CITY OF MENIFEE
SUBJECT: Fiscal Year 2023/2024 Police Department Fleet Vehicle Purchases
MEETING DATE: December 6, 2023
TO: Mayor and City Council
PREPARED BY: Christine Booker, Budgets & Grants Analyst REVIEWED BY: Chris Karrer, Police Chief
APPROVED BY: Rebekah Kramer, Acting City Manager
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RECOMMENDED ACTION
1. Approve and authorize the purchase of five vehicles from the State of California Contract Vendor Wondries/National Auto Fleet Group in a not-to-exceed amount of $416,904.10, including tax and delivery, from Account No. 100-4911-53155 (Capital Outlays), through a cooperative purchasing (piggyback) agreement as permitted under the Menifee Municipal Code Section 3.12.070 (6) with Sourcewell Contract No. 091521-NAF; and
2. Approve and authorize an increase to Purchase Order No. 04759 for three vehicles previously approved in Fiscal Year 2022/23, from the State of California Contract Vendor Wondries/National Auto Fleet Group in a not-to-exceed amount of $18,716.13, including tax and delivery, from Account No. 100-4911-53155 (Capital Outlays), through a cooperative purchasing (piggyback) agreement as permitted under the Menifee Municipal Code Section
3.12.070 (6) with Sourcewell Contract No. 091521-NAF; and
3. Approve and authorize the purchase of eight L3/Harris XL-200 Mobile Radios from Cazcom, Inc. in a not-to-exceed amount of $57,680.68, including tax and delivery, from Account No. 100-4911-53155 (Capital Outlays), through a cooperative purchasing (piggyback) agreement as permitted under the Menifee Municipal Code Section 3.12.070 (6) with NASPO and HGAC Contracts; and
4. Approve and authorize the purchase of eight Getac V110 G7 from GHA Technologies, Inc. in a not-to-exceed amount of $38,214.20, including tax and delivery, from Account No. 100- 4911-53155 (Capital Outlays), through a cooperative purchasing (piggyback) agreement as permitted under the Menifee Municipal Code Section 3.12.070 (6) with NCPA Contract No. 01-96; and
City of Menifee Staff Report
FY23/24 Fleet Purchases
December 6, 2023
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2 6
5. Approve and authorize the purchase of eight vehicle wraps from SignPro Graphix in a not-to- exceed amount of $10,890.70, including tax and installation, from Account No. 100-4911- 52800; and
6. Authorize the City Manager or his designee to execute the required documents and approve any future change orders due to price increase, limited availability, or unavailability of vehicles.
DISCUSSION
As the Menifee Police Department (“PD”) continues to grow, there is a need for new and replacement vehicles with units nearing the end of their useful lifespans. Given current demand and the lead-time required to secure vehicles, PD has begun the process of procuring replacement vehicles to ensure that the City is able to continue to meet the operational demands of the Department without service interruptions.
Staff has worked closely with National Auto Fleet Group to select vehicles that would meet the needs of the department while being conscientious of the fiscal impact. Staff has also taken into account the current demand for vehicles across the country that is causing significantly longer than normal delivery times. The proposed vehicles for the department are for the Patrol unit.
As part of the fiscal year 2023/24 budget, the City Council approved the purchase of five police vehicles. Additionally, in the fiscal year 2022/23 mid-year budget cycle three vehicles were approved and encumbered in Purchase Order No. 04759 (“PO”). The original pricing for those encumbered vehicles has since increased by $6,238.71 per vehicle, resulting in the need to increase that PO amount by $18,716.13. The costs for the vehicles and additional items requested are outlined in Table 1 on the following page.
Keeping the current market conditions in mind, staff is requesting authorization for the City Manager to approve change orders/order replacements to account for further pricing changes that may occur. The increase would only be used if the current quotes were no longer valid after City Council approval.
To complete the outfitting of the new vehicles staff is also requested purchase orders to be issued for the purchase of the associated vehicle radios, computers, and vehicle wraps.
Purchasing of the vehicles, and associated equipment using the Sourcewell Contract No. 091521- NAF, NCPA Contract No. 01-96, and NASPO and HGAC Contracts would expedite and result a costs savings by leveraging cooperative purchasing of the community, government agency, educational institute, tribal nation, and nonprofit pricing. Using the contracts, the City would also benefit from reduced administrative costs. The purchase is allowed under the Menifee Municipal Code Section 3.12.070 (6).
STRATEGIC PLAN OBJECTIVE
Regular City Business
City of Menifee Staff Report
FY23/24 Fleet Purchases
December 6, 2023
1 9
2 6
FISCAL IMPACT
The current fiscal impact for this fiscal year is $542,405.81. This is budgeted within the Fiscal Year 2023/2024 operating budget in Account No. 100-4911-53155 and 100-4911-52800.
TABLE 1 – Purchase Request
Vendor Description Qty Price Per Total
National Auto Fleet New Vehicles for FY23/24 5 $83,380.82 $416,904.10 National Auto Fleet PO No. 04759 Increase 3 $6,238.71 $18,716.13 Cazcom, Inc. L3/Harris XL-200 Radios 8 $7,210.09 $57,680.68 GHA Technologies, Inc. GETAC V1100 G7 Computers 8 $4,776.78 $38,214.20 SignPro Graphix Vehicle Wraps 8 $1,361.34 $10,890.70
TOTAL $542,405.81
The current encumbered amount for PO No. 04759 is $231,426.37.
The future fiscal impact for these items related to upkeep, fuel, and maintenance would be budgeted in future fiscal years budgets in the Fleet Services Account Nos. 115-4911-52300, 115- 4911-52503, and 115-4911-52506.
ATTACHMENTS
1. National Auto Fleet Quote
2. Purchase Order No. 04759
3. Cazcom Quote
4. GHA Technology Quote
5. SignPro Graphix Quote