HomeMy WebLinkAbout4.5 Purchase Police Vehiclesor
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DATE:
TO:
FROM:
SUBJECT
STAFF REPORT
CITY COUNCIL
March 4, 2014
Honorable Mayor and City Councilmembers
CITY CLERK
File #350 -30
Christopher L. Foss, Acting City Manager "
Request for Waiver of Competitive Bid Process and Authorization to Purchase
and Install Police Vehicle Equipment by Pursuit North
Prepared by Nate Schmidt, Operations Lieutenant
EXECUTIVE SUMMARY:
In order to ensure reliability and to minimize repair expense, the City routinely reviews fleet
vehicles for potential replacement. On November 5, 2013, the City Council approved the
purchase of five marked Dodge Chargers to replace vehicles in our current fleet. The Fiscal
Year 2013 -2014 Internal Service Fund budget includes funding for the purchase of emergency
equipment to outfit these vehicles.
FINANCIAL IMPACT:
The Fiscal Year 2013 -2014 Internal Service Fund budget includes funding for the purchase and
installation costs of emergency equipment for the five Dodge Chargers received on January 31,
2014. Due to the change in model and make of police vehicles, all new emergency equipment
will need to be purchased causing the purchase and installations to exceed the budgeted
Internal Service Fund by a total of $8,376.00.
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution Authorizing the Purchase and
Installation of Emergency Vehicle Equipment in Five Police Vehicles and Waive the Competitive
Bid Process; and approve the Budget Change for the purchase of emergency equipment for five
Dodge Chargers budgeted in Fiscal Year 2013 -2014.
4
Submitted By
Police Chief
(ice
Reviewed By
Administrative
Services Director
'A., Reviewed By
Assistant City Manager
Page 1 of 2 ITEM NO. 4.5
DESCRIPTION:
The Internal Service Fund (ISF) budget for Fiscal Year 2013 -2014 included the purchase of five
marked vehicles, as well as the emergency equipment and installation for those vehicles. A
total of $168,182.80 was allocated in the ISF fund to make this purchase.
On January 31, 2014, the City of Dublin took delivery of the five aforementioned vehicles.
These vehicles need to be custom outfitted to meet all legal requirements and current
standards. Staff identified Pursuit North as the vendor who consistently purchases emergency
equipment and outfits Dublin police vehicles.
Chapter 2.36 of the Dublin Municipal Code establishes the procedures for contract and
purchasing, which requires City Council approval for procurement of goods and services in
excess of $45,000. The award is required based on a competitive bid process, unless the
procurement meets the Exceptions to Competitive Bidding criteria. Staff's request for waiver of
the competitive bid process for the procurement of emergency vehicle equipment and outfitting
of police vehicles meets the following exceptions stated in Dublin Municipal Code Section
2.36.100:
B.1 - Where the city's requirements can be met solely by a single patented article or process
Pursuit North has developed the specifications which best suit the needs of Dublin Police
vehicles and provide consistency between vehicles. This consistency increases both efficiency
and officer safety. Staff recommends Pursuit North be utilized as the sole source to purchase
and install emergency equipment for police vehicles. This action assures that each unit is built
and outfitted to the standard specifications of the other vehicles in the fleet.
Staff has obtained a quote from Pursuit North of $51,239.14 to purchase the necessary
emergency equipment and installation of said equipment for five Dodge Chargers. The quote is
included as Attachment 1 to the Staff Report.
The current budget contains funding in the Internal Service Fund (ISF) - Vehicle Equipment
Replacement Fund to purchase emergency equipment and installation of said equipment for five
2014 Dodge Chargers (Vehicle #14D01) (Vehicle #14D02) (Vehicle #14D03) (Vehicle #14D06)
(Vehicle #14D10), which are currently waiting to be placed into service upon completion of
emergency equipment purchase and installation. Due to the change in model and make of
Police vehicles the costs have exceeded the Internal Service Fund by a total of $8,376.00
(Attachment 2 — Budget Change).
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
None.
ATTACHMENTS: 1. Quote from Pursuit North
2. Budget Change
3. Resolution to Waive the Competitive Bid Process, Authorization to
Purchase and Install Police Vehicle Equipment in Five Vehicles and
Waive the Competitive Bid Process, and Approving the Budget
Change
Page 2 of 2
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CITY OF DUBLIN
FISCAL YEAR 2013 -14
BUDGET CHANGE FORM
Budget Change Reference #:
X Budget Transfer Between Funds
Amount
Other
Account
Amount
EXP: Police Vehicle ISF Fund -Non -Dept- Machinery &
Equipment /ISF
6101.1901.72102 $8,376
The Fiscal Year 2013 -2014 Budget Internal Service Fund includes funding for the purchase and installation costs of
emergency equipment for the five Dodge Chargers received on January 31, 2014. Due to the change in model and make of
police vehicles, all new emergency equipment will need to be purchased causing the purchase and installations to exceed the
Budgeted Internal Service Fund
Posted By:
CAUsers \agenda \Desktop \4.5 attch 2 4.5 attch 2
As Presented at the City Council Meeting 3/4/2014
Date:
RESOLUTION NO. xx - 14
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING THE PURCHASE AND INSTALLATION OF EMERGENCY VEHICLE EQUIPMENT
IN FIVE POLICE VEHICLES AND WAIVE THE COMPETITIVE BID PROCESS
WHEREAS, the City requires the purchase of emergency equipment for five marked vehicles
for Dublin Police Services operations; and
WHEREAS, the City follows a process of periodically replacing Police Vehicles and
emergency equipment based upon the age and its condition; and
WHEREAS, in the Fiscal Year 2013/2014 Internal Service Fund Budget funding was included
for the replacement of five marked vehicles and equipment; and
WHEREAS, Section 2.36.100(B)(1) of the Dublin Municipal Code allows for exceptions to the
typical competitive bid process and authorizes staff to utilize a sole vendor when the city's
requirements can be met solely by a single patented article or process; and
WHEREAS, Section 2.36.150 of the Dublin Municipal Code provides for the purchasing agent
to recommend the sale or disposal of all supplies and equipment which cannot be used by the city, or
which have become unsuitable for city use; and
WHEREAS, Staff has obtained a quote of $51,239.14 from Pursuit North, a police vehicle
outfitter, to purchase and install emergency equipment in five police vehicles.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
authorizes the City Manager as Purchasing Agent to procure in Fiscal Year 2013/2014 emergency
equipment and installation of said equipment into five marked police vehicles from `Pursuit North' as
described to the City Council on March 4, 2014.
BE IT FURTHER RESOLVED that the City Council authorize a Budget Change in the amount
of $8,376.00 transferred from the Internal Service — Vehicle Replacement Fund unappropriated
reserve. This budget change is for the difference between the approved budget amount and the
quote received from Pursuit North.
BE IT FURTHER RESOLVED that the City Council identify Pursuit North as the sole source of
outfitting emergency equipment for fiscal year 2013 -2014 and 2014 -2015 up to $97,000.00.
BE IT FURTHER RESOLVED that the City Manager and /or her designee shall be authorized
to arrange for the auction of surplus City property in accordance with state and local laws and
regulations.
PASSED, APPROVED AND ADOPTED this 4th day of March 2014, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTACHMENT 1
ATTEST:
City Clerk
Mayor
ATTACHMENT 1