Administrative
Report
H.13., File # 23-6470 Meeting Date: 8/1/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE THE PURCHASE OF TWO POLICE PATROL VEHICLES FROM NATIONAL AUTO FLEET FOR AN AMOUNT NOT TO EXCEED $155,904.31
EXECUTIVE SUMMARY
The Public Works Department Fleet Services Division is seeking to purchase two Police Patrol Dodge Durango vehicles, scheduled for replacement in FY 2023-24. The vehicles, currently in use by the Police Department, are at the end of their normal replacement cycle and have been approved for funding in FY 2023-24. Competitive pricing for the vehicles has been secured though the City’s regular purchasing procedures.
BACKGROUND
In June 2023, the City Council Approved Decision Package # 39 - Annual Vehicle Replacement Purchases. This action set aside $2,637,870 for the replacement of 19 City vehicles and equipment in the FY 2023-24 budget, including funding for the Police Department Police Patrol vehicles (Units #664 and #648).
The vehicles recommended for purchase at this time are utilized by the Police Patrol Bureau. The two proposed replacement vehicles are Police Patrol Dodge Durangos. The new vehicles will replace existing patrol vehicles, which are at the end of their replacement cycle.
The two new Police Patrol Dodge Durangos will be ordered and are anticipated to be delivered to the City in the next eight to ten months. This is an extended timeline caused by shortages and delays in the vehicle market. There are currently significant delays at every stage of vehicle procurement, manufacturing, upfitting and delivery process for Police and other departments, some of which are still awaiting delivery on units ordered in FY 2022-23. Vehicles ordered and not yet delivered can be seen in the table below:
Unit Year Vehilce Ordered Assigned Dept
Budget
Year Estimated Delivery
651 2017 CHEVROLET TAHOE PATROL-Sergeants P FY21-22 Calendar Year 2023 652 2017 CHEVROLET TAHOE PATROL-Sergeants P FY21-22 Calendar Year 2023 660 2017 FORD UTILITY/INTERCEPTOR PATROL P FY21-22 Calendar Year 2023 661 2017 FORD UTILITY/INTERCEPTOR PATROL P FY21-22 Calendar Year 2023 672 2017 FORD UTILITY/INTERCEPTOR PATROL P FY21-22 Calendar Year 2023 675 2017 FORD UTILITY/INTERCEPTOR PATROL P FY21-22 Calendar Year 2023 678 2017 FORD UTILITY/INTERCEPTOR PATROL P FY21-22 Calendar Year 2023 647 2018 DODGE RAM PATROL P FY2223 At/S2023
FY22-23 Vehicles Ordered - Awaiting Delivery
H.13., File # 23-6470 Meeting Date: 8/1/2023
Unit Year Vehilce Ordered Assigned Dept
Budget
Year Estimated Delivery
651 2017 CHEVROLET TAHOE PATROL-Sergeants P FY21-22 Calendar Year 2023 652 2017 CHEVROLET TAHOE PATROL-Sergeants P FY21-22 Calendar Year 2023 660 2017 FORD UTILITY/INTERCEPTOR PATROL P FY21-22 Calendar Year 2023 661 2017 FORD UTILITY/INTERCEPTOR PATROL P FY21-22 Calendar Year 2023 672 2017 FORD UTILITY/INTERCEPTOR PATROL P FY21-22 Calendar Year 2023 675 2017 FORD UTILITY/INTERCEPTOR PATROL P FY21-22 Calendar Year 2023 678 2017 FORD UTILITY/INTERCEPTOR PATROL P FY21-22 Calendar Year 2023 647 2018 DODGE RAM PATROL P FY22-23 August/Sep 2023
649 2018 DODGE RAM PATROL P FY22-23 August/Sep 2023
665 2018 DODGE RAM PATROL P FY22-23 August/Sep 2023
671 2018 DODGE RAM PATROL P FY22-23 August/Sep 2023
621 2008 FORD EXPLORER ADMIN P FY22-23 Calendar Year 2023 872 2013 TAYLOR-DUNN ELECT CART UPLANDS MAINT PW FY22-23 Calendar Year 2023 243 2009 FORD F-250 UPLANDS MAINT PW FY22-23 Calendar Year 2023 241 2009 FORD F-250 PARKS PW FY22-23 Calendar Year 2023 663 2019 FORD UTILITY/INTERCEPTOR PATROL P FY22-23 Calendar Year 2023 664 2019 FORD UTILITY/INTERCEPTOR PATROL P FY22-23 Calendar Year 2023 116 2015 SEAGRAVE FIRE F FY22-23 Calendar Year 2023
FY22-23 Vehicles Ordered - Awaiting Delivery
The two Police Patrol Dodge Durango vehicles recommended for purchase have 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 vehicles 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 2023-24 budget and the status of their acquisition is as follows:
UNIT YEAR DESCRIPTION DEPT
Fund
Balance Per
Unit
Estimated
Auction
Value
Additional
Estimated
Funding
Needed
Total Funding
Per Unit LEV/ZEV Status
620 2016 FORD UTILITY P $ 40,652 $ 3,000 $ 43,652 LEV
622 2017 DODGE DURANGO SUV SIUP $ 40,590 $ 3,000 $ 43,590 LEV 101 2009 FORD F-150 F $ 30,597 $ 3,000 $ 30,000 $ 63,597 LEV 644 2019 DODGE RAM CHARGER Equipped P $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A RECOMMENDED 648 2019 DODGE RAM CHARGER Equipped P $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A RECOMMENDED 662 2019 DODGE RAM CHARGER Equipped P $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A Advance purchase.
H.13., File # 23-6470 Meeting Date: 8/1/2023
UNIT YEAR DESCRIPTION DEPT
Fund
Balance Per
Unit
Estimated
Auction
Value
Additional
Estimated
Funding
Needed
Total Funding
Per Unit LEV/ZEV Status
620 2016 FORD UTILITY P $ 40,652 $ 3,000 $ 43,652 LEV
622 2017 DODGE DURANGO SUV SIUP $ 40,590 $ 3,000 $ 43,590 LEV 101 2009 FORD F-150 F $ 30,597 $ 3,000 $ 30,000 $ 63,597 LEV 644 2019 DODGE RAM CHARGER Equipped P $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A RECOMMENDED 648 2019 DODGE RAM CHARGER Equipped P $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A RECOMMENDED 662 2019 DODGE RAM CHARGER Equipped P $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A 663 2019 FORD UTILITY Equipped P $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A Advance purchase.
Unit at up-fitters
664 2019 FORD UTILITY Equipped P $ 57,233 $ 2,000 $ 20,000 $ 79,233 N/A Advance purchase.
Unit at up-fitters
666 2019 FORD UTILITY Equipped P $ 57,233 $ 3,000 $ 19,000 $ 79,233 N/A 679 2005 CHEVROLET COMM CUT-AWY TRUCK P $ 157,924 $ 4,000 $ 150,000 $ 311,924 N/A 375 2013 LINELAZER 3400 STRIPERPW $ 5,257 $ 500 $ 5,757 LEV 333-062006 CHEVROLET CC7500 CNG DUMP TRUCK PW $ 196,056 $ 4,000 $ 200,056 CNG/LEV 350-062006 GMC TC 7500 CNG KNUCKLE BOOM CRANE PW $ 286,320 $ 4,000 $ 290,320 CNG/LEV 200 2006 GMC TC 7500 INSULATED MANLIFT CNG PW $ 279,386 $ 4,000 $ 283,386 CNG/LEV 209 2003 SUN ELECTRIC TRLR MNT GENERATOR extended due to price increase PW $ 77,037 $ 500 $ 77,537 N/A 322-062006 CHEVROLET CC7500 CNG FLATBED TRUCK PW $ 206,122 $ 3,000 $ 209,122 CNG/LEV 352-092009 FORD ESCAPE HYBRID PW $ 48,768 $ 48,768 LEV/ZEV 137 2008 CHEVROLET TAHOE-EQ F $ 90,168 $ 193,853 $ 284,021 LEV 104 2008 CHEVROLET SUBURBAN-EQ F $ 188,993 $ 111,583 $ 300,576 N/A In process Total $1,951,434 $ 644,436 $ 2,637,870
COORDINATION
Public Works has coordinated this item with Police Department, Information Technology Department and Financial Services Department.
FISCAL IMPACT
The cost of the two vehicles is $155,904.31. The adopted FY 2023-24 Budget included $158,550 of funding for the purchase.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Quote -National Auto Fleet