HomeMy WebLinkAbout4.04 PurchasePoliceVehicle
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CITY CLERK
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: September 21, 2004
SUBJECT:
Request to Waive Competitive Bid Process and Authorize
Staff to Purchase Police Patrol Vehicles Directly From
Vendor. Report Prepare~.By: Amy Cunningham,
Administrative Analyst f.V
ATTACHMENTS:
Resolution Waiving the Competitive Bid Process and
Authorizing Staff to Purchase Five (5) Police Patrol Vehicles
(four-fifths [4/5] vote required).
RECOMMENDATION:
Adopt Resolution authorizing Staff to purchase patrol vehicles
directly from vendor.
FINANCIAL STATEMENT:
Adequate funding exists in the adopted Fiscal Year 2004-2005
Internal Service Fund for the purchase of five replacement
patrol vehicles.
DESCRIPTION:
Currently, the City has a fleet of fifteen patrol vehicles (fourteen marked and one unmarked). In
order to assure reliability and to minimize repair expenses, the City reviews patrol vehicles for
potential replacement after three years of service. Based upon general vehicle condition, and
costly maintenance and repair expenses, staffhas scheduled five existing patrol vehicles for
replacement during the current fiscal year. To avoid additional repair costs, and to ensure
product availability at a competitive price, staff has determined that these vehicles should be
replaced immediately.
With minor exceptions, the specifications for police vehicles are highly standardized. On an
annual basis, the California Highway Patrol (CHP) circulates specifications for the standard
patrol vehicle. The CHP has selected the Ford Crown Victoria Police Interceptor as the standard
patrol vehicle for the 2004 model year. By purchasing the standard CHP Crown Victoria Police
Interceptor, all variables are eliminated and the only consideration is price. The State of
California purchasing contract for Model Year 2004 Ford Crown Victoria Police Interceptor was
awarded to Folsom Lake Ford.
COPIES TO:
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ITEM NO. Ad
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Due to the limited manufacturing period for the Ford Crown Victoria Police Interceptor, the
supply of vehicles presently available at this price is limited. The following dealerships have
offered vehicles at the below listed prices:
$22,648.00
1,981.70
5.00
Total $24,634.70
* Cost provided for comparison purposes only
** State Contract pricing
$22,430.00
1,962.63
5.00
$24,397.63
Vehicle Cost
Tax
Tire Fee
Typically, the City's Purchasing Ordinance requires that major purchases over $20,000 be subject
to the competitive bid process. The adopted Purchasing Ordinance, provides that the competitive
bid process may be waived under the following circumstances:
o When another public agency has administered a competitive bidding process within the
past two years for the same or substantially similar supplies, services or equipment
(D.M.C. §2.36.050(a)1O); and
o When City Council, specifically waives the competitive bid process and authorizes Staff
to negotiate the purchase of vehicles by a four-fifths (4/5) vote (D.M.C. §2.36.050(a)ll)
In this case, Staff requests that the City Council apply these exceptions and authorize Staff to
purchase the vehicles directly from the state approved, least costly vendor. Following delivery,
the City will be responsible for the costs associated with marking the vehicles and installing
emergency equipment such as radios, lights, sirens, opticom units and push bars.
Recommendation:
Staff recommends that the City Council adopt the Resolution (Attachment I) waiving the
competitive bid process and authorizing Staff to purchase patrol vehicles directly from the
vendor. In order to adopt this resolution, the City Council must approve it by a four-fifths (4/5)
vote.
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RESOLUTION NO. -04
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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WAIVING THE COMPETITIVE BID PROCESS AND
AUTHORIZING STAFF TO PURCHASE
FIVE (5) POLICE PATROL VEHICLES DIRECTLY FROM DEALER
WHEREAS, §2.36.050(a)(10) and (11) ofthe Dublin Municipal Code provide that the competitive bid
process shall not apply when another public agency has administered a competitive bidding process
within the past two years for the same or substantially similar supplies, services or equipment; and when
the City Council specifically waives the competitive bid process and authorizes staff to negotiate the
purchase of vehicles by a four-fifth (4/5) vote; and
WHEREAS, the City Council feels that significant benefits are possible by authorizing staff to purchase
five (5) police patrol vehicles directly from the state approved vendor, including cost savings and
expedient delivery.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does specifically
waive the competitive bid process pursuant to Dublin Municipal Code §2.36.050(a)(10) and (11) (as
amended) and authorizes staff to purchase five (5) police patrol vehicles from Folsom Lake Ford.
BE IT FURTHER RESOLVED, that the City Manager and or his designee is hereby authorized to
execute any necessary agreements, purchase orders, or other documents required to arrange for the
purchase and delivery of the police patrol vehicles.
PASSED, APPROVED AND ADOPTED this 21st day of September, 2004.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
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