Agenda Report
Fullerton City Council
MEETING DATE: NOVEMBER 1, 2022
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: MEG MCWADE, DIRECTOR OF PUBLIC WORKS
PREPARED BY: ROGER DELGADILLO, EQUIPMENT SUPERINTENDENT SUBJECT: POLICE DEPARTMENT PATROL VEHICLES PURCHASE FROM NATIONAL AUTO FLEET GROUP
SUMMARY
Staffs requests approval to purchase several Police Department Patrol Vehicles under the City’s annual Vehicle Replacement Program. One request would purchase of eight replacement patrol vehicles on the Fiscal Year (FY) 2022-23 vehicle replacement list at a total $347,267.88 cost. Another request would reorder five replacement patrol vehicles on the FY 2021-22 vehicle replacement list at a total $334,743.36 cost. City Council originally approved these five vehicles in April 2022 (last fiscal year) and staff immediately ordered the vehicles. However, the vendor recently canceled orders for many cities, including Fullerton, due to high demand, shortage of vehicles and sourcing challenges
RECOMMENDATION
Authorize purchase of eight Police Department replacement patrol vehicles on the FY 2022-23 vehicle replacement list and award $347,267.88 purchase order to National Auto Fleet Group for eight 2023 Dodge Charger V-8 RWD patrol vehicles through Sourcewell cooperative purchasing agreement.
Reauthorize purchase of five Police Department replacement patrol vehicles as part of the FY 2021-22 vehicle replacement list and award the following purchase orders:
$201,297.27 purchase order to National Auto Fleet Group for three 2023 Ford Police Interceptor Utility Non-Hybrid with a “Slick Top” upfit option through Sourcewell cooperative purchasing agreement. $133,446.09 purchase order to National Auto Fleet Group for two 2023 Ford Police Interceptor Utility Non-Hybrid with a “Patrol” upfit option through Sourcewell cooperative purchasing agreement.
CITY MANAGER REMARKS
The City Manager recommends approval.
FISCAL IMPACT
The replacement of all requested vehicles are part of the City’s Vehicle Replacement Program in the Vehicle Replacement Fund (Fund 64). Each department contributes funding annually to the Vehicle Replacement Fund to replace their department vehicles when the life of a vehicle end. The City budgets those funds in the Vehicle Replacement Program every fiscal year.
FY 2022-23 Vehicle Purchase - This authorization purchcase eight replacement patrol vehicles funded in FY 2022-23 as part of the City’s annual Vehicle Replacement Program. The vehicle purchase costs $347,267.88, which includes upfitting, delivery and taxes. The FY 2022-23 vehicle replacement plan budgeted for this expenditure.
FY 2021-22 Vehicle Purchase Reauthorization – This reauthorization will purchase five replacement patrol vehicles for $334,743.36, which includes upfitting, delivery and taxes of all vehicles. City Council originally approved purchase of these five patrol vehicles in April 2022. However, Ford Motor Company canceled orders throughout the United States due to model year 2022 vehicle shortages. Staff will reorder available vehicles, at a newer 2023 model year and at a higher cost due to current market conditions, prompting the need to request reapproval to purchase vehicles. The fiscal impact will total $58,184.61 more than the original $276,558.72 amount approved last year. The FY 2022-23 Adopted Budget includes adequate funding within the City’s Vehicle Replacement Fund (Fund 64) to absorb the cost increase for this purchase, as it includes prior-year funding to support vehicles ordered as part of the FY 2021-22 vehicle replacement plan.
DISCUSSION
The Equipment Replacement Fund is an Internal Service Fund with allocations spread across all departments utilizing vehicles or large equipment. The Public Works Department cooperatively works with other departments to determine vehicle replacement needs and then purchases vehicles and equipment accordingly. The City collects these funds to replace specified vehicles for each department, accruing replacement funding throughout the usual life of the vehicle.
The Public Works Equipment Division has historically purchased eight patrol vehicles per year under the Vehicle Replacement Program to regularly maintain the Police Department’s patrol fleet. The Department generally used police patrol units excessively, necessitating the need to replace on a condensed schedule compared to other vehicles in the City fleet. The standard for replacing patrol units ranges from three to five years depending on the city.
To streamline the purchasing process, the City utilizes a cooperative purchasing model, authorized by Fullerton Municipal Code Section 2.64 and related City of Fullerton Policy and Procedures Manual – Procurement of Goods and Services – Policy 4.1.2 Section IV.D, which allows an exemption to the Open Market process when participating in an established governmental “Cooperative Purchasing Agreement.” Cooperative purchasing is “Procurement conducted by, or on behalf of, one or more Public Procurement Units” as defined by the American Bar Association Model Procurement Code for State and Local Governments.
The City will purchase vehicles from National Auto Fleet Group through Sourcewell contract number 091521-NAF which expires November 8, 2025. Sourcewell is a cooperative purchasing State agency that has competitively solicited bids for various products and services establishing predetermined pricing for other governmental agencies.
The following details the proposed vehicle purchases through National Auto Fleet Group:
FY 2022-23 Vehicle Authorization: The City will purchase eight Police Department Patrol Dodge Chargers as part of the standard vehicle replacement program for FY 2022-23. The cost for these vehicles totals $347,267.88. Staff anticipates delivery of these vehicles within one year of order.
FY 2021-22 Vehicle Reauthorization: City Council originally authorized purchase of model year 2022 patrol vehicles in April 2022. The vehicle manufacturer canceled the City’s order of patrol vehicles due to high demand and supply chain issues. Staff worked with the vendor following the cancellation notice to obtain more readily available replacement vehicles that comply with patrol vehicle specifications. Staff request reordered the following for purchase: three 2023 Ford Police Interceptor Slick Top Patrol Units and two 2023 Ford Police Interceptor Patrol Units. The cost for these vehicles totals $334,743.36. This reorder requires City Council approval as the cost of the vehicle purchases totals $58,184.61 more than the original approved amount in the last fiscal year and the vehicles’ specifications have changed. Staff anticipates receiving these vehicles within the next several months.
Attachments:
Attachment 1 – FY 23 Vehicles (New Authorization) - Dodge Chargers Attachment 2 - FY 22 Vehicles (Reauthorized Purchase) –Patrol Slick Top Attachment 3 – FY 22 Vehicles (Reauthorized Purchase) –Utility Patrol Unit cc: City Manager Eric J. Levitt
Police Department Patrol Vehicles Purchase
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