Public Works Committee
June 25, 2024
AGENDA REPORT
TO: Jestin Johnson FROM: Michael Kashiwagi
City Administrator Interim Director, OPW
SUBJECT: OPD Critical Public Safety Vehicles
Acquisitions
DATE: June 12, 2024
City Administrator Approval Date:
RECOMMENDATION
Staff Recommends That The City Council Adopt A Resolution Authorizing The City Administrator To Enter Into A Cooperative Purchase Agreement with The Ford Store For The Acquisition Of Seventy-Seven Oakland Police Department Vehicles In An Amount Not To Exceed Five Million Dollars ($5,000,000), And Making California Environmental Quality Act (CEQA) Exemption Findings.
EXECUTIVE SUMMARY
The proposed resolution would allow for the City Administrator to enter into a cooperative agreement with the Ford Store to acquire vehicles for the Oakland Police Department in an amount not to exceed five million dollars. The acquisition of these public safety and infrastructure equipment is essential to ensure continuity of the City of Oakland’s (City) emergency and nonemergency services.
BACKGROUND / LEGISLATIVE HISTORY
The City Council adopted the Fiscal Year (FY) 2023-25 Budget on June 26, 2023, Resolution No. 89804 C.M.S.
which included appropriations of $5,000,000 from the General Fund 1010 for the Oakland Police Department (OPD) vehicle and equipment replacements. This appropriation is for the department to replace equipment that has exceeded the expected useful service life of it’s current fleet.
Section 2.04.080 of the Oakland Municipal Code (OMC) allows for the City Administrator to purchase supplies or services through legal contracts/cooperative agreements of other governmental jurisdictions or public agencies that were awarded pursuant to an appropriate competitive process.
Master Contract No.901979 County Of Alameda, Public Works Agency, awarded to The Ford Store where the contract was bid out competitively and The Ford Store was deemed as the most qualified vendor with the lowest price. The use of this contract as an Cooperative Jestin Johnson (Jun 14, 2024 12:04 PDT)
Jun 14, 2024
Justin Johnson, City Administrator
Subject: Oakland Public Works Contracts
Date: June 12, 2024 Page 2
Public Works and Transportation Committee
June 25, 2024
Agreement will ensure that the City gets the lowest available price for acquisition of 77 police interceptors.
ANALYSIS AND POLICY ALTERNATIVES
First response emergency equipment and vehicles are important pieces of equipment that enable safe and rapid response to emergency calls. The ability of local governments to replace emergency equipment in a timely manner is a critical function as the ability to respond to public emergency calls is directly related to equipment reliability, performance, and availability.
Under the Oakland Municipal Code (OMC) 2.04.080 where advantageous for the City, the City Administrator may purchase supplies or services as defined in Section 2.04.010, through legal contracts of other governmental jurisdictions or public agencies that were awarded pursuant to an appropriate competitive process without further contracting, solicitation, or formal bidding.
OMC 2.04.080 sets no limit on the size of cooperative agreements that may be entered by the City Administrator. The proposed recommendations would align practices for existing cooperative agreements with OMC 2.04.020, which authorizes the City Administrator to enter contracts up to $250,000.
The Oakland Public Works Department’s (OPW’s) Bureau of Maintenance and Internal Services (BMIS) is responsible for the procurement of the City of Oakland’s (City) fleet and equipment.
The vehicles to be replaced by these new acquisitions are aged beyond expected service life, less reliable, do not have the latest driver and passenger safety features, and do have the best available emissions reduction technology. Due to reliability and safety concerns, replacing this equipment will ensure the City continues to meet the emergency response needs of its residents, businesses, and other stakeholders. The equipment replacements also align with the City’s Equitable Climate Action Plan (ECAP) goals to lower vehicle emissions and ensures that City staff and first responders operate vehicles with the latest passive safety devices and active safety systems. Failing to replace these police interceptors, immediately may lead to interruption in emergency service capabilities or delays responding to emergency situations.
Ford Police Pursuit vehicles are the most commonly used vehicles by police fleets and are consistent with the Oakland Police Department’s fleet of vehicles. Standardizing fleet vehicle and equipment manufacturers saves the City time, money and labor costs for maintenance and repairs. Staff members are trained to maintain these assets and have all the necessary tools to do so.
Oakland Municipal Code Section 2.04.080, where advantageous for the City, allows the purchasing of supplies or services through legal contracts of other governmental jurisdictions or public agencies that were awarded pursuant to an appropriate competitive process.
The cooperative agreements proposed in this proposal; Master Contract No.901979 County of Alameda, Public Works Agency for the purchase of 77 police interceptor was competitively bid out, where the vendors were deemed as the winning bidder and most qualified vendor with the lowest price.
Justin Johnson, City Administrator
Subject: Oakland Public Works Contracts
Date: June 12, 2024 Page 3
Public Works and Transportation Committee
June 25, 2024
Failure to purchase these equipment, seventy-seven (77) police interceptors immediately may disrupt the City’s capability to respond to the City’s emergency and nonemergency calls for service.
The following benefits will accrue from adopting this resolution and why The Ford Store is the ideal vendor:
Cost Efficiency: The cooperative agreement proposed were competitively bid out, where they were deemed the lowest, responsible, and most qualified supplier, piggyback on this contract will save City time rather than conducting its own RFQ/P process.
Proven Reliability: Ford equipment has demonstrated consistency and reliability in supplying Police Vehicles across the country; vendor pay their City’s business tax annually and maintain their 2024 Business Tax Licenses.
Public Safety Measure: Adoption of this resolution will allow OPD to operate using reliable equipment and having spare units allowing them to respond to public emergency calls quickly as quickly possible without interruption.
Dateline Spending: Rather than having City of Oakland’s Purchasing Division conducting it’s own Request For Quotation (RFQ) which will take several months, the use of legal contract/cooperative agreements from other jurisdictions will save time and ensure the spending deadline June 30, 2024, is met in accordance with City Council Budget Appropriations and Allocations as adopted by the Fiscal year 2023-25 Budget.
Established Relationship: A positive and reliable relationship has been developed with the current vendor.
Approval of the proposed resolution would support City’s critical Public Safety services and priorities, including holistic community safety and vibrant, sustainable infrastructure, by allowing for ongoing Oakland Public Works and Oakland Police Department operations.
OPD has been operating using equipment that is beyond the economic service life. It is a necessity for the fleet to be equipped with reliable equipment with updated technology, and to meet fiscal year spending dateline, staff recommends that, in pursuant to OMC 2.04.080 where advantageous for the City, it may purchase supplies or services through legal contracts of other governmental jurisdictions or public agencies that were awarded pursuant to an appropriate competitive process to award two contracts for the critical public safety equipment acquisitions.
FISCAL IMPACT
Funding for the proposed contract is available in the Fiscal Year 2023-2025 Biennial Adopted Budget as approved by the City Council in the following funding sources:
Justin Johnson, City Administrator
Subject: Oakland Public Works Contracts
Date: June 12, 2024 Page 4
Public Works and Transportation Committee
June 25, 2024
Table 1: Funding Sources
Dept. Fund Organization Project Account Program Amount
OPD 1010-
General
Fund
90591-
Citywide
Activities
1000008-
Admin
Project
57612-
Vehicle
Replacement
PS01- Agency
Wide
Administration
$5,000,000
PUBLIC OUTREACH / INTEREST
No outreach was deemed necessary for the proposed policy action other than what was already conducted during the FY 2023-25 Budget process.
COORDINATION
The Oakland Public Works Department worked in coordination with the Office of the City Attorney and Budget Bureau on this report.
SUSTAINABLE OPPORTUNITIES
Economic: Adoption of this resolution will reduce maintenance costs, provide for safer and more reliable vehicles, and lower lifecycle costs for the City’s equipment.
Environmental: The Equipment Services Division strives to maintain current industry standards for vehicles and equipment. Adoption of this resolution will reduce environmental impacts by acquiring newer equipment that uses less fuel and has lower tailpipe emissions.
Race & Equity: The equipment replacement acquisition gained from this cooperative agreement will support City of Oakland operations. As the City’s budgeted activities increasingly prioritize race & equity, these agreement services support that mission.
Justin Johnson, City Administrator
Subject: Oakland Public Works Contracts
Date: June 12, 2024 Page 5
Public Works and Transportation Committee
June 25, 2024
CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA)
This action is exempt from CEQA pursuant to CEQA Guidelines Sections 15061(b)(3) (common sense exemption and 15306 (information collection).
ACTION REQUESTED OF THE CITY COUNCIL
Staff Recommends That The City Council Adopt A Resolution Authorizing The City Administrator To Enter Into A Cooperative Purchase Agreement with The Ford Store For The Acquisition Of Seventy-Seven Oakland Police Department Vehicles In An Amount Not To Exceed Five Million Dollars ($5,000,000), And Making California Environmental Quality Act (CEQA) Exemption Findings.
For questions regarding this report, please contact Joseph Williams, Equipment Services Manager, at (510) 615-5489.
Respectfully submitted,
Michael Kashiwagi
Interim Director Oakland Public Works
Reviewed by:
Richard Battersby, Assistant Director
Oakland Public Works
Prepared By
Joseph Williams, Equipment Services Manager
Oakland Public Works
Attachments (2):
A. County of Alameda Master Contract No. 901979
B. T he Ford Store 2024 City of Oakland Business Tax License