DATE: JUNE 13, 2023
DEPARTMENT: SALINAS POLICE DEPARTMENT
FROM: ROBERTO FILICE, CHIEF OF POLICE
BY: TONYA ERICKSON, POLICE SERVICES ADMINISTRATOR
TITLE: DIRECT PURCHASE OF EMERGENCY EQUIPMENT FOR POLICE VEHICLES RECOMMENDED MOTION:
A motion to approve a Resolution authorizing the direct purchase of emergency equipment to upfit 10 police vehicles for a total cost not to exceed $223,884.73.
RECOMMENDATION:
Staff recommends that City Council approve the direct purchase of emergency equipment from Lehr to upfit 10 police vehicles for a total cost not to exceed $223,884.73.
EXECUTIVE SUMMARY:
On August 9, 2022 and December 13, 2022, City Council approved the direct purchase of ten (10) Ford Police Interceptor Utility vehicles which will be assigned to patrol functions. Staff are now recommending the direct purchase of emergency equipment to upfit these 10 new police vehicles for a total cost not to exceed $223,884.73.
BACKGROUND:
During FY 2020-21, the Salinas Police Department, in collaboration with the Public Works Fleet Division, developed a comprehensive Police Vehicle Replacement Plan which established target replacement cycles based upon vehicle assignment, usage data and best practices in fleet management. The plan projected necessary replacement through the next two decades, and identified the annual funding needed based upon current costs. The Police Vehicle Replacement Plan is used to guide replacement decisions and is intended to be updated based upon current data and vehicle needs. For vehicles assigned to patrol functions, the target replacement cycle is 6 years and/or 120,000 miles and the plan identified the need to add additional patrol vehicles over the next few years to ensure vehicle usage would support replacement at this frequency.
On August 9, 2022, City Council approved the direct purchase of citywide fleet replacement vehicles, including ten (10) Ford Police Interceptor Utility vehicles which will be assigned to patrol functions. On December 13, 2022, Cit Council approved an amended Resolution with updated pricing for these vehicles. Emergency equipment was not previously requested as we did not want to delay the ordering of vehicles while we continued to evaluate our best options for the purchase and install of necessary emergency equipment.
The Public Works Fleet Division began consistently servicing police vehicles in mid-2020 and since then has expanded the work to include the maintenance and repair of the associated emergency equipment. Over the last two fiscal years, Fleet Division mechanics have performed additional work and attended trainings related to emergency vehicle equipment, and three of the mechanics are now certified Emergency Vehicle Technicians. In 2021, Fleet Division mechanics successfully completed the upfitting of one complete patrol vehicle and have since taken on the installation of emergency equipment on some administrative and specialty vehicles. Given the increased training and experience, as well as the approval of a new Upfitting Mechanic position dedicated to installation of emergency vehicle equipment during the FY 2022-23 budget process, Public Works had planned to assume all upfitting responsibilities. Unfortunately, despite the approval of the Upfitting Mechanic position allocation, the City has not yet completed the development of a job description for this critical position, nor progressed toward hiring this position. For this reason, the Police Department must now rely upon vendors for the installation of the emergency equipment.
Given the delays and challenges with the creation of the new Upfitting Mechanic position, we have requested a quote from Lehr which includes both the purchase and installation of equipment. Installation-related charges increase the cost of each vehicle by $8,778.51, or a total of $87,785.10 for these ten (10) patrols vehicles. Should the City make progress on the previously approved Upfitting Mechanic position, we will attempt to build the vehicles in-house which would result in significant cost savings.
The department is requesting approval for the direct purchase and installation of the necessary emergency equipment identified below. We are also requesting approval of a 2.5% contingency as market conditions have led to unexpected price increases and instances of vendors not being able to honor previously quoted prices.
Vendor
Vehicle Function
Price per Unit
# Units
Total Cost
Lehr
General Patrol
21,838.51
10 218,385.10
2.5% Contingency
5,459.63
Not to Exceed Total
223,884.73
There are no local vendors for the purchase of the emergency vehicle equipment indicated above. We have found Lehr to consistently provide the most competitive prices for specialized emergency equipment. The City Council has the authority to approve this direct purchase under Salinas Municipal code Section12-27 and without application of the local purchasing preference pursuant to Salinas Municipal Code Section 12-28.080.
Police Community Advisory Committee
The Police Chief presented this direct purchase request to the Police Community Advisory Committee on May 24, 2023. The Committee had no questions or concerns regarding this requested action.
CEQA CONSIDERATION:
Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).
STRATEGIC PLAN INITIATIVE:
Approving this Resolution will support the City Council’s Strategic Plan Goal of Public Safety and Effective and Culturally Responsive Government.
DEPARTMENTAL COORDINATION:
The Police Department has coordinated with the Public Works Fleet Division on the selection and specification of emergency equipment for police vehicles and will coordinate with the Finance Department during the purchasing process.
FISCAL AND SUSTAINABILITY IMPACT:
No additional funds are requested to support this purchase. Funds are appropriated and available within the Police Vehicle Replacement account, 5800.40.9579.
ATTACHMENTS:
Resolution
Lehr Quote
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