CITY OF MENIFEE
SUBJECT: Fiscal Year 2024/2025 Police Department Fleet Vehicle Purchases
MEETING DATE: November 20, 2024
TO: Mayor and City Council
PREPARED BY: Christine Booker, Budgets & Grants Analyst REVIEWED BY: Chris Karrer, Police Chief
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve and authorize the Finance Department to issue a purchase order for the purchase of six vehicles from Winner Chevrolet in a not-to-exceed amount of $392,138.55, including tax and delivery, from the Grant Fund (ARPA), through a California Department of General Services Agreement as permitted under the Menifee Municipal Code Section 3.12.070 (6) with Contract No. 1-22-23-23D; and
2. Approve and authorize the Finance Department to issue a purchase order for six vehicle upfits which includes lights and sirens, from the State of California Contract Vendor Wondries/National Auto Fleet Group in a not-to-exceed amount of $186,729.30, including tax and service fees, from the Law Enforcement DIF Fund, 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 Finance Department to issue a purchase order for six L3/Harris XL-200 Mobile Radios from Cazcom, Inc. in a not-to-exceed amount of $49,417.78, including tax and delivery, from the Grant Fund (ARPA), 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 Finance Department to issue a purchase order for six Getac V110 G7 In-Car Computers from SHI International Corp. in a not-to-exceed amount of $33,597.27, including tax and delivery, from the Law Enforcement DIF Fund and Grant Fund (ARPA), through a cooperative purchasing (piggyback) agreement as permitted under the Menifee Municipal Code Section 3.12.070 (6) with OMNIA Partners Contract No. 2018011-02; and
City of Menifee Staff Report
PD Fleet Purchase
November 20, 2024
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5. 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 Winner Chevrolet and 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 Chevy Tahoes would be utilized by the Patrol unit.
As part of the Fiscal Year (FY) 2024/25 budget, the City Council approved the purchase of six police vehicles through the use of American Rescue Plan Act (ARPA) and Development Impact Funds (DIF). 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 have also requested purchase orders to be issued for the purchase of the associated upfitting, vehicle radios and computers. Upfitting involves installing essential equipment in police vehicles, such as lights, sirens, gun boxes, and protective cages. The vehicles are also equipped with Getac computers, which allow officers to connect with dispatch, access call logs, and run vehicle checks. Additionally, each vehicle has a Cazcom radio, enabling communication with dispatch and other police department staff.
Purchasing of the vehicles, and associated equipment using the California Department of General Services agreement Contract No. 1-22-23-23D, Sourcewell Contract No. 091521- NAF, OMNIA Partners Contract No. 2018011-02, 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
PD Fleet Purchase
November 20, 2024
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FISCAL IMPACT
The current fiscal impact for this fiscal year is $661,882.90. This is budgeted within the FY 2024/2025 operating budget in the Law Enforcement DIF for PD vehicles (2525-MPD-PDAM- 660000) for $216,410.90 and in the Grant Fund using ARPA funds (2301-MPD-PDAM-660000) for $445,472. The use of these ARPA funds is required through the grant to be encumbered by December 31, 2024, and approval for the purchase of the vehicles would allow that requirement to be met.
TABLE 1 - PURCHASE REQUEST
Vendor Description Qty Price Per Total
Winner Chevrolet New Vehicles for FY24/25 6 $65,356.43 $392,138.55 National Auto Fleet New Vehicle Upfitting 6 $31,121.55 $186,729.30 Cazcom, Inc. L3/Harris XL-200 Radios 6 $8,236.29 $49,417.78 SHI International Corp. GETAC V1100 G7 Computers 6 $5,599.54 $33,597.27 TOTAL $661,882.90
The future fiscal impact for these items related to upkeep, fuel, and maintenance would be budgeted in future fiscal years budgets in the fleet internal service fund.
ATTACHMENTS
1. Winner Chevrolet Quote
2. National Auto Fleet Quote
3. Cazcom Quote
4. SHI Quote