City Council
October 15, 2024
AGENDA REPORT
TO: Jestin D. Johnson FROM: Michael Kashiwagi
City Administrator Interim Director, OPW
SUBJECT: Resolution Amending Resolution
Number 90424 CMS - Critical Public
Safety Vehicles Acquisitions
DATE: October 09, 2024
City Administrator Approval Date:
RECOMMENDATION
Resolution Amending Resolution Number 90424 C.M.S., Which Among Other Things Authorized The City Administrator To Enter Into A Cooperative Purchase Agreement To Acquire Police Vehicles At A Cost Not To Exceed Four And A Half Million Dollars ($4,500,000), To Clarify:
(1) The Name Of The Vendor As The “Ford Store San Leandro;” And (2) That The Specific Eligible Funding Source For The Vehicle Purchase Shall Be Determined Prior To Contract Execution
EXECUTIVE SUMMARY
The Oakland Public Works (OPW) Department’s Bureau of Maintenance and Internal Services (BMIS) is responsible for the procurement of the City of Oakland’s (City) fleet and equipment.
The acquisition of public safety and infrastructure equipment is essential to ensure the continuity of the City’s emergency and non-emergency services.
Due to reliability and safety concerns, replacing this equipment will ensure the City continues to meet the emergency response and public safety needs of its residents, businesses, and other stakeholders. The equipment replacement also aligns 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 vehicles, inclusive of police interceptors immediately may lead to an interruption in emergency and City service capabilities, or delays in responding to emergency situations.
Funds in the amount of $4.5 million for the purchase of these vehicles shall be identified at the time of contract execution from any and all available and eligible sources. The proposed resolution is seeking City Council approval to allow for the City Administrator to enter into contract with the designated vendor for the purchase of City vehicles, inclusive of police vehicle Jestin Johnson (Oct 11, 2024 05:35 PDT)
Oct 11, 2024
Jestin D. Johnson, City Administrator
Subject: Resolution Amending Resolution Number 90424 CMS - Critical Public Safety Vehicles Acquisitions
Date: October 09, 2024 Page 2
City Council
October 15, 2024
interceptors to deliver critical emergency and public safety services to City of Oakland residents and businesses. The requested Council action is in addition to the purchases recently authorized in the summer 2024 recess.
REASON FOR URGENCY
The police pursuit vehicle ordering window only opens one time per calendar year and is subject to close at any time and without any warning. If the order is not placed during this narrow time- period, the City of Oakland will not be able to place an order until the following calendar year. It is imperative to get our order in during this time to provide replacements for the vehicles that have far exceeded their useful life. Due to financial challenges the City is facing, where the General Fund 1010 may not be available, therefore other funding sources shall be identified prior to contract execution, and to execute the contract, the vendor’s legal name must be fully stated in the resolution.
BACKGROUND / LEGISLATIVE HISTORY
Per City Resolution No. 87782 C.M.S, whereas the vehicle subrogation fund shall be used to support the City fleet.
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.
Master Contract No. 901979 County of Alameda, attached hereto as Attachment A, was awarded to The Ford Store San Leandro and was procured competitively, and The Ford Store San Leandro was deemed as the most qualified vendor with the lowest price. Authorization to rely on this contract as a Cooperative Agreement ensures that the City gets the lowest available price for the acquisition of police interceptors.
Jestin D. Johnson, City Administrator
Subject: Resolution Amending Resolution Number 90424 CMS - Critical Public Safety Vehicles Acquisitions
Date: October 09, 2024 Page 3
City Council
October 15, 2024
ANALYSIS AND POLICY ALTERNATIVES
First response emergency equipment and vehicles are important 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.
Ford Police Pursuit vehicles are the most commonly used vehicles by police fleets and are consistent with the OPD’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.
The Master Contract No. 901979 between the County of Alameda and The Ford Store San Leandro for the purchase of City vehicles, inclusive of police interceptors, was competitively procured, where the vendor was deemed as the winning bidder, being the most qualified vendor with the lowest price.
The following benefits will accrue from adopting this resolution and why The Ford Store San Leandro is the ideal vendor:
Cost Efficiency: Relying on Master Contract No. 901979 as a Cooperative Agreement that was competitively procured, where they were deemed the lowest, responsible, and most qualified vendor, 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 pays their City’s business tax annually and maintains their 2024 Business Tax Licenses.
Public Safety Measure: Adoption of this resolution will allow the City to operate using reliable equipment and having available spare units to quickly respond to public safety & emergency calls without interruption.
Established Relationship: A positive and reliable relationship has been developed with the the vendor.
Approval of the proposed resolution would support the 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 and 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. 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 this contract to The Ford Store San Leandro for the critical public safety equipment acquisitions.
Jestin D. Johnson, City Administrator
Subject: Resolution Amending Resolution Number 90424 CMS - Critical Public Safety Vehicles Acquisitions
Date: October 09, 2024 Page 4
City Council
October 15, 2024
Failure to purchase these police interceptors immediately may disrupt the City’s capability to respond to the City’s emergency and non-emergency calls for service.
FISCAL IMPACT
The total cost of the remaining vehicle purchases will not exceed $4.5 million. This contract authority will be supported by any eligible and available funding resource identified at the time of the contract execution.
PUBLIC OUTREACH / INTEREST
No outreach was deemed necessary for the proposed policy action, other than what was already conducted during the FY 2024-25 Budget process.
COORDINATION
The Oakland Public Works Department prepared the requested action. This report and resolution were reviewed by the Office of the City Attorney and Budget Bureau.
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 the City of Oakland operations. As the City’s budgeted activities increasingly prioritize race & equity, these agreement services support that mission.
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).
Jestin D. Johnson, City Administrator
Subject: Resolution Amending Resolution Number 90424 CMS - Critical Public Safety Vehicles Acquisitions
Date: October 09, 2024 Page 5
City Council
October 15, 2024
ACTION REQUESTED OF THE CITY COUNCIL
Resolution Amending Resolution Number 90424 C.M.S., Which Among Other Things Authorized The City Administrator To Enter Into A Cooperative Purchase Agreement To Acquire Police Vehicles At A Cost Not To Exceed Four And A Half Million Dollars ($4,500,000), To Clarify:
(1) The Name Of The Vendor As The “Ford Store San Leandro;” And (2) That The Specific Eligible Funding Source For The Vehicle Purchase Shall Be Determined Prior To Contract Execution
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 San Leandro 2024 City of Oakland Business Tax License