PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #9.E
Meeting Date: August 6, 2024
TITLE:
Purchase of Four Vehicles for the Police Department
RECOMMENDATION:
Adopt a Resolution authorizing the purchase of four replacement vehicles for the Police Department from Jim Shorkey Ford in the amount of $243,948.52, 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.
Police Department Vehicles
The Police Department has two vehicles, PD 201 and PD 211, that were scheduled to be replaced in the Fiscal Year (FY) 2024 Motor Vehicle Replacement (MVR) Fund Budget.
An additional two Police Department vehicles, PD 212 and PD 213, are scheduled to be replaced in the FY 2025 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.
Staff solicited quotes directly from dealers who had the trucks on their lot in order to eliminate the delay in receiving the vehicles. On March 19, 2024, the Council adopted Resolution R-2024-016 authorizing the purchase of the two replacement vehicles for PD 201 and PD 211 and appropriated related budget adjustments. Unfortunately, those vehicles were also no longer available and were not purchased. Staff continued to seek out these two replacement vehicles and two more replacement vehicles scheduled for replacement in FY 2025.
Staff has been able to locate four Ford F-150s to replace PD 201 and PD 211, as well as PD 212 and PD 213. Jim Shorkey Ford has provided quotes in the amount of $56,235.00 (Attachment 1.A) per vehicle, for a total cost of $224,940 for all four vehicles. Including an estimated $4,752.13 for Department of Motor Vehicle fees and sales and use tax, the total cost per vehicle is estimated at $60,987.13, or $243,948.52 for all four vehicles. Staff has also obtained quotes to install the additional equipment necessary to put these vehicles in service in the amount of $31,957.95 per vehicle.
The FY 2025 MVR Fund budget is $95,387 each for PD 201 and PD 211, and $66,950 each for PD 212 and PD 213. Staff recommends that Council appropriate an additional $47,110 for PD 212 and PD 213 to support the additional cost of outfitting the vehicles with the necessary equipment.
Council Agenda 8-6-2024 9.E-1
Table 1. Police Department Vehicle Purchases
Vehicle No. Budget Estimated Total Cost Remaining Budget PD 201 $95,387.00 $92,945.08 $2,441.92
PD 211 $95,387.00 $92,945.08 $2,441.92
PD 212 $66,950.00 $92,945.08 ($25,995.08)
PD 213 $66,950.00 $92,945.08 ($25,995.08)
The City's Purchasing Policy permits sole source procurements when the City Manager, after conducting a thorough review of available sources, determines that only one provider can supply the required item or service. Following extensive outreach to multiple vendors, it was found that only Jim Shorkey Ford can meet the City's needs. Therefore, staff recommends that the Council approve the agreement based on sole source procurement.
Conclusion and Recommendation
Staff recommends that the City Council adopt a Resolution (Attachment 1) authorizing the purchase of four vehicles for the Police Department from Jim Shorkey Ford in the amount of $243,948.52 and appropriating related budget adjustments.
FISCAL IMPACT:
The Police Department has four vehicles, PD 201, PD 211, PD 212, and PD 213, scheduled to be replaced in the FY 2025 MVR Fund Budget. The current budget and estimated costs for these vehicles is shown below.
FY 2025 MVR Fund Budget for Police Department $324,674
Estimated vehicle replacement costs including equipment installation:
PD 201 $92,946
PD 211 $92,946
PD 212 $92,946
PD 213 $92,946
Total Estimated Cost $371,784
Budget Shortfall ($47,110)
Staff recommends that the City Council appropriate the shortfall, or $47,110, from the MVR Fund available fund balance to support the purchase of the replacement vehicles for PD 201, PD 211, PD 212, and PD 213.
ATTACHMENTS:
1. Resolution
1.A Exhibit A to Resolution: Quotes
Council Agenda 8-6-2024 9.E-2
Prepared by:
Erin Olsen, Senior Management Analyst
Submitted by: Benjamin A. Fine, P.E., Director of Public Works/City Engineer City Manager Approval:
Council Agenda 8-6-2024 9.E-3
RESOLUTION NO. R-2024-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,
CALIFORNIA AUTHORIZING THE PURCHASE OF FOUR REPLACEMENT
VEHICLES FOR THE POLICE DEPARTMENT FROM JIM SHORKEY FORD IN THE AMOUNT OF $243,948.52, AND APPROPRIATING RELATED BUDGET
ADJUSTMENTS
WHEREAS, the Police Department has four vehicles scheduled for replacement, two of which have previously been ordered but due to vehicle shortages the order was cancelled; and
WHEREAS, the City's Purchasing Policy permits sole source procurements when the City Manager, after conducting a thorough review of available sources, determines that only one provider can supply the required item or service; following extensive outreach to multiple vendors, it was found that only Jim Shorkey Ford can meet the City's needs; therefore, staff recommends that the Council approve the agreement as a sole source procurement; and
WHEREAS, staff has been able to locate four Ford F-150s to replace PD 201 and PD 211, as well as PD 212 and PD 213; and
WHEREAS, once the vehicles have been received, staff will send them out to install the additional equipment needed to bring them into service.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby authorizing the purchase of four replacement vehicles (PD 201, 211, 212, and 213) for the Police Department from Jim Shorkey Ford in the amount of $243,948.52 (quotes provided as Exhibit A).
BE IT FURTHER RESOLVED that the City Council of the City of Pismo Beach hereby appropriates a revised total of $47,110, including a reduction of $2,441 each for vehicles PD 201 and PD 202 and an increase of $25,996 each for vehicles PD 212 and PD 213, in FY 2025 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 6th day of August 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Council Agenda 8-6-2024 9.E-4
Attachment 1
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
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Attachment 1
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Attachment 1.A
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Attachment 1.A
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Attachment 1.A
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Attachment 1.A
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Attachment 1.A
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Attachment 1.A
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Attachment 1.A
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Attachment 1.A
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Attachment 1.A
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Attachment 1.A
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Attachment 1.A
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Attachment 1.A