specified a “net new” patrol vehicle for the Metro Station, that is dedicated to that detail, and a “net new” patrol vehicle for the patrol vehicle pool, that would be available when all patrol vehicles are utilized, or when a primary patrol vehicle is out-of-service due to maintenance, warranty work, or collision repair. Funding requested covered vehicle purchase costs only; appropriations for associated fleet and technology upfitting are requested herein.
The City of Beverly Hills was awarded a grant from the State related to Organized Retail Theft (ORT) reduction. As part of this grant, the City is introducing a dual-purpose tactical and detection K9 for use in ORT response and investigations. This deployment requires a standard police interceptor vehicle with standard K9 upfitting for the care and transport of the new police canine. Initial purchase and upfitting of the vehicle is fully funded by the grant. Funding for the operation, maintenance and replacement of the vehicle will be available for the duration of the grant, through October 2026, and will then be the responsibility of the City.
Following a joint deliberation with the Police Department staff, Fleet Services concurred with the department’s request for the “net new” patrol vehicles to be a like-vehicle selection of Ford SUV Interceptors. These vehicles will provide reliability and familiarity through design-specific operational systems and are necessary to satisfy job duty requirements and also ensure that the vehicles in the City fleet are safe, reliable, modern and relevant to the user’s current and future needs. These “net new” black & white patrol vehicles will be used by the Beverly Hills Police Department as part of their efforts to keep the community safe.
After careful evaluation of various purchasing options, pricing, and vehicle availability, staff determined that it is in the best interest of the City not to proceed with its own bid process and to utilize Government Concession pricing provided by Dana Safety Supply, Inc.
Vehicle availability and shortages combined with market inflation continue to keep new and used car prices high. Therefore, staff determined that leveraging the Government Concession pricing provided by Dana Safety Supply, Inc. gives the City the best pricing opportunity and vehicle availability, as the City cannot access similarly priced vehicles that have immediate availability. The City’s requests for additions, deletions, additional keys and upfitting (customizations to a base factory vehicle) have been accounted for in the proposed pricing.
Manufacturer order bank openings and windows continue to be sporadic, which is having an impact on fleet operations across the country. The order banks are open less often, less routinely, for shorter durations and have contained very few vehicle options. In addition, vehicle manufacturers are often cancelling fleet vehicle orders with little to no notice or reasoning. Ongoing supply chain and manufacturing issues continue to drive fleet vehicle availability. Fleet Services staff has worked to become nimbler with vehicle Meeting Date: December 10, 2024
purchasing and continues to work with vendors and City departments to find vehicles that meet the application needs and are available to order. In addition, some orders, depending on the type of vehicle, are taking longer to produce and deliver. These three patrol vehicles are already built and available for the City to purchase and upfit to the Police Department’s specifications.
This request also includes funding for in-car computers, wireless data modems and related equipment, for the “net new” Police Department patrol vehicles. This equipment meets the standards as established by the Police Department and Information Technology (IT) for vehicles with a similar mission and purpose.
FISCAL IMPACT
A summary of the vendor’s price quotes for the vehicles specified by the City of Beverly Hills (Attachment 1) is as follows:
One (1) 2025 or Newer, Ford Police Interceptor (PPV), as Specified per Dana Safety Supply, Inc. Specification (Attachment 1):
$53,794.40
City of Beverly Hills Additions and Deletions: Ballistic Door Panels, Additional Keys: INCL Subtotal: $53,794.40
Tax (9.5%): $5,110.47
Tire Fee: N/A
Delivery Fee: N/A
Unit Total: $58,904.87
Unit Total (x3): $176,714.61
$130,000 of funding for the purchase of two of these “net new” vehicles is included in the Fiscal Year 2024/25 City Council approved budget. Additional appropriations of $192,000 are requested to purchase the third, grant-funded vehicle and fully outfit all three vehicles.
Category Patrol Metro ORT Total
Vehicle Purchase $ 59,000 $ 59,000 $ 59,000 $ 177,000
Fleet Upfitting 15,000 15,000 25,000 55,000
Technology Upfitting 30,000 30,000 30,000 90,000
Subtotal 104,000 104,000 114,000 322,000
FY 2024-25 Budgeted Funds Available (65,000) (65,000) - (130,000) Appropriations Required $ 39,000 $ 39,000 $114,000 $ 192,000 A breakout of required appropriations by fund is shown below.
Fund Program Amount
General Fund (001) 00102301 / Patrol Unit $ 9,000
General Fund (001) 00102305 / Metro Detail 9,000
Information Technology Fund (410) 41001501 / Information Technology 60,000 Organized Retail Theft Prevention Fund (199) 19902105 / Organized Retail Theft Prevention 114,000 GRAND TOTAL $192,000
Meeting Date: December 10, 2024
On June 18, 2024, the City Council approved the Fiscal Year 2024-25 Capital and Operating Budgets, which indicated potential financial challenges on the horizon, including forecasted deficits within the next five years. The forecasted General Fund surplus for Fiscal Year 2024-25 is due to scheduled one-time public benefit contributions of $12.5 million less the utilization of $2.0 million toward the operating deficit. The chart below displays the adjusted forecasted General Fund results for Fiscal Year 2024-25, incorporating both approved and proposed mid-year appropriations.
Jeff Muir,
Director of Finance
Shana Epstein,
Director of Public Works
Approved By Approved By
$ (1,998,905)
Council-Approved Utilization of One-Time Public Benefit Contributions (6/18/24 Item G-2) 2,000,000 Fiscal Year 2024-25 Adopted Balanced Budget[1] $ 1,095
Less Approved and Proposed Mid-Year Appropriations as of 12/10/2024 (860,014) $ (858,919)
Date Agenda Item Council Mid-Year
Appropriations
8/20/2024 Flag Reinstallation $ 74,708
11/19/2024 Approval of Salary Schedule and Associated Appropriation 306,150 11/19/2024 Flag Display Against Antisemitism 28,156
12/10/2024 Banner and Signage Fabrication - Metro Reimbursable (Pending) 451,000 12/10/2024 Public Safety Vehicle Purchase (General Fund portion) (Pending) 18,000 $ 860,014
General Fund Summary
Fiscal Year 2024-25 Projected Deficit before One-Time Public Benefit Net Impact on General Fund Unassigned Reserves or Additional Use of One-Time Public Benefit Contributions
Fiscal Year 2024-25 Mid-Year Appropriations Approved by Council [1] Exlcudes $10.5 million in anticipated one-time public benefit contributions to be considered for earmark towards Committed Fund Balance.
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Attachment 1
Item Group Component/Functional Description Price Quote
1. Contract
2. Vehicle K7D One (1) 2025 or newer Ford Police Interceptor ; to include all items specified in NJPA Master Vehicle Contract and all manufacturer's standard equipment, unless, specifically added or deleted herein
$53,794.40
MAJOR STANDARD FEATURES
3. Powertrains 3.3L DIRECT INJECTION (NON Hybrid) INCL
4. Transmission 10 Speed INCL
5. Seats/Interior Trim: Front bucket seats, 10-way power driver with manual-lumbar support, rear 60/40 split heavy-duty vinyl bench, Charcoal Black heavy-duty cloth w/ Medium Dark flint inserts,
INCL
6. Audio Audio – AM/FM stereo/single-CD player with MP3 capability, clock and 6 speakers INCL
7. Wheels/Tires: P255/65R18 AS BSW Mini Spare INCL
8. Brakes: 4-wheel heavy-duty power disc with hydraulic brake assist, 4-wheel Anti-Lock Brake System (ABS) (police-calibrated), electronic traction / stability control INCL
9. Electrical: 250A alternator; 78-amp-hr / 750CCA Maintenance Free Battery INCL
10. Safety: AdvanceTrac with RSC® (Roll Stability Control™); Airbags – Front-seat side, plus Safety Canopy® System (side-curtain airbags) and rollover sensor; Battery saver INCL
11. Convenience: Power windows & door locks; tilt & electric power assisted steering; adjustable pedals; (2) 12V powerpoints, power trunk release, dual power side view mirrors INCL
12. Comfort features: Manual A/C; Glass – Solar-tinted 1st row; privacy glass 2nd and 3rd rows INCL
13. Warranty Powertrain extended warranty INCL
14. Ballistic Panel Level III Driver/ Passenger Front Entry Door Panels INCL City of Beverly Hills Options
15 53M SYNC Basic Communication System INCL
16. 21B Rear View Camera (Includes Electrochromic Rear View Mirror) INCL
17. INTERIOR (C5X9) BLACK INCL
18. 595 Remote Keyless Entry System - Key Fob INCL
19. 593 Perimeter Anti - Theft Alarm INCL
20 76R Reverse Sensing INCL
21 153 License Plate Bracket - Front INCL
22. 66A Front Headlamp Lighting Solution INCL
23. EMISSIONS CALIFORNIA EMISSIONS SYSTEM INCL
Subtotal : $53,794.40
Tax (9.5%): $5,110.47
Replacing shop # Tire Fee: N/A
Net new addition Delivery fee: N/A
Total Purchase Price For (1)Unit: $58,904.87
TOTAL Purchase Price For (3)Unit: $176,714.61
TERMS OF PAYMENT: NET 30
Date: 11/21/2024
Signature:
Print Name: Chris Degioanni
Vendor: Dana Safet Supply,Inc
Address: 4809 Koger Blvd
City/State/Zip: Greensboro, NC 27407
Email: Chris Degioanni <[email protected]> Phone: 800 845 0405
Cell 747 230 2867
Government Concession Pricing
FAX: (310) 278-1838
City of Beverly Hills
Department of Public Works Services, Fleet Services
PRICE QUOTE REQUEST
Telephone: (310) 285-2484
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