Administrative
Report
H.12., File # 22-3712 Meeting Date: 2/15/2022
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE THE PURCHASE OF FIVE 2022 POLICE PATROL VEHICLES FROM NATIONAL AUTO
FLEET GROUP FOR USE BY THE POLICE DEPARTMENT FOR A TOTAL COST TO THE VEHICLE REPLACEMENT FUND OF $330,089.
EXECUTIVE SUMMARY
Staff is seeking authorization from the City Council to purchase five vehicles for the Police Department to be utilized by the Patrol Division. These vehicles are part of the approved FY 2021-22 vehicles for replacement as part of decision package #55. They were also part of the vehicles deferred from purchase in FY 2020-2021 as part of decision package #21 in the FY 2020-21 Adopted Budget, which extended the replacement cycle for all vehicles by one year.
Competitive pricing for the vehicle/equipment has been secured through the City’s regular purchasing procedures. Funding for these purchases would be made with available budgeted Vehicle Replacement Fund (VRF) monies.
BACKGROUND
In June 2021, the City Council Approved Decision Package #55 - Regularly Scheduled Vehicle Replacement Purchases, which set aside $1,406,547 for the replacement of 16 City vehicles/equipment in the FY 2021-2022 Budget.
The vehicle/equipment approved for replacement as part of the 2021-2022 FY Budget and the status of their acquisition including zero emission vehicles/low emission vehicles (ZEV/LEV) is as follows:
Unit # Year Type Assignment Replacement
Budget ZEV/LEVStatus
104 2008CHEVROLET SUBURBAN-EQ FIRE DEPARTMENT $ 191,492 N/A In Process 651 2017CHEVROLET TAHOE PATROL-Sergeants $ 79,298 N/A In Process 652 2017CHEVROLET TAHOE PATROL-Sergeants $ 79,298 N/A In Process 660 2017FORD UTILITY PATROL $ 66,112 N/A Recommended
661 2017FORD UTILITY PATROL $ 66,112 N/A Recommended
672 2017FORD UTILITY SLICK TOP PATROL $ 65,717 N/A Recommended 675 2017DODGE RAM CHARGER SLICK TOPATROL $ 55,205 N/A Recommended 678 2017DODGE RAM CHARGER PATROL $ 55,748 N/A Recommended 51-06 2006GMC CANYON P/U XTRA CAB CODE ENFORCEMENT$ 29,074 LEV In Process 59-07 2007GMC CANYON P/U XTRA CAB BUILDING $ 29,074 LEV In Process 261-08 2008FORD RANGER UPLANDS MAINTENANCE $ 18,869 LEV In Process G-1 1999CATEPILLAR 3306 GENERATOR SEWER $ 150,969 N/A In Process G-11 1999GENERAC 99A03799-S GENERATOR BUILDING OCCUPANCY$ 246,145 N/A In Process G-12 1999ONAN 175DGFB GENERATOR BUILDING OCCUPANCY$ 149,210 N/A In Process G-16 1999GENERAC 98A06019-S GENERATORBUILDING OCCUPANCY$ 96,804 N/A In Process G2 1999MQ POWER DCA25SSIU SEWER $ 27420 N/A In Process
H.12., File # 22-3712 Meeting Date: 2/15/2022
Unit # Year Type Assignment Replacement
Budget ZEV/LEVStatus
104 2008CHEVROLET SUBURBAN-EQ FIRE DEPARTMENT $ 191,492 N/A In Process 651 2017CHEVROLET TAHOE PATROL-Sergeants $ 79,298 N/A In Process 652 2017CHEVROLET TAHOE PATROL-Sergeants $ 79,298 N/A In Process 660 2017FORD UTILITY PATROL $ 66,112 N/A Recommended
661 2017FORD UTILITY PATROL $ 66,112 N/A Recommended
672 2017FORD UTILITY SLICK TOP PATROL $ 65,717 N/A Recommended 675 2017DODGE RAM CHARGER SLICK TOPATROL $ 55,205 N/A Recommended 678 2017DODGE RAM CHARGER PATROL $ 55,748 N/A Recommended 51-06 2006GMC CANYON P/U XTRA CAB CODE ENFORCEMENT$ 29,074 LEV In Process 59-07 2007GMC CANYON P/U XTRA CAB BUILDING $ 29,074 LEV In Process 261-08 2008FORD RANGER UPLANDS MAINTENANCE $ 18,869 LEV In Process G-1 1999CATEPILLAR 3306 GENERATOR SEWER $ 150,969 N/A In Process G-11 1999GENERAC 99A03799-S GENERATOR BUILDING OCCUPANCY$ 246,145 N/A In Process G-12 1999ONAN 175DGFB GENERATOR BUILDING OCCUPANCY$ 149,210 N/A In Process G-16 1999GENERAC 98A06019-S GENERATORBUILDING OCCUPANCY$ 96,804 N/A In Process G-2 1999MQ POWER DCA-25SSIU SEWER $ 27,420 N/A In Process The vehicles recommended for approval for use by the Police Department include three 2022 Ford Utility (units 672, 660, 661, and two 2022 Dodge Durango (units 675 and 678). The new vehicles will replace existing vehicles that are at the end of their replacement cycles and were identified for replacement in the FY 2021-2022 Budget. The vehicle/equipment would be purchased and delivered to the City in the next six to ten months.
It’s important to note that the remaining vehicles/equipment on the FY 2021-22 list might need to be pushed into next year’s replacement cycle due to equipment availability. Given the nations supply chain issues, many of the manufacturers did not open their order opportunity to fleet customers.
Furthermore, there are significant delays with the availability of generators that might push their purchases to the next FY replacement cycle. Staff is in communication with the various potential vendors and fleet sales representatives to gauge when ordering might be possible. It is also anticipated that there will be price increases ranging between 15-20 percent.
The vehicles/equipment recommended for purchase would be acquired through the City’s regular purchasing procedures. The procedures contain a number of competitive purchasing options including the use of a “Piggyback” Bid which is a procedure of procuring goods or services by utilizing another public entity's recent Request for Proposal or Bid, or the Sourcewell Cooperative Purchasing Program. Cooperative purchasing programs provide valuable benefits to state and local governments. By attaching to national or regional cooperatives, an agency has immediate access to legitimately solicited contracts and guaranteed pricing and delivery options without expending staff resources on the preparation of its own RFB. Pricing is often attractive because of the purchasing power of these cooperatives. The five recommended vehicles in this report would be acquired via Sourcewell master vehicle contract #120716-NAF.
COORDINATION
The Public Works Department coordinated with the Finance Department
FISCAL IMPACT
The total cost of the five Police vehicles is $330,089. As part of the FY 2021-2022 Adopted Budget,
H.12., File # 22-3712 Meeting Date: 2/15/2022
The total cost of the five Police vehicles is $330,089. As part of the FY 2021-2022 Adopted Budget, Decision Package #55 titled Regularly Scheduled Vehicle Replacement Purchases the City Council appropriated money in the Vehicle Replacement Fund for the purchase of these vehicles.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· National Auto Fleet Group Quotes