Agenda Item #14.10
For Council Meeting of: January 9, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: JEREMY GUNDY, DEPUTY DIRECTOR
TRANSPORTATION AND PUBLIC WORKS
SUBJECT: APPROVAL AND ISSUANCE OF A PURCHASE ORDER FOR THE PURCHASE OF FIVE (5) 2024 AWD DODGE DURANGO PURSUIT VEHICLES AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works and Finance Departments that the Council, by resolution, approve the issuance of a Purchase Order for the purchase of five (5) 2024 AWD Dodge Durango Pursuit vehicles utilizing the pricing from the Sourcewell Cooperative Agreement Number 091521-NAF with National Auto Fleet Group, Watsonville, California for a total amount not to exceed $239,640.45.
EXECUTIVE SUMMARY
Purchasing has received Purchase Requisition Number R164606 from the Transportation and Public Works (TPW) Department for the purchase of five (5) 2024 AWD Dodge Durango Pursuit vehicles utilizing the pricing from the Sourcewell Cooperative Agreement Number 091521-NAF.
BACKGROUND
Under the City’s guidelines for the replacement of fleet assets, the TPW Fleet Maintenance Division selects an asset for replacement when it has reached the end of its cost-effective life cycle. These assets have met the replacement criteria using a 15-point replacement program, an industry standard to predict when best to sell an asset. Repair costs, age, and utilization are considered in the point calculation performed by our Faster Fleet software system.
The City of Santa Rosa replaces 20-30 Ford Interceptor Utility marked police vehicles annually. Purchase Order Number 165627 was issued in November 2021, for 28 units identified for replacement by end of calender year 2024. The manufacturer was only able to produce 15 units for the City. Additionally, vehicle ordering opportunities for the City-standard Ford Interceptor Utility were extremely limited for 2023 models and completely unavailable for 2024 models, further impacting vehicle replacement planning.
Currently, the only available Pursuit Rated Utility vehicle is the Dodge Durago Pursuit. This purchase of five (5) non-standard units is a stop-gap measure to continue providing vehicles for the Santa Rosa Police Department through calendar year 2026, anticipating that Ford Motor Company will produce our standard vehicle, the Police Intercepor Utility Hybrid, in 2025.
The City of Santa Rosa Fleet division estimates 55 marked vehicles will be due for replacement by end of year 2026.
The purchase of these five vehicles will replace City assets #5549, 5847, 5850, 5873, and 5884 used by the Police Department.
PRIOR CITY COUNCIL REVIEW
Not applicable
ANALYSIS
The price schedule through the Sourcewell Cooperative Contract Number 091521-NAF provides a 7.18% discount savings off the list price for the specified vehicles. National Auto Fleet Group is the Sourcewell-authorized vendor to access the awarded contract.
Santa Rosa City Code Section 3-08.160 allows for cooperative purchases when advantageous to the City. Based on the pricing the City obtains under the Sourcewell solicitations and the specialized nature of the equipment for purchase, TPW and Purchasing staff consider it advantageous to the City to use the cooperative purchase.
Sourcewell Cooperative purchasing is “Procurement conducted by, or on behalf of, one or more Public Procurement Units” as defined by the American Bar Association Model Procurement Code for State and Local Governments. All contracts are subject to periodic business reviews throughout the contract term to ensure compliance.
Sourcewell is authorized to establish competitively awarded cooperative purchasing contracts on behalf of itself and its member agencies. Sourcewell follows the competitive contracting law process to solicit, evaluate, and award cooperative purchasing contracts for goods and services. Sourcewell exclusive contracts are offered to its members with one nationally leveraged volume purchasing discount that agencies may not obtain through a single competitive process. Agency members obtain volume discount pricing and additional cost savings by eliminating the need for a competitive process.
Upon approval by Council, a Purchase Order will be issued for the equipment in the amount identified above. The Purchase Order will reference the City Purchase Order Terms and Conditions, Sourcewell Contract, and the quote provided by National Auto Fleet Group. The total cost includes document processing fees, tire recycle fees, sales tax, standard warranty, and delivery.
FISCAL IMPACT
Funds for this operational expense have been allocated in the FY 2023-24 budget under the TPW - E & R Replacement - Key Number 300106-5584. Approval of this action does not have a fiscal impact on the General Fund.
ENVIRONMENTAL IMPACT
The Council finds that the proposed action is exempt from the provisions of the California Environmental Quality Act (CEQA) under sections 15061(b)(3) and 15378(b) in that there is no possibility that the implementation of this action would have significant effects on the environment, and that no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable
NOTIFICATION
Not applicable
ATTACHMENTS
Resolution
Exhibit A – Vendor Proposal
CONTACT
Zac Brand, Fleet Superintendent
Brandalyn Tramel, Purchasing Agent
APPROVAL AND ISSUANCE OF A PURCHASE ORDER FOR THE PURCHASE OF FIVE (5) 2024 AWD DODGE DURANGO PURSUIT VEHICLES PAGE 3 OF 3