HomeMy WebLinkAbout4.08 Police Car Purchase CITY CLERK
File # 0350-20
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: FEBRUARY 15, 2000
SUBJECT:
Request to Waive Competitive Bid Process and Authorize Staff
to Negotiate and Purchase One Replacement Unmarked Police
Vehicle
Report Prepared By: Gary L. Thuman, Police Chief
ATTACHMENTS:
1. Resolution Declaring 1994 Ford Thunderbird as Surplus
and Authorizing City Manager to Dispose of it at Auction
2. Resolution Waiving the Competitive Bid Process and
Authorizing Staff to Negotiate the Purchase of Unmarked
Police Vehicle
3. Proposed Specifications to be Used to Obtain Vendor
Proposals
4. Informational Budget Change Form
RECOMMENDATION:
1. Adopt Resolution declaring 1994 Ford Thunderbird as
surplus and authorize City Manager to dispose of it at
auction (Attachment 1).
2. Adopt Resolution (Attachment 2) waiving the competitive
bid process authorizing Staff to negotiate the purchase of
one replacement unmarked police vehicle at a cost not to
exceed $19,500 (four-fifths [4/5] vote required)
3. Approve the specifications to be used to secure one'
unmarked police vehicle (Attachment 3)
4. Approve Budget Change Form (Attachment 4)
FINANCIAL STATEMENT:
Based upon preliminary research, Staff estimates the cost of a
low-mileage replacement vehicle to be approximately $19,500.
An additional $1,000 will be required for labor, equipment and
fasteners to install existing equipment on to the replacement
vehicle. Sufficient funding for this purpose is available in the
Internal Service Fund for Vehicle Replacement and Asset
Seizure Fund.
DESCRIPTION: Currently, the City has three unmarked police vehicles that are recognized as active in
the City's Internal Service Fund (ISF). The ISF charges departments a prorated annual expense for
equipment purchased from this fund. This process builds up a reserve to assure, at the end of the vehicle' s
life cycle, there is funding to purchase a replacement. In addition to the three active unmarked police
vehicles, the City also owns one additional unmarked vehicle. This unmarked vehicle was declared surplus
in prior years, but has been retained to provide back-up service. No ISF funding exists to replace this
vehicle.
COPIES TO:
G:/staff-re/vehicles/unmarked/03-17. doc
ITEM NO.
The City's unmarked vehicles are used for a variety of purposes, including crime prevention, transportation
of officers and staff to court proceedings, and various administrative functions. In order to minimize
expenses, used vehicles are purchased for the unmarked fleet. These vehicles are used until such time as
the vehicles become unreliable or become too costly to maintain.
At the present time, the unmarked fleet contains one 1994 Ford Thunderbird, which was purchased as a
used vehicle by the City in June 1995. This car is six years old, has 78,000 miles and has become
unreliable. To date, the vehicle has required over $4,500 in repairs. The vehicle now requires electrical
repair for door locks, radio, cruise control, windshield wipers, etc. Additionally, there is a significant leak
coming from the windshield. Based upon repair estimates, the cost to repair this vehicle is $825; however,
the costs could be greater depending on the exact nature of the electrical problems, which will not be
known, should repairs begin. Given the advanced age of the vehicle, the previous repair record and the
current cost of repair, the vehicle is at the end of its useful life cycle. Staff recommends that the vehicle
not be repaired and instead be declared as surplus and sold. Attachment 1 is a resolution declaring the
property as surplus and authorizing the City Manager to dispose of it at auction.
As previously discussed, this vehicle serves important purposes and should be promptly replaced.
Consistent with past practices, Staff recommends that this vehicle be replaced with a low-mileage used
vehicle. Used vehicles are significantly less expensive than new vehicles, Also, used vehicles, when
purchased from an established vendor, typically come with a limited warranty that acts to minimize the
risks associated with the purchase of a used vehicle.
In most cases, the City's Purchasing Ordinance requires that major purchases be subject to the competitive
bid process. However, on November 4, 1997, the City Council adopted Ordinance 21-97, which provides:
The competitive bid process shall not apply when the City Council specifically waives the
competitive bid process and authorizes Staff to negotiate the purchase of vehicles by a four-fifths
(4/5) vote.
This exemption to the competitive bid process was adopted in recognition of the fact that certain purchases
are better accomplished by negotiation rather than by sealed bid. In the case of used vehicles, there are a
variety of qualitative factors to be considered and the best value is not necessarily achieved by purchasing
the vehicle offered at the lowest cost. Attachment 2 is a resolution waiving the competitive bid process and
authorizing Staffto solicit proposals and to negotiate the purchase of one replacement unmarked police
vehicle. The resolution provides that the cost shall not exceed $19,500. In order to adopt this resolution,
the City Council must approve it by a four-fifths (4/5) vote.
Attachment 3 is an outline of the specifications to be used to obtain proposals from vendors. This process
allows the City to shop among vendors in order to identify a vehicle appropriate for City needs. Proposals
from various vendors will be evaluated in terms of age, mileage, cost and warranty coverage in order to
select the best value.
Attachment 4 is an Informational Budget Change form. The budget data for the ISF fund is typically
presented for informational purposes only. Approval of this form will record the amount inthe estimated
FY 1999-00 ISF expenditures. Once the vehicle is placed in service, charges will begin to accrue to the
Police Services budget in order to establish reserves for the eventual replacement of this vehicle.
AUCTION OF SURPLUS VEHICLE:
Staff recommends, if the City Council authorizes the vehicle replacement, the 1994 Ford Thunderbird be
declared as surplus and sold at auction. This vehicle is in poor condition and has no further value to the
City.
RECOMMENDATION:
Staff recommends that the City Council:
1. Adopt resolution declaring 1994 Ford Thunderbird as surplus and authorizing the City Manager
to dispose of it at auction (Attachment 1).
2. Adopt resolution waiving the competitive bid process and authorizing Staff to negotiate and
purchase an unmarked police vehicle at a cost not to exceed $19,500 (Attachment 2).
3. Approve proposed specifications to be used to obtain vendor proposals (Attachment 3).
4. Approve Budget Change Form (Attachment 4).
RESOLUTION NO. - O0
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
DECLARING 1994 FORD THUNDERBIRD AS SURPLUS PROPERTY AND
AUTHORIZING CITY MANAGER TO DISPOSE OF IT AT AUCTION
WHEREAS, the City Manager has determined that an unmarked police vehicle, described below,
is no longer needed for City purposes; and
WHEREAS, the most effective method for disposing of such items is at auction; and
and
WHEREAS, independent auctioneers are available to auction these items to the highest bidder;
WHEREAS, the City is authorized to dispose of property pursuant to Government Code {}37350.
NOW, THEREFORE, BE IT RESOLVED that the unmarked police vehicle, described below, is
declared surplus property and is to be sold by the City Manager:
(D-13)- 1994 Ford Thunderbird (VIN 1FALP62W8RH218706)
BE IT FURTHER RESOLVED that the City Manager, or his designee, is authorized to enter
into a contract with an independent auctioneer, selected by the City Manager, to sell the asset noted above
to the highest bidder. The proceeds of this sale, less the cost of sale, shall be deposited into the Internal
Service Fund.
PASSED, APPROVED AND ADOPTED this
day of ~ 2000.
AYES:
NOES:
ABSENT:
ATTEST:
Mayor
City Clerk
G:/staff-re/vehicles/unmarked/res-surp. doc
ATTACHMENT 1
RESOLUTION NO. - 00
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
WAIVING THE COMPETITIVE BID PROCESS AND AUTHORIZING STAFF TO
NEGOTIATE THE PURCHASE OF ONE (1) UNMARKED POLICE PATROL VEHICLE
WHEREAS, §2.36.050(a)(11) of the Dublin Municipal Code provides that the competitive bid
process shall not apply when the City Council specifically waives the competitive bid process and
authorizes staff to negotiate the purchase of vehicles by a four-fifths vote; and
WHEREAS, prior to negotiating the purchase of a replacement vehicle, staff requested that the
City Council authorize this purchase pursuant to this exemption; and
WHEREAS, the City Council recognizes that the informal process to be used in the purchase of a
single used vehicle protects the public interest by allowing the City to obtain a reliable used vehicle that
offers the highest quality for the least cost
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)(11) and
authorizes Staff to negotiate and purchase one (1) used unmarked police patrol vehicle.
PASSED, APPROVED AND ADOPTED this~
day of ,2000.
AYES:
NOES:
ABSENT:
ATTEST:
Mayor
City Clerk
G:/staff-re/vehicles/umnarked/res-waiv. doc
ATTACHMENT 2
CITY OF DUBLIN
SPECIFICATION FOR USED AUTOMOBILE
SCOPE:
This specification describes the requirements of the City of Dublin for one used
passenger vehicle.
GENERAL REQUIREMENTS:
The vehicle shall be a used 1999 model year or newer production with 20,000 miles or
less on the odometer. The unit shall be equivalent in style, quality and appointments to
those offered to the general public. In order to meet the requirements of this
specification, the vehicle shall be supplied with equipment and accessories indicated as
standard equipment in the manufacturer's published literature or regular production
optional equipment.
Typical models that will meet the City's needs include, but are not limited to: Ford
Crown Victoria; Pontiac Grand Prix; Dodge Intrepid.
SPECIFIC REQUIREMENTS:
ENGINE:
The engine shall be gasoline powered.
TRANSMISSION:
The vehicle shall be equipped with an automatic transmission providing not less than
three (3) forward speed and one (1) reverse speed.
ELECTRICAL SYSTEM:
The supplier shall furnish a heavy-duty 12 volt electrical system, specifically designed
to handle the load requirements of the class of vehicle, equipped with options, as
specified herein.
STEERING:
The vehicle shall be equipped with the supplier's standard hydraulic power assist
steering.
BRAKES:
The vehicle shall be equipped with the manufacturer's standard power assist brake
system. A minimum of 50% of the brake pad shall remain on-all four wheels.
AIR CONDITIONING:
The vehicle shall be equipped with the manufacturer's factory installed
dehumidifying/all weather air conditioner. The air conditioning system shall include:
necessary insulation, increased engine cooling capacity and recovery syStem, and
additional alternator and battery capacity.
G:/staff-re/vehicles/unmarked/specs.doc
ATTACHMENT 3
CITY OF DUBLIN
SPECIFICATIONS FOR USED AUTOMOBILE
PAGE 2 OF 3
WHEELS AND TIRES:
Drive wheel tire clearance shall be adequate for normal operation of the vehicle when
loaded to capacity and equipped with snow chains. A high pressure inflated spare tire
shall be furnished. Road tires shall be radial type with a minimum of 6/32" of tread in
the center two grooves on all tires.
BODY:
The vehicle shall be a four (4) door.
EXTERIOR:
The exterior color shall be the manufacturer's standard production color of paint. Bright
colors are not acceptable. Vehicles with unacceptable colors will be rejected.
INTERIOR:
The interior color shall be the manufacturer's standard color supplied with the exterior
color, fabric and vinyl combination.
REQUIRED MISCELLANEOUS EQUIPMENT:
· Automatic pop-out cigarette lighted in front compartment
· Foam padded seats
· Dome light with driver's door actuated switch
· AM/FM radio w/cassette
· Power windows
· Power driver's seat
· Power door locks
· Power windows
· Cruise control
· Tilt wheel
GENERAL CONDITIONS:
The vehicle offered in response to this request shall be in good mechanical condition.
All systems, instrumentation and accessories shall function n°rmally. Glass shall be
undamaged. The interior shall be shampooed and vacuumed. Upholstery with holes,
burns or stains will not, be acceptable.
The vehicle shall be inspected for safety prior to delivery to the City.
A vehicle having accident damage is unacceptable. Metal and paint damage, typical
of parking lot damage (i.e. minor dents, scrapes and chips) will be acceptable at the
discretion of the City.
The vehicle shall have been serviced within the last 3,000 miles for all required items in
the "Owner's Manual".
CITY OF DUBLIN
SPECIFICATIONS FOR USED AUTOMOBILE
PAGE 3 OF 3
SMOG CERTIFICATION:
A certificate of compliance, as required by the California Vehicle Code, Division 3,
Chapter 1, Article 1-4000.1, must be furnished at the time of vehicle delivery.
KEYS:
The vehicle shall be delivered with two (2) complete sets of keys to include ignition,
trunk, glove compartment as required.
WARRANTY:
A 12,000 mile/I-year, which ever comes first, power train warranty is required.
Warranty mileage shall begin at the time the vehicle is placed into service.
INSPECTION:
Prior to delivery, the City will inspect the vehicle at the vendor's place of business. It
will be the responsibility of the vendor to notify the Chief of Dublin Police Services when
the vehicle is ready for inspection.
DELIVERY
The selected vehicle shall be delivered within 14 days from the date of order. The
vehicle shall be FOB delivered to 100 Civic Plaza, Police Administration Building,
Dublin, CA 94568.
VEHICLE REGISTRATION:
Registration will be completed by the Vendor.
The vehicle must be delivered with a verification of vehicle, DMV Form Number: Reg.
31, filled out completely and signed by an authorized vehicle verifier.
CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000)
(If Other than General Fund, Fund No - 200 & 830 Within Same Department Activity
From New Revenues Between Departments (City Council Approval Required)
Other
........ · ........ · ......... :..: ........· .......... · ............ :'. .......... '..'.. .......... '.....::.':.-'.'~?~'"'::.-'.'.'": ........ '""::: ....... '"":.: ...... """.:. ':"~";i'.'":',' : .......... "::: ':'"' ' ' '":" '~ ;"' .i'.
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Name: Name: Internal Service Fund-Non
Departmental - Machinery & Equipment
(Vehicles) $15,425
Account #:
Account #: 830-1000-750-073
Name: Name: Asset Seizure Fund
$ 5,075
Account #: Account #: 200-20100-750-073
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Fin Mgr/ASD Date:
Signature
REASON FOR BUDGET CHANGE ENTRY: The internal Service Fund Budget is presented for informational
purposes only. At the time the Budget was prepared, the need to replace one unmarked vehicle had not been
identified. Staff presented an item on February 15, 2000, requesting replacement of a 1994 vehicle at this time.
City Manager: Date:
Signature
As Approved at. the Cil. v.. Council Meeling on: [)ate: -.-.,.~;I 5/20()0
Mayor: Date:
Signature
Posted By: Date:
Signature
ATTACHMENT 4