City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: OCTOBER 17, 2023 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL
SUBJECT: PURCHASE OF ONE CURRENT MODEL FORD F550 4X4 SUPER DUTY TRUCK WITH A HIGH-CAPACITY TOW PACKAGE AND A SERVICE BODY FROM PB LOADER CORPORATION FOR THE POLICE DEPARTMENT SPECIAL OPERATIONS DIVISION IN THE TOTAL AMOUNT OF $139,638.55 ISSUE:
Approve the purchase of one current model Ford F550 4x4 Super Duty truck with a high-capacity tow package and a service body from PB Loader Corporation for the Police Department Special Operations Division in the total of $139,638.55.
RECOMMENDATIONS:
That the City Council:
Approve the purchase of one current model Ford F550 4x4 Super Duty truck with a high-capacity tow package and a service body from PB Loader Corporation for the Police Department Special Operations Division in the total of $139,638.55; and With at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record an increase in revenue in the amount of $139,638.55 and an equal amount appropriated to the Grants and Restricted Programs Fund, Police Asset Forfeiture Programs as detailed in this report.
BACKGROUND:
The Department of Homeland Security (DHS) offers the Urban Area Security Initiative (UASI) program to enhance regional preparedness high-threat, high-density areas and provides funding opportunities every fiscal year to address the unique multi-discipline planning, operations, equipment, and training needs to these areas as it relates to terrorism prevention, protection, mitigation, response, and recovery.
On February 15, 2022, the City Council approved acceptance of the FY 2021 Urban Areas Security Initiative (UASI) in the amount of $3,178,500, for regional training activities, equipment, staff salaries, Community Emergency Response Team (CERT) program materials, and Office of Emergency Management Critical Infrastructure Assessment program. This included the purchase of a tactical compact track loader, together with a trailer and a tow vehicle for an awarded amount of $297,570.01. The Riverside UASI awarded this project to the Riverside Police Department with a goal of increasing the response capability as well as to provide the City of Riverside and region with an additional resource in the event of a critical incident (e.g., terrorist attack, active shooter, citizen/officer rescue, natural disasters, and SWAT/TSU operations).
On April 11, 2023, the City Council approved the purchase of a tactical compact track loader and trailer in the amount of $297,570.01 for the Riverside Police Department. The purchase of this tactical compact track loader and trailer will permit public safety in the Riverside UASI Region the ability to provide timely mutual aid to a large portion of the region.
DISCUSSION:
Due to cost increases and inflation the original awarded amount only covered the cost of the tactical compact track loader with the trailer but not the tow vehicle. Therefore, the tow vehicle is proposed to be funded with Police Asset Forfeiture funds.
The Riverside Police Department Special Operations Division will use the tow vehicle for critical incident responses, to assist and address the unique multi-discipline planning, operations, equipment, and training needs of the surrounding region as it relates to terrorism prevention, protection, mitigation, response, and recovery.
Cooperative Purchasing
Sourcewell is a national service cooperative created to provide government procurement resources and solutions to members in government, education, and nonprofit sectors. Since the City of Riverside is a member of Sourcewell, PB Loader Corporation is able to provide the best overall government pricing in accordance with Cooperative Agreement Number 080521-PBL through the competitive procurement process. Sourcewell released RFP #080521 on 06/17/21 and received thirty responses on the Proposal Due Date of 08/05/2021. Four Sourcewell evaluators found all companies to be responsive and responsible and, after a thorough evaluation, six of the companies, including PB Loader Corporation, were awarded a Sourcewell contract in their October 4, 2021 Board meeting. Per the awarded contract 080521-PBL, PB Loader Corporation is offering the City of Riverside a 5% discount in the amount of $3,823.00 reducing the base cost from $132,215.00 to $128,392. The discount is based on the listed vehicle price, not including the additional upgrades that the department requested. The following table outlines the details of the costs and discounts per contract.
Vehicle
Listed Price
Sourcewell Discount
Upgrades
Sales Tax
Tire Fee
Total Price w/ Upgrades
2023 Ford F550
$76,456.00
($3,823.00)
$55,759.00
$11,234.30
$12.25
$139,638.55
The utilization of the Sourcewell Contract #080521-PBL is in accordance with Purchasing Resolution No. 23914, Section 602 (d) & (f), which states, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(d) When the Procurement can only be obtained timely from a single source and the Manager is satisfied that the best price, terms and conditions for the Procurement thereof have been negotiated;…(f) When Cooperative Purchasing is available and undertaken or when Goods can be obtained through Federal, State and/or other public entity pricing contracts or price agreements”.
The Purchasing Manager concurs that the recommendation to award is in compliance with Purchasing Resolution No. 23914.
The Chief of Police concurs with the recommended action.
STRATEGIC PLAN ALIGNMENT:
The recommended purchase of the new vehicle contributes to Strategic Priority No. 2 Community Well-Being and Goal No. 2.6 – Strengthen community preparedness for emergencies to ensure effective response and recovery.
The recommended purchase of the new vehicle aligns with EACH of the five Cross-Cutting Threads as follows:
Community Trust – This action builds community trust in the Riverside Police Department by increasing the capabilities and capacities of the emergency response efforts.
Equity – This action will benefit the entire community by enhancing public safety services.
Fiscal Responsibility – To ensure the best cost, this purchase was negotiated exercising existing Purchasing policies from Purchasing Resolution 23914. Sourcewell offers a cooperative purchasing program with more than 400 competitively solicited contracts with ensures that the best price, terms, and conditions are negotiated. The evaluations were reviewed for this purchase and PB Loader Corporation’s overall total was among the top-rated proposers with their pricing being some of the lowest available.
Innovation – This action provides the Riverside Police Department with specialized equipment that is necessary for their operations.
Sustainability & Resiliency – The purchase of this new vehicle for the Riverside Police Department will enhance the City’s emergency preparedness for the future.
FISCAL IMPACT:
The total fiscal impact of the action is $139,638.55. The purchase will be funded with asset forfeiture funds accumulated in the Special Deposits Fund, Police Asset Forfeiture Account number 0000721-225111. Upon Council approval, an increase in revenue in the amount $139,638.55 will be recorded, and an equal amount appropriated, in the Grants and Restricted Programs Fund, Police Asset Forfeiture revenue account number 3145401-374500 and expenditure account number 3145401-462200.
Prepared by: Carl Carey, General Services Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Edward Enriquez, Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Sourcewell Quote 11920 from PB Loader
Sourcewell Contract #080521-PBL
Tow Vehicle for PD ● Page 2