Administrative
Report
H.11., File # 23-5472 Meeting Date: 2/7/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE THE PURCHASE OF ONE 2023 VEHICLE FROM NATIONAL AUTO FLEET GROUP FOR USE BY THE POLICE DEPARTMENT FOR A TOTAL COST OF $40,713
EXECUTIVE SUMMARY
Staff is seeking authorization from the City Council to purchase one replacement vehicle for the Police Department. The vehicle is a Police Administration vehicle. The vehicle currently used by the Department is at the end of its normal replacement cycle and has been approved for funding in FY 2022-23. Competitive pricing for the vehicle has been secured through the City’s regular purchasing procedures.
BACKGROUND
In June 2022, the City Council Approved Decision Package # 38 - Annual Vehicle Replacement Purchases. This action set aside $1,039,272 for the replacement of nineteen (19) City vehicles and equipment in the FY 2022-23 budget, including funding for the Police Department Administration vehicle (Unit 621) which is recommended for purchase at this time.
The vehicle recommended for purchase is utilized by the Police Chief. The replacement vehicle proposed is a 2023 Ford Explorer. The new vehicle will replace the existing vehicle, which is at the end of its replacement cycle.
The vehicle will be ordered and is anticipated to be delivered to the City in the next six to eight months. This is an extended timeline giving the shortages and delays being experienced in the vehicle market.
The vehicle recommended for purchase has been selected 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 request for bids. Pricing is often attractive because of the purchasing power of these cooperatives. If approved, the recommended vehicle in this report would be acquired via Sourcewell master vehicle contract #091521-NAFG.
The table below lists the vehicles and equipment approved for replacement as part of the FY 2022-23
H.11., File # 23-5472 Meeting Date: 2/7/2023
The table below lists the vehicles and equipment approved for replacement as part of the FY 2022-23 Budget and the status of their acquisition is as follows:
Unit Year Existing Vehicle Assigned Dept
Total
Funding
per unit Updated Status
621 2008 DODGE RAM CHARGER ADMIN P $ 41,410 RECOMMENDED 57 2009 TOYOTA PRIUS HYBRID BUILDING PL $ 38,963
405 2009 TOYOTA PRIUS HYBRID CODE ENF P $ 38,963
354 2009 FORD F-250 3/4 TON PICKUP PARKS PW $ 60,000
241-09 2009 FORD F-250 PARKS PW $ 61,833
58 2009 TOYOTA PRIUS HYBRID ENGINEERING PW $ 38,463 In progress 647 2018 DODGE RAM CHARGER EquippedPATROL P $ 56,208 In progress 649 2018 FORD UTILITY Equipped PATROL P $ 67,000 In progress 665 2018 FORD UTILITY Equipped PATROL P $ 67,417 In progress 671 2018 FORD UTILITY Equipped PATROL P $ 67,417 In progress 401 2009 TOYOTA PRIUS HYBRID-Moved from E-B unit 71 due to eliminated Position PATROL- PARKING ENF P $ 38,463 403 2009 FORD ESCAPE HYBRID PATROL- PARKING ENF P $ 49,666 404 2009 FORD ESCAPE HYBRID PATROL- PARKING ENF P $ 49,666 408 2009 JEEP WRANGLER RHDRIVE PATROL- PARKING ENF P $ 43,474 349 2009 FORD F-350 1-TON PICKUP-EQ UPLANDS MAINT PW $ 71,000 872 2013 TAYLOR-DUNN ELECT CART UPLANDS MAINT PW $ 12,276 243-09 2009 FORD F-250 UPLANDS MAINT PW $ 67,749 In progress 348-09 2009 FORD F-350 1-TON PICKUP-EQ BUILDING OCCUPANCY PW $ 71,000 G-14 2018 GENERAC 98A06015-S GENERATORFIRE STATION 1 PW $ 98,304
COORDINATION
The Public Works Department coordinated this report with the Police Department and Financial Services Department.
FISCAL IMPACT
Funding for the purchase of the vehicle, at a total cost of $40,712.26, is available in the Vehicle Replacement Fund and was approved as part of the FY 2022-23 Budget, via Decision Package #38 - Annual Vehicle Replacement Purchases.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Quote Unit 621 - Ford Explorer 2023 from National Auto Fleet Group