EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: December 15, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Patrick Heisinger, Interim City Manager
BY: Jeff Liu, Interim Chief of Police
SUBJECT: Purchase of a Police Vehicle and Installation of Emergency / Communications Equipment
Recommendation
Adopt a Resolution authorizing City Manager to:
1. Accept the State bid from Elk Grove Auto / Winner Chevrolet for the purchase of two (2) 2023 Chevy Tahoe Police Vehicles for the Police Department in an amount not to exceed $105,318.50;
2. Purchase emergency and communication equipment, including installation, from Telepath Corporation for the police vehicles in an amount not to exceed $30,260.00;
3. Purchase two (2) mobile computer units with mounting equipment from GovDirect for the police vehicles in an amount not to exceed $13.075.04; and
4. Waive the formal bid procedure pursuant to East Palo Alto Municipal Code Section
2.84.070(D).
5. Appropriate additional funds of $58,654.54 from Equipment and Vehicle Reserve Fund, a sub fund of General Fund
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 1: Enhance Public Safety and Emergency Preparedness Background
On December 6, 2005, the City Council adopted Resolution No. 2532A, which established the City’s Vehicle Fleet and Replacement Guidelines. These Guidelines outline the standards by which the City will replace its vehicles. According to the Guidelines, patrol vehicles shall be replaced at five years or 100,000 miles (December 6, 2005 Staff Report and Resolution No. 2532A). This policy ensures City patrol vehicles remain operable with reasonable maintenance. This policy also ensures police vehicles are safe and effective, especially considering the high-risk nature of police driving as part of the Vehicle Fleet and Replacement Guidelines for vehicle replacements.
The purchase of these two vehicles will allow the Department to continue safe effective and efficient management of its police vehicle fleet.
If Council approves the purchase of these vehicles, they will be replacing two vehicles that are over five years old and/or have over 100,000 miles of service. After the police department puts the new vehicles into service, the vehicles being replaced will be mechanically assessed to determine if they can be used as;
1. A non-emergency vehicle by another city department.
2. If it is prudent to us the vehicle for spare parts.
If the vehicle has no value, will be disposed in a manner approved by City Council resolution at a later date.
Analysis
The Chevy Tahoe police vehicles, purchased from Elk Grove Auto / Winner Chevrolet, will be in accordance with the State of California contract.
Telepath Corporation was the only responsive bidder for the purchase and installation of the vehicle emergency and communications equipment. Staff recommends Telepath Communications be the selected bidder to provide the installation of emergency and communication equipment for the marked police vehicle. Selecting this vendor would meet the needs of our Police Department, save time and cost, and would give us efficiency and consistency in standardizing equipment and service.
Govdirect provides the mobile computers which are the standard the police department uses for all patrol vehicles.
Vendors- Final Cost
Elk Grove Auto Group- State Bid#1-22-23-23D $105,318.50 Telepath Corporation-Emergency Equipment & Radio installations $30,260.00 GovDirect- Panasonic Mobile Computers $13,075.04
Total Cost $148,653.54
Given these special circumstances, the City Manager is recommending dispensing with formal bid procedures under East Palo Alto Municipal Code Section 2.84.070 (D) which states such procedures may be dispensed, “When other special circumstances require, and the City Manager recommends disregarding bid procedures, and City Council approval is obtained to disregard bid procedures and which expressly authorizes negotiations with one or more firms, persons, corporations, partnerships and/or associates for entities.” Fiscal Impact
During the budget sessions in June 2022, the police vehicle budget was reduced to $90K, a half of the original proposed budget ($180K), due to General Fund deficit. The $148,653.54 cost of the vehicle and equipment replacement will be funded through Equipment and Vehicle Reserve Fund (a sub fund of General Fund) and additional appropriation of $58,654.54 ($148,653.54 - $90,000) is required.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin outside City Hall and making the agenda and report available at the City’s website and the San Mateo County Library at 2415 University Avenue.
Environmental
The action being considered by the City Council is exempt from the California Environmental Quality Act (CEQA) because it is not a “project” pursuant to 15378(b)(4) because it is a fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant impact on the environment.
Attachments
1. 2022 Patrol Tahoes Resolution
2. Telepath Quote
3. GovDirect Quote
4. Chevy Quote