Administrative
Report
H.11., File # 24-0127 Meeting Date: 2/6/2024
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 $168,350.56
EXECUTIVE SUMMARY
The Public Works Department Fleet Services Division is recommending the purchase of two Police Patrol Dodge Durango vehicles, scheduled for replacement in FY 2023-24. The corresponding vehicles currently in use by the Police Department are at the end of their normal replacement cycle.
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 as part of the FY 2023-24 Budget. The action included funding for the replacement of two recommended Police Department Patrol Bureau vehicles (Units #662 and #666) which are Police Patrol Dodge Durangos currently at the end of their normal replacement cycle.
With approval, the two new Police Patrol Dodge Durangos will be ordered and are anticipated to be delivered to the City in approximately six to eight months. This extended timeline is a result of widespread shortages and production delays in the vehicle market that touch procurement, manufacturing, upfitting, and delivery of almost all new vehicles. In some cases, the City is awaiting delivery of vehicles ordered in FY 2022-23.
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 utilizes another public entity's recent request for proposal or bid, or pricing available through the Sourcewell Cooperative Purchasing Program. Cooperative purchasing programs provide valuable benefits to state and local governments, including enhanced purchasing power.
By attaching to national or regional cooperatives, the City has immediate access to legitimately solicited contracts, guaranteed pricing, and delivery options without expending staff resources on the preparation of its own competitive procurement. If approved, the recommended vehicles will be acquired via Sourcewell master vehicle contract #091521-NAFG.
H.11., File # 24-0127 Meeting Date: 2/6/2024
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:
UNIT YEAR DESCRIPTION DEPT
Fund
Balance Per
Unit
Estimated
Auction
Value
Additional
Estimated
Funding
Needed
Total Funding
Per Unit
LEV/ZE
V Status
620 2016FORD UTILITY P $ 40,652 $ 3,000 $ 43,652 LEV
622 2017DODGE DURANGO SUV SIU P $ 40,590 $ 3,000 $ 43,590 LEV 101 2009FORD F-150 F $ 30,597 $ 3,000 $ 30,000 $ 63,597 LEV In Progress 644 2019DODGE RAM CHARGER EquippedP $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A Ordered 648 2019DODGE RAM CHARGER EquippedP $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A Ordered 662 2019DODGE RAM CHARGER EquippedP $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A Recommended 663 2019FORD UTILITY Equipped P $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A Delivered 664 2019FORD UTILITY Equipped P $ 57,233 $ 2,000 $ 20,000 $ 79,233 N/A Delivered 666 2019FORD UTILITY Equipped P $ 57,233 $ 3,000 $ 19,000 $ 79,233 N/A Recommended 679 2005CHEVROLET COMM CUT-AWY TRUCK P $ 157,924 $ 4,000 $ 150,000 $ 311,924 N/A 375 2013LINELAZER 3400 STRIPER PW $ 5,257 $ 500 $ 5,757 LEV 333-06 2006CHEVROLET CC7500 CNG DUMP TRUCK PW $ 196,056 $ 4,000 $ 200,056 CNG/LEV 350-06 2006GMC TC 7500 CNG KNUCKLE BOOM CRANE PW $ 286,320 $ 4,000 $ 290,320 CNG/LEV 200 2006GMC TC 7500 INSULATED MANLIFT CNG PW $ 279,386 $ 4,000 $ 283,386 CNG/LEV 209 2003SUN ELECTRIC TRLR MNT GENERATOR extended due to price increase PW $ 77,037 $ 500 $ 77,537 N/A 322-06 2006CHEVROLET CC7500 CNG FLATBED TRUCK PW $ 206,122 $ 3,000 $ 209,122 CNG/LEV 352-09 2009FORD ESCAPE HYBRID PW $ 48,768 $ 48,768 LEV/ZEV 137 2008CHEVROLET TAHOE-EQ F $ 90,168 $ 193,853 $ 284,021 LEV In progress 104 2008CHEVROLET SUBURBAN-EQ F $ 188,993 $ 111,583 $ 300,576 N/A In progress Total $ 1,951,434 $ 644,436 $ 2,637,870
COORDINATION
The Public Works Department has coordinated this item with the Police, Information Technology, and Financial Services Departments.
FISCAL IMPACT
The cost of the two vehicles is $168,350.56 and the adopted FY 2023-24 Budget included $158,508 of funding for the purchase. No additional appropriation is required at this time as the balance of $9,842.56 is available in the Public Works Department Fleet Operating Budget. Depending on the number of vehicles that can be procured this Fiscal Year, the Public Works Department will bring an adjustment request to City Council as part of the mid-year budget review, or the annual budget adoption process, to address the additional costs.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Quote - National Auto Fleet, January 30, 2024