August 20, 2024, Item #4DATE: TO: FROM: CONTACT: SUBJECT: Summary: AGENDA RE PO RT City of Poway August 20, 2024 Honorable Mayor and Members of the City Cwncil Eric Heidemann, Director of Public Works 1 Michael Obermiller, Public Works Operations Manager (858) 668-4722 or [email protected] ~ CITY COUNCIL Authorization to Purchase Two (2) Light-Duty Ford Explorer Chief Officer Emergency Vehicles Utilizing California Department of General Services State Contract #1-22-23-23F and Emergency Response Equipment Upfitting by Open Market Competitive Bid The City of Poway's approved Fiscal Year (FY) 2024-25 operating budget includes funding to purchase two (2) light-duty chief officer emergency vehicles and emergency response equipment upfitting. The City participates in and is a member of several cooperative purchasing organizations, including the State of California Department of General Services (DGS), which establish and provide nationwide competitively solicited purchasing contracts to be utilized by member agencies. Through the DGS State Contract (Contract #1-22-23-23F), Downtown Ford Sacramento presented optimal pricing for two (2) light-duty Ford Explorer chief officer emergency vehicles in the amount of $124,242.62. The vehicles meet the City's service requirements and specifications. The City used the three-quote process for emergency response equipment upfitting for two (2) chief officer emergency vehicles. Quotes were solicited from Emergency Vehicle Systems LLC, 911 Vehicle, and Johnson Equipment Company. The lowest competitive bid came from Emergency Vehicle Systems LLC in the amount of $35,816.85. The upfitting meets the City's service requirements and specifications. The total purchase price for these vehicles with associated equipment upfitting is $160,059.47. Recommended Action: It is recommended the City Council adopt a resolution authorizing the purchase of the following equipment: 1) Two (2) light-duty Ford Explorer chief officer emergency vehicles at a total cost of $124,242.62 from Downtown Ford Sacramento utilizing Department of General Services State Contract #1-22-23-23F; 1 of 5
August 20, 2024, Item #42) Emergency response equipment upfitting for two (2) chief officer emergency vehicles at a total cost of $35,816.85 from Emergency Vehicle Systems LLC; and 3) Authorize the City Manager to execute all necessary documents. Discussion: The City operates and maintains over 125 street-legal vehicles, fire apparatus, and other heavy equipment to provide public safety services. Annually, several of these vehicles and pieces of equipment must be replaced as they have exceeded their useful life or have excessive mileage. The FY 2024-25 budget contains funding to replace two (2) light-duty chief officer emergency vehicles. The City has two (2) 10-year old Dodge Charger chief officer emergency vehicles that have exceeded the recommended useful life and are scheduled for replacement. Emergency vehicles are exempt from the Advanced Clean Fleets Regulation until the year 2045. It is recommended the two (2) chief officer emergency vehicles be replaced through the DGS State Contract (Contract #1-22-23-23F) utilizing Downtown Ford Sacramento. The quote for the two (2) new light-duty Ford Explorer chief officer emergency vehicles is within the budgeted amount. Staff reached out to local Poway dealerships. Aaron Ford of Poway did submit a quote, however it was incomplete and didn't meet the City's specifications. All agreements offered through the DGS State Contract have been awarded via a thorough Request for Bid (RFB) competitive solicitation program by a public agency/government entity (e.g., state, city, county, public university or school district). The program provides a streamlined and effective procurement option by establishing agreements with manufacturers and suppliers currently on an existing multiple award schedule with a competitive procurement procedure. Section 3.28.110 of the Poway Municipal Code permits the use of cooperative purchasing programs for procurement of supplies, services, and equipment when the administering agency has made their purchase in a competitive manner. The quote for the two (2) chief officer emergency vehicles are as follows: Unit DGS State Quote Vendor Contract No. Chief Officer 1-22-23-23F $124,242.62 Downtown Ford Emergency Vehicles Sacramento The two (2) chief officer emergency vehicles are upfitted with code 3 emergency lighting and radio packages. This allows the Fire Chief and Deputy Fire Chief to provide an augmented command resource on significant emergency responses that occur in the City of Poway. City staff collected quotes for the emergency response equipment upfitting for the two (2) chief officer emergency vehicles from Emergency Vehicle Systems LLC, 911 Vehicle, and Johnson Equipment Company. It is recommended the emergency response equipment upfitting be replaced by the lowest competitive bid which came from Emergency Vehicle Systems LLC. The quote is within the budgeted amount. The quotes for the emergency response equipment upfitting for the two (2) chief officer emergency vehicles are as follows: 2 ofS
August 20, 2024, Item #4Unit Emergency Vehicle 911 Johnson Equipment Systems LLC Vehicle Company Emergency Response $35,816.85 $38,509.86 $36,401.72 Equipment Upfitting Copies of all quotes are on file with the Public Works Department. Environmental Review: This action is not subject to review under the California Environmental Act (CEQA). Fiscal Impact: The City proactively plans for the replacement of its vehicles and equipment by annually setting aside a portion ofthe anticipated replacement costs along with inflationary cost adjustments to account for increases in equipment costs. The purchases will be made with funds from the Capital Replacement Fund (115010-61040) along with the division's operating budget (split-funded), for the purchase of two (2) chief officer emergency vehicles and associated equipment upfitting. The total cost of vehicles and equipment upfitting to be purchased as a result of this action is $160,059.47. A total of $79,014 from FY 2024-25 Capital Replacement Fund (115010-61040) and $81,045.47 of division split-funding accounts (500050-61040, 502050-61040) are budgeted and available for the purchase of these items. Public Notification: None. Attachments: A. Resolution Reviewed/Approved By: Assistant City Manager 3 of 5 Reviewed By: Alan Fenstermacher City Attorney Approved By: c~ City Manager
August 20, 2024, Item #4RESOLUTION NO. 24-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AUTHORIZING THE PURCHASE OF TWO (2) CHIEF OFFICER EMERGENCY VEHICLES UTILIZING CALIFORNIA DEPARTMENT OF GENERAL SERVICES STATE CONTRACT #1-22-23-23F AND TWO (2) EQUIPMENT UPLIFTING BY OPEN MARKET COMPETITIVE BID WHEREAS, the City of Poway (City) operates and maintains over 125 street-legal vehicles and other heavy equipment for the purposes of inspecting, maintaining and operating City facilities and infrastructure and to provide public safety services; WHEREAS, each year several of these vehicles and pieces of equipment must be replaced as they exceed their useful life or have excessive mileage; WHEREAS, the City proactively plans for the replacement of these vehicles and pieces of equipment by accumulating resources in the Capital Replacement Equipment Fund through annual rent charges to the various departmental operating budgets associated with the use of such vehicles and equipment; WHEREAS, the Fiscal Year 2024-25 adopted operating budget includes amounts budgeted in both the Capital Replacement Equipment Fund and in departmental operating budgets for the purchase or replacement of various vehicles and equipment; WHEREAS, Poway Municipal Code Section 3.28.110 provides for the use of cooperative purchasing programs for the purchase of supplies, services, and equipment when the administering agency has made their purchase in a competitive manner; and WHEREAS, the City's Procurement Policy allows the three-quote open market competitive bid process for the purchase of supplies, services, and equipment from $10,000 to $60,000. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as follows: SECTION 1: Authorizes the purchase of two (2) chief officer emergency vehicles from Downtown Ford Sacramento utilizing California Department of General Services State Contract #1-22-23-23F, at total cost of $124,242.62. SECTION 2: Authorizes the purchase of upfitting for two (2) chief officer emergency vehicles from Emergency Vehicle Systems LLC, by open market competitive bid, at total cost of $35,816.85. SECTION 3: The City Manager is hereby authorized to execute any documents necessary for these purchases. 4of5 II II II ATTACHMENT A
August 20, 2024, Item #4Resolution No. 24-Page 2 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Poway, California on the 20th day of August, 2024 by the following vote, to wit: AYES: NOES: ABSTAINED: ABSENT: DISQUALIFIED: Steve Vaus, Mayor ATTEST: Carrie Gallagher, CMC, City Clerk 5 of 5