PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #9.D
Meeting Date: March 19, 2024
TITLE:
Purchase of Two Vehicles for the Police Department
RECOMMENDATION:
Adopt a Resolution authorizing the purchase of two replacement vehicles for the Police Department in an amount not to exceed the revised budget for each vehicle, and appropriating related budget adjustments.
DISCUSSION:
Each biennial budget cycle, staff recommends vehicles for purchase based on a combination of criteria that includes staff’s needs, vehicle age, mileage, and overall condition.
Since January 2024, staff has been actively working on acquiring multiple quotes for the needed Police vehicles. During this process staff discovered that many of the vehicle’s base and outfitting costs were greater than what was requested in the approved budget.
The most notable reasons for the cost increases are a general industry cost increase for all vehicles and an increase in material/supplies for vehicle outfitting.
This report will provide information about the vehicle assessment and acquisition process, as well as details that describe the amount of additional funding needed for each vehicle.
Police Department Vehicles
The Police Department has two vehicles, PD 201 and PD 211, scheduled to be replaced in the Fiscal Year (FY) 2024 Motor Vehicle Replacement (MVR) Fund Budget. The replacement information is summarized below and illustrated in Table 1.
On July 18, 2023, the Council adopted Resolution R-2023-056 authorizing the purchase of two 2023 Ford F-150 vehicles to replace PD 201 and PD 211 with National Auto Fleet Group. However, due to Ford F-150 vehicle shortages, the dealer cancelled the order.
Based on the shortage in F-150 trucks and the lengthy timeline to receive these trucks (estimated 34–36 weeks), staff sought bids from various dealers to not only provide the Ford F-150 truck, but also equip and install the majority of the additional equipment necessary to put these vehicles in service.
Only one vendor was able to provide the truck and install most of the additional equipment; however, it will still take 18–20 weeks to receive the vehicles. There was not a significant cost savings and the vehicles would still need additional equipment installed by another vendor. To eliminate the delay in receiving the vehicles, staff recommends that the City solicit quotes from dealers who have the trucks in their existing inventory.
After they have been purchased, staff can send the vehicles out to install the additional equipment needed. The City’s Purchasing Policy and Procedures require obtaining three quotes for purchases over $50,000.
9.D-1Council Agenda 3-19-2024
The FY 2024 MVR Fund budget is $65,000 for each of these vehicles. Staff recommends that Council authorize the purchase of replacement of the PD 201 and PD 211 vehicles not to exceed $130,000 for both vehicles from a vendor who has the vehicles on hand for immediate delivery. Staff has obtained quotes (Attachments 2 and 3) to install the additional equipment necessary to put these vehicles in service in the amount of $30,386.50. As such, staff recommends that Council appropriate an additional $30,387.00 per vehicle to support this additional cost.
Table 1: Police Department Vehicle Purchases
Vehicle No. Vehicle Type Budget Equipment
Quote
Estimated
Total Cost
PD 201 2023 Ford F-
150 4-door 4x4 $65,000 $30,386.50 $95,386.50
PD 211 2023 Ford F-
150 4-door 4x4 $65,000 $30,386.50 $95,386.50
Conclusion and Recommendation
Staff recommends the City Council adopt a Resolution (Attachment 1) authorizing the purchase of two vehicles for the Police Department in an amount not to exceed the revised budget for each vehicle, and appropriating related budget adjustments.
FISCAL IMPACT:
The Police Department has two vehicles, PD 201 and PD 211, scheduled to be replaced in the Fiscal Year (FY) 2024 Motor Vehicle Replacement (MVR) Fund Budget. The current budget and estimated costs for these vehicles is shown below.
FY 2024 MVR Fund Budget for Police Department $130,000.00 Estimated vehicle replacement costs including equipment installation:
PD 201 $95,387
PD 211 $95,387
Total estimated cost $190,774.00
Budget Shortfall ($60,774.00)
Staff recommends that the City Council appropriate the shortfall, or $60,774, from the MVR Fund available fund balance to support the purchase of the replacement vehicles for PD 201 and PD 211.
ATTACHMENTS:
1. Resolution
2. Applied Technology Quote for PD 201 and 211
3. Drive Customs Quote for PD 201 and 211
9.D-2Council Agenda 3-19-2024
Prepared by:
Erin Olsen, Senior Management Analyst
Submitted by: Benjamin A. Fine, P.E., Director of Public Works/City Engineer City Manager Approval:
9.D-3Council Agenda 3-19-2024
RESOLUTION NO. R-2024-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,
CALIFORNIA AUTHORIZING THE PURCHASE OF TWO REPLACEMENT VEHICLES
FOR THE POLICE DEPARTMENT IN AN AMOUNT NOT TO EXCEED THE REVISED
BUDGET FOR EACH VEHICLE, AND APPROPRIATING RELATED BUDGET
ADJUSTMENTS
WHEREAS, staff has been trying to purchase multiple vehicles for the Police Department; and
WHEREAS, the Police Department has two vehicles that were previously ordered; however, due to vehicle shortages the dealer cancelled that order; and WHEREAS, the purchasing policy requires staff to obtain quotes for purchases over $50,000 however staff found on multiple occasions that by the time quotes were received and a staff report was presented to Council, the first and sometimes second-lowest priced vehicles were already sold; and
WHEREAS, to eliminate delay in receiving the vehicles, staff recommends that the City solicit quotes from dealers who have trucks available on the lot, then send the vehicles out to install the additional equipment needed.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby authorizes the purchase of two vehicles for the Police Department in an amount not to exceed the revised budget for each vehicle as follows:
Replacement
Vehicle
Approved
Budget
Additional
Amount Needed
Not-To-Exceed Pre-
Authorization
Amount
PD 201 $65,000 $30,387 $95,387
PD 211 $65,000 $30,387 $95,387
BE IT FURTHER RESOLVED that the City Council of the City of Pismo Beach hereby appropriates a revised total of $60,774 in FY 2024 in the Motor Vehicle Replacement Fund from the Motor Vehicle Replacement Fund available fund balance, including appropriating any related transfers or allocations to the Motor Vehicle Replacement Fund from the General Fund.
UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 19th day of March 2024, by the following vote:
AYES:
NOES:
9.D-4Council Agenda 3-19-2024
Attachment 1
ABSENT:
ABSTAIN:
RECUSED:
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Pismo Beach, California, on _______________________. ________________________
Erica Inderlied, City Clerk
9.D-5Council Agenda 3-19-2024
Attachment 1
8903
Quote
Applied Technology Group, Inc.
ACCOUNTS PAYABLE
760 MATTIE RD
PISMO BEACH CA 93449
ACCOUNTS PAYABLE
760 MATTIE RD
PISMO BEACH CA 93449
4440 EASTON DRIVE
BAKERSFIELD CA 93309
1 QTSTD00000015354
CITY OF PISMO BEACH
1/31/2024
Purchase Order No.Customer ID Salesperson ID Shipping Method Payment Terms Req Ship Date Quantity Item Description UOM Unit Price Ext. Price
Ship To:Bill To:
Date
Page
CITY OF PISMO BEACH
46 UPS GROUND NET 15 DAYS 0/0/0000
Quote Expires: 3/1/2024
(661) 322-8650 or (800) 481-0007 Fax (661) 322-4060
Fed ID #77-0229621 / Contractors Lic #891598 / B.E.A.R. #89845 atginternet.com - atg-inc.com
4440 Easton Drive - Bakersfield, CA 93309
8903
ADD'L 3% FEE CHARGED FOR CREDIT
CARD PURCHASES OVER $5K
$0 $0.00 N 1 Subscriber - Dual Band Mobiles for New Ford F-150 Police vehicles as requested by Benjamin Plumb.
These radios are specified in the same manner as
Viking Mobiles previously installed.
$0 $0.00 N 1 All Viking product quoted below at the NASPO #00318 Contract rate of 20% off list price.
$2,092.00 $4,184.00 Each 2 VM7000 450-520 MHZ Primary $960.00 $1,920.00 Each 2 VM7000 136-174 MHZ Secondary $560.00 $1,120.00 Each 2 KCH-20 Enhanced control head $63.36 $126.72 Each 2 17 Ft remote cable, KCH-20
$47.12 $94.24 Each 2 SPEAKER MICROPHONE; 8-PIN MOD. PLUG, MIL-PEC STANDARD $48.64 $194.56 Each 4 DC CABLE MED POS 1-WIRE
$12.64 $50.56 Each 4 STANDARD MOUNTING BRACKET
$40.56 $81.12 EACH 2 REMOTE CONTROL CABLE (1.6 FEET) $136.00 $544.00 Each 4 Remote Kit for KCH Control Head $0.00 $0.00 Each 4 USB Micro A-B Cable (included at no charge) $12.40 $49.60 Each 4 Ignition Sense Cable
$54.16 $108.32 Each 2 EXTERNAL SPEAKER
$33.04 $66.08 EACH 2 CONNECTION CABLE FOR KCH-19M/KCH-20RM $0 $0.00 N 1 Protocols included - Analog FM - P25 CAI A MBE+2 Analog Conventional. (no charge)
$332.00 $664.00 Each 2 P25 Conventional
$0.00 $0.00 Each 2 1024 Ch (included at no charge) $0.00 $0.00 Each 2 Multi Key DES-OFB - Included at no charge $448.00 $896.00 Each 2 AES FIPS 140-2 (multi-key) $0 $0.00 N 2 Conventional Voting Scan - TrueVoice Noise Cancellation - Included at no charge
$0.00 $0.00 Each 2 25KHz Channel width disabled (no charge) $75.00 $75.00 Each 1 FREIGHT CHARGES
$0 $0.00 N 1 FINAL FREIGHT CHARGES WILL BE ADDED TO INVOICE. $0 $0.00 N 1 Note - Pricing is for Radios only - Antenna system and installation not included in this quote.
$10,174.20
$0.00
$661.79
$0.00
Subtotal
Misc
Tax
Shipping
Total $10,835.99
Authorized Signature
9.D-6Council Agenda 3-19-2024
Attachment 2
Estimate
Date
2/8/2024
Estimate #
6205
Name / Address
City of Pismo Beach PD/Fleet
760 Mattie Road
Pismo Beach, CA 93449-2056 Sales Rep
Jesse
Make/Model
2024 F-150 PPVs
Phone #Total
Subtotal
Sales Tax (8.75%)
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Saturday: By Appointment
Sunday: Closed
Description Qty TotalItemAmount
Whelen Package 1 6,500.00TPackage Price 6,500.00
Legacy Duo 2 Color LED Low Profile Light Bar 1 0.00TLegacy 54" Duo 0.00 CORE WCX Control Center with Siren Amplifier (does not include control head)
1 0.00TC3990.00
CORE Control Head with 4 Position Slide Switch, 21 Push Buttons. 1 0.00TCCTL70.00 Whelen OBDII Canport Interface for 2021+ Ford Vehicles 1 0.00TC399K70.00 Whelen WeCanX 8 Output Expansion MOD with 8 Outputs and 4 Inputs
1 0.00TCEM80.00
100 Watt Siren Speaker with Nylon/composite Housing 1 0.00TSA315P0.00 Universal SA315 Siren Swivel Bracket 1 0.00TSAK90.00
ION T-series Linear DUO Red/White (tail gate, side mirror and side rear window)
3 0.00TTLI2D0.00
ION T-series Linear DUO Blue/White (tail gate, side mirror and side rear window)
3 0.00TTLI2E0.00
Arges 360 Degree Remote Spot Light with Proclera Optic
Technology
1 0.00TARGES10.00
Arges Spot Light Control Head 1 0.00TARGCH10.00
Arges Spot Light Mounting Kit for Ford F-150 Driver Fender 1 0.00TARG47D0.00 Flashback Alternating Taillight Flasher 1 90.00TETFBSSN-P 90.00 Select-A-Pattern Headlight Flasher for Positive switched headlights 1 100.00TETHFSS-SP-ISO 100.00 Ford Pickup Gen 2 Power Distribution Fuse Panel with built in timer, 21 ATC and 4 MAXI Fuses.
1 1,115.00TFT0011,115.00
Havis Wide Body Console for 2021-24 Ford PPV Pickups 1 890.00TC-VSW-2400-F1...890.00 Havis 13" Pocket for Wide Body Console 1 85.00TC-APW-1390 85.00 Self-Adjusting Double Cup Holder (removable) 1 65.00TCUP2-1001 65.00 3" Accessory Pocket, 2.5" Deep 1 50.00TC-AP-0325-1 50.00
8.5" Heavy Duty Telescoping Pole, Side Mount 1 185.00TC-HDM-214 185.00 Mic Clip Bracket for Havis Consoles 2 40.00TC-MCB 20.00 Magnetic Mic Clip Kit 2 80.00TMMSU-1 40.00
9.D-7Council Agenda 3-19-2024
Attachment 3
Estimate
Date
2/8/2024
Estimate #
6205
Name / Address
City of Pismo Beach PD/Fleet
760 Mattie Road
Pismo Beach, CA 93449-2056 Sales Rep
Jesse
Make/Model
2024 F-150 PPVs
Phone #Total
Subtotal
Sales Tax (8.75%)
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Saturday: By Appointment
Sunday: Closed
Description Qty TotalItemAmount
LED Digital Display Voltmeter with 5V 4.2A Dual Port USB Charger, 12-24V Switch Panel Mount Round
1 45.00TDual USB Port ...45.00
12 Volt Power Outlet with cover 2 20.00TIBR5810.00
2021+ Ford F-150 PB450L Aluminum Push Bumper with Whelen ION Tri-Color Lights Top and Sides
1 1,120.00TBK2019FDT21F...1,120.00
2021+ Ford F-150 Door Panel VS TPO Plastic Black Installs Over OEM Door Panels
1 320.00TDK0100FDT21F...320.00
2015+ Ford F-150 Polycarbonate Window Barrier 1 360.00TWK0595FDT15...360.00 Prisoner Partition for 2015+ Ford F-150 with solid Poly Window and Recessed Lower Panels
1 940.00TPK0374FDT15F...940.00
Dual T-Rail Mount with 1 Shot Gun, 1 1080E Blac-Rac and #2 key over ride
1 960.00TGK11191B1S960.00
PS-21F1-OSPST-CWS Troy Rear Plastic Seat and rear window screen system (without storage)
1 3,475.00TParts3,475.00
Decked 2 Drawer Bed Storage System 1 1,600.00TParts1,600.00 Shipping for large items 1 500.00Freight500.00
Labor to upfit new 2024 F-150 PPV Pickup with all equipment listed on this quote. To include install of Watchgard video system and computer removed from Dodge Charger as well.
1 4,500.00Labor4,500.00
Labor to remove Watchgard system and computer from Dodge Charger
1 350.00Labor350.00
$24,968.50
$23,390.00
$1,578.50
9.D-8Council Agenda 3-19-2024
Attachment 3
Estimate
Date
2/9/2024
Estimate #
6206
Name / Address
City of Pismo Beach PD/Fleet
760 Mattie Road
Pismo Beach, CA 93449-2056 Sales Rep
Jesse
Make/Model
2024 F-150 PPVs
Phone #Total
Subtotal
Sales Tax (8.75%)
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Saturday: By Appointment
Sunday: Closed
Description Qty TotalItemAmount
Whelen Package 1 5,500.00TPackage Price 5,500.00
Legacy Duo 2 Color LED Low Profile Light Bar 1 0.00TLegacy 54" Duo 0.00 CORE WCX Control Center with Siren Amplifier (does not include control head)
1 0.00TC3990.00
CORE Control Head with 4 Position Slide Switch, 21 Push Buttons. 1 0.00TCCTL70.00 Whelen OBDII Canport Interface for 2021+ Ford Vehicles 1 0.00TC399K70.00 Whelen WeCanX 16 Output Expansion MOD with 16 Outputs and 8 Inputs
1 0.00TCEM160.00
100 Watt Siren Speaker with Nylon/composite Housing 1 0.00TSA315P0.00 Universal SA315 Siren Swivel Bracket 1 0.00TSAK90.00
ION T-series Linear DUO Red/White (tail gate, side mirror and side rear window)
3 0.00TTLI2D0.00
ION T-series Linear DUO Blue/White (tail gate, side mirror and side rear window)
3 0.00TTLI2E0.00
Flashback Alternating Taillight Flasher 1 90.00TETFBSSN-P 90.00 Select-A-Pattern Headlight Flasher for Positive switched headlights 1 100.00TETHFSS-SP-ISO 100.00 Gen 2 Power Distribution Fuse Panel with built in timer, 21 ATC and 4 MAXI Fuses.
1 995.00TSM001995.00
Havis Wide Body Console for 2021-24 Ford PPV Pickups 1 890.00TC-VSW-2400-F1...890.00 Havis 13" Pocket for Wide Body Console 1 85.00TC-APW-1390 85.00 Self-Adjusting Double Cup Holder (removable) 1 65.00TCUP2-1001 65.00 3" Accessory Pocket, 2.5" Deep 1 50.00TC-AP-0325-1 50.00
8.5" Heavy Duty Telescoping Pole, Side Mount 1 185.00TC-HDM-214 185.00 Mic Clip Bracket for Havis Consoles 2 40.00TC-MCB 20.00 Magnetic Mic Clip Kit 2 80.00TMMSU-1 40.00
LED Digital Display Voltmeter with 5V 4.2A Dual Port USB Charger, 12-24V Switch Panel Mount Round
1 45.00TDual USB Port ...45.00
12 Volt Power Outlet with cover 2 20.00TIBR5810.00
9.D-9Council Agenda 3-19-2024
Attachment 3
Estimate
Date
2/9/2024
Estimate #
6206
Name / Address
City of Pismo Beach PD/Fleet
760 Mattie Road
Pismo Beach, CA 93449-2056 Sales Rep
Jesse
Make/Model
2024 F-150 PPVs
Phone #Total
Subtotal
Sales Tax (8.75%)
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Description Qty TotalItemAmount
2021+ Ford F-150 PB450L Aluminum Push Bumper with Whelen ION Tri-Color Lights Top and Sides
1 1,120.00TBK2019FDT21F...1,120.00
Prisoner Partition for 2015+ Ford F-150 with solid Poly Window and Recessed Lower Panels
1 940.00TPK0374FDT15F...940.00
Dual T-Rail Mount with 1 Shot Gun, 1 1080E Blac-Rac and #2 key over ride
1 960.00TGK11191B1S960.00
Cargo Deck Super Max System Single Prisoner Rear Seat with Storage System on Driver Side. Includes Pass Side Door Panel and 2 Window Barriers
1 4,300.00TTK1338FDT15F...4,300.00
Unity Spot Light LH Install Kit for Ford F-150 1 105.00T9078105.00 Unity LED Spotlight with Black Housing Driver Side LH
(221016-0002)
1 600.00TLED Spot Light LH 600.00
Decked 2 Drawer Bed Storage System 1 1,600.00TParts1,600.00 Misc. installation supplies, wire, wire loom, wire ties, connectors, fuses
1 100.00TUpfit Supplies 100.00
Shipping for large items 1 500.00Freight500.00
Labor to upfit new 2024 F-150 PPV Pickup with all equipment listed on this quote. To include install of Watchgard video system and computer removed from Dodge Charger as well.
1 4,500.00Labor4,500.00
Labor to remove Watchgard system and computer from Dodge Charger
1 350.00Labor350.00
$24,783.63
$23,220.00
$1,563.63
9.D-10Council Agenda 3-19-2024
Attachment 3