CITY OF POMONA
COUNCIL REPORT
July 17, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Michael Ellis, Chief of Police
SUBJECT: APPROVE THE PURCHASE OF ELEVEN (11) POLICE DEPARTMENT VEHICLES IN THE AMOUNT OF $909,060 RECOMMENDATION:
It is recommended that the City Council take the following actions:
Approve the purchase of eight (8) replacement Police interceptor utility vehicles in the amount not to exceed $656,524 from either National Auto Fleet Group (utilizing source well piggy back contract No. 091521-NAF) or Phil Long of Denver, LLC (using Cooperative Procurement CalSave/AEPA Cooperative Contract #20G) due to availability with respect to delays in automobile production and inventory.
Approve sole source purchase and retrofit of three (3) Police vehicles from Victorville Chevrolet Cadillac for a total amount of $252,536.
EXECUTIVE SUMMARY:
Authorize the purchase of eleven (11) new/replacement vehicles for the Pomona Police Department.
FISCAL IMPACT:
The total cost to purchase and retrofit eleven (11) Police Vehicles amounts to an estimated $909,060. Funds are available in the FY 2023-24 Police Department General Fund Budget (101-2010-66182/66189-00000) $838,060 and SLESA Special Operational budget (281-2090-66182-58769) $71,000Any additional retrofit needs will be covered by the Police Department general fund (101-2003-52425-00000).
PREVIOUS RELATED ACTION:
On September 19, 2022, City Council approved the purchase of thirteen (13) new/replacement police vehicles from National Auto Fleet Group.
DISCUSSION:
The recommended action will authorize the purchase of eight (8) 2023 Ford Police Interceptor Utility Vehicles by utilizing either Sourcewell Cooperative Contract # 091521-NAF with National Auto Fleet Group or Phil Long of Denver, LLC using Cooperative Procurement CalSave/AEPA Cooperative Contract #20G. All vehicles may not be available from one vendor due to availability with respect to delays in automobile production and inventory; thus we ask to obtain approval for both vendors since each may only have a limited inventory of Ford Police Interceptor Utility Vehicles available for purchase. Sourcewell and CalSave/AEPA bids are piggyback qualified by other school districts and other government agencies on the authority of PCC 20118 and Government Code 6500 and 6502. Purchasing has reviewed the procurement process conducted by Sourcewell and CalSave and determined that the process meets the City of Pomona’s requirement for utilizing cooperative agreements. City Code Sec. 2-997- Cooperative Purchasing, authorizes the Procurement Officer to recommend a cooperative or “piggyback” purchase on an awarded contract for services or equipment, entered into by other governmental agencies.
In addition the Police Department recommends a sole-source approval to purchase and retrofit three (3) Police vehicles from Victorville Chevrolet Cadillac for a total amount of $252,536. These three vehicles are readily available for purchase once approved. Therefore, staff recommends pursuant to Pomona City Code Section 2-994 – Sole and Single Source Procurement; “A contract may be awarded as a sole or single source without competition upon review and verification, and determined to be in the City’s best interest. Approval of a sole-source purchase in the amount of $252,536 is necessary in obtaining the vehicles for purchase at a reasonable price and accessibility due to the nationwide shortage in automobile inventory. The inventory of automobiles has declined, while the purchase price of automobiles has increased, making it difficult for the City to purchase vehicles.
The City adopted a revised Vehicle Replacement Policy and Procedure on April 4, 2016, establishing criteria to justify the purchase of replacement vehicles citywide. Currently, there are Eleven (11) vehicles used by the Police Departments that meet the required criteria for replacement as listed below:
The vehicles have reached the end of their useful life, which is eight (8) years; or
2. Vehicle mileage reaches and/or exceeds 100,000 miles; or
3. When vehicle maintenance costs become inefficient due to age-related factors, including parts availability, emission control, and mechanic hours.
The following table contains the proposed replacement vehicle information:
Fleet Unit No.
Vehicle Type
Criteria for Replacement
20732 / Patrol #30
2014 Chevrolet Caprice
The vehicles have reached the end of their useful life, which is eight (8) years; vehicle maintenance costs have become inefficient due to age-related factors, including parts availability, emission control, and mechanic hours. 20735 / Patrol #43
2014 Chevrolet Caprice
The vehicles have reached the end of their useful life, which is eight (8) years; vehicle maintenance costs have become inefficient due to age-related factors, including parts availability, emission control, and mechanic hours. 20738 / Patrol #7
2014 Chevrolet Caprice
The vehicles have reached the end of their useful life, which is eight (8) years; vehicle maintenance costs have become inefficient due to age-related factors, including parts availability, emission control, and mechanic hours. 20762 / Patrol #14
2014 Chevrolet Caprice
The vehicles have reached the end of their useful life, which is eight (8) years; vehicle maintenance costs have become inefficient due to age-related factors, including parts availability, emission control, and mechanic hours. 20758 / Patrol #10
2014 Chevrolet Caprice
The vehicles have reached the end of their useful life, which is eight (8) years; vehicle maintenance costs have become inefficient due to age-related factors, including parts availability, emission control, and mechanic hours. 20759 / Patrol #27
2014 Chevrolet Caprice
The vehicles have reached the end of their useful life, which is eight (8) years; vehicle maintenance costs have become inefficient due to age-related factors, including parts availability, emission control, and mechanic hours. 20763 / Patrol #21
2014 Chevrolet Caprice
The vehicles have reached the end of their useful life, which is eight (8) years; vehicle maintenance costs have become inefficient due to age-related factors, including parts availability, emission control, and mechanic hours. 20774 / Patrol #41
2014 Chevrolet Caprice
The vehicles have reached the end of their useful life, which is eight (8) years; vehicle maintenance costs have become inefficient due to age-related factors, including parts availability, emission control, and mechanic hours. 20764 / Patrol #38
2014 Chevrolet Caprice
The vehicles have reached the end of their useful life, which is eight (8) years; vehicle maintenance costs have become inefficient due to age-related factors, including parts availability, emission control, and mechanic hours. 20801 / Patrol #34
2017 Ford Explorer
The vehicles have reached the end of their useful life, which is eight (8) years; vehicle maintenance costs have become inefficient due to age-related factors, including parts availability, emission control, and mechanic hours. 20803 / Patrol #12
2017 Ford Explorer
The vehicles have reached the end of their useful life, which is eight (8) years; vehicle maintenance costs have become inefficient due to age-related factors, including parts availability, emission control, and mechanic hours.
All of the vehicles scheduled for replacement meet the City’s adopted Vehicle Replacement Policy standards. Approval for replacing these police vehicles will benefit the community in the Police Department’s delivery of services.
COUNCIL PRIORITIES & GOALS: This item supports the 2021-2022 City Council Priority 1: Fiscal and Operational Responsibility – Goal B: Improve efficiency and effectiveness of City services to businesses and residents.
Prepared by:
_________________
Claudia Huerta
Administrative Service Manager
Approve the Purchase of eleven (11) Police Department Vehicles