HomeMy WebLinkAbout4.11 ReplacemtPatrolVeh
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CITY CLERK
File # ~[Q-~[Q]
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: APRIL 7,1998
SUBJECT:
Report on Purchase of Four (4) Replacement Patrol Vehicles
From Shamrock Ford
* Report Prepared By: Steve Honse, Administrative Assistant
'P(. Bid from Shamrock Ford
2. Bid from Downtown Ford
3. State Contract Price Sheet
EXHIBITS ATTACHED:
RECOMMENDATION:
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Based upon authority granted by the bid waiver on March 17,
1998, four (4) replacement vehicles have been ordered. No
further City Council action is required. This report is for
informational purposes.
FINANCIAL STATEMENT:
The cost to purchase four (4) replacement vehicles from
Shamrock Ford is $102,441.72. The bid was adjusted to
$104,052.48 for comparison purpose to reflect minor
differences in specifications. This adjusted price is $8,979.52
less than the State contract. The purchase price does not
include the cost to mark and outfit the vehicles.
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DESCRIPTION: On March 17, 1998, the City Council waived the competitive bid process and
authorized staff to negotiate the purchase of four replacement patrol vehicles. Staff circulated five RFPs
to new car dealerships and received two responses. One response was submitted by Shanlrock Ford and
the second response was submitted by Downtown Ford of Sacramento. These two responses were
compared to the terms offered under the State contract. The results are tabulated below:
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COPIES TO:
ITEMNO.~
:/staff-re/veh i cI es/marked/04-0 7 . doc
EQUIPMENT:
The equipment offered by the bidders was identical with the exception that the Shamrock Ford offer cffies
not include wig wags or push bar. A wig wag is an electronic device which allows vehicle lights to flash
on and off. This device is widely available at low cost and can be easily added during the outfitting of _u
the vehicle with other emergency equipment. A push bar is a metal device bolted on to the bumper which.
allows officers to push stalled vehicles from the road. Typically, the City attempts to remove the push bar
from the vehicle being retired and reinstall it on the replacement vehicle; however, often times changes in
the bolt pattern or bumper design will prevent the reuse of push bars. Should new push bars be required,
they will be obtained at the time the vehicle is outfitted with other emergency equipment. For comparison
purposes, the offer from Shanrrock Ford has been increased by $402.69 to reflect the absence of wig wags
and push bars. This adjustment is based upon State Contract pricing.
WARRANTY:
All base vehicle bids included a 100,000 mile drive train warranty. In addition to the drive train
warranty, Ford Motor Company offers an extended service warranty. This warranty is called
"Extended Care" and warrants additional systems from failure. In the past, the City has routinely
purchased the best warranty available in order to minimize maintenance costs. The cost of the
extended warranty is itemized and included in the total.
ANAL YSIS:
The purpose of the bid waiver was to determine if better terms could be obtained by negotiation
rather than by purchasing under the State contract. If better terms could be obtained, the City
Council authorized Staff to purchase from the vendor offering the lowest price. Per the State
contract, the cost to purchase four patrol vehicles, with an extended warranty, is $113,032.00. The
adjusted cost to purchase the same vehicles from Shanrrock Ford, the low bidder, is $104,052.48
or $8,979.52 less than the State contract. In addition to the lower purchase price, the City will .
receive a portion of the sales tax since the vehicles will be purchased from a vendor located within
the City of Dublin.
Downtown Ford submitted a bid of$106,726.76 which was $6,305.24 less than the State bid, but
$2,674.28 more than the bid from Shamrock Ford. Consequently, the bid from Shamrock Ford is
superior based upon price, sales tax recovery, and the benefits of dealing with a local vendor.
Based upon the fact that Shamrock Ford was the low bidder and the City Council had formally
waived the competitive bid process, staff ordered four replacement patrol vehicles from Shamrock
Ford on March 30, 1998. The City will take delivery of these vehicles on or about July 20, 1998.
OUTFITTING VEIDCLES;
Following delivery, the City will be responsible for the costs required to mark the vehicles and to install
radios, lights, sirens, opticom units and other emergency equipment. The City will remove most of this
equipment from current vehicles as they are retired and reinstall the equipment on the replacement
vehicles. Vehide emergency equipment is used for a minimum of six years. The costs associated with
the marking and outfitting of the replacement patrol vehicles will be part of the Fiscal Year 1998-99
budget. Any additional equipment purchase will be in conformity with the Purchasing Ordinance.
FUNDING SOURCE;
The purchase of these vehicles will be financed from reserves in the Internal Service Fund (ISF) for
Vehicle Replacement. Staffwill request that the delivery of the vehicles occur after July 1, 1998.
Therefore, the estimated expenditure will be identified in the Fiscal Year 1998-99 ISF Informational
Budget.
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CITY OF DUBLIN 1998 POLICE VEHICLE PROPOSAL FORM
I have received the documents titled "Request for Proposal", "Instructions" and "City of
Dublin: Specifications 1998 Police Patrol Vehicles. I have read and understood these
documents and how they relate to the City of Dublin's proposed purchase of four (4)
new 1998 police patrol vehicles. Furthermore, I understand the scope of the requested
purchase and the conditions required.
In submitting this proposal, I agree:
1. To hold my proposal open for 30 days from the date that the City of Dublin
receives this proposal.
2. To comply with the provisions the "Request for Proposal" "Instructions" and
"Specifications. "
3. To enter into a written contract based upon a purchase order reflecting the
terms stated within this offer.
My proposal is as follows:
A. Vehicle Description: Make FORD
Model: CRQU]'.J VICIDRIA Year: 1998
8. Delivery Schedule: Delivery shall be completed with
1998
20 days after July 1,
C. Vehicle Cost: (AS defined in sections "A", and "8" of the Bid Specifications)
Cost Per Vehicle
Total Cost for 5 Vehicles
Base Cost of Vehicle
$ 20,781.00
$ 103.905.00
- -.--. _.~----_.y_._--~ _._-~~--~ ----- -, -- - .~~_.. -.--- -
Delivery Cost
$ 0
$
o
8.572.15
Taxes
$ 1,716..43
$
All Other Charges
(attach list)
$ 0
o
$
TOTAL VEHICLE COST \ $
\ $ 112.477 .15
22,495.43
D. Cost of factory authorized sefilice program (2S defined in Section "C" of
Specifications
Cost
1 Car
Taxes/Other
Charges
Total Cost
Per Car
Total Cost
(Unit Cost X 5)
$ 1950.JO
7J
$ 19 )\) .00
9750.00
$
$
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EXHIBIT 1
7
E. Cost of optional factory authorized "Extra Care' program (as defined in Section "0" of
Specifications
Cost
1 CCii
Taxes/Other
Total Cost
Total Cost
(Unit Cost X 5)
("1-_____
",-",.a.. ~C.w
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$ 3115.00
$
;3
$ 3115.00
$ 15,575.00
Proposer Information
Name of Firm Submitting Offer:
SlW1ROCK FORD. INC.
Signature of Authorized Firm Representative:
Printed Name:
JOHN 1. KREHBIEL
Date:
03-20-qS
Title:
FLEIT SALES MANAGER
Business Address:
7499 DUBLIN BLVD. DUBLIN. CA. 94568
Telephone: 510 829-5211
". -. - .. ----..-
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. .- ._-_.~~-,~.- ---- -- ,--_.~._-------._--
NarES: . EXCEPTIONS t1ADE PART OF BID PRopbsAC'-- -,,'-,-,- - -0-_-, -" 'C --,,~_."-
1. FACTORY INSTALLED OPTIONS; IT El'1S (17) & (18)
Item 17 "wig \-lags: and item 13 Push Bumper are not available
as "Factory Installed Options". Those items are excluded
from this bid proposal
2. The final order date for Police Vehilcles is April 4, 1998.
Orders for 1998 Ford Crown Victoria Police Vehicle must be
rec:~i\T2.j by Ford t1otor Company prior to April 4, 1998.
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CITY OF DUBLIN 1998 POLICE VEHICLE PROPOSAL FORM
I have received the documents titled "Request for proposal", "Instructions" and "City of
Dublin: Specifications 1998 Police Patrol Vehicles. I have read and understood these
documents and how they relate to the City of Dublin's proposed purchase of four (4)
new 1998 police patrol vehicles. Furthermore, I understand the scope of the requested
purchase and the conditions required.
In submitting this proposal, I agree:
{-1. To hold my proposal open for 30 days from the date that the City of Dublin
receives this proposal.
2. To comply with the provisions the "Request for Proposal" "Instructions" and
"Specifications."
3. To enter into a written contract based upon a purchase order reflecting the
terms stated within this offer.
My proposal is as follows:
A. Vehicle Description: Make f-ou)
Model: r;L-i)i..<.rr-.) LIfe!-- Year: ~
B. Delivery Schedule: Delivery shall be completed with :3() days after July 1,
1998
C. Vehicle Cost: (As defined in sections "A", and "B" of the Bid Specifications)
Cost Per Vehicle
Total Cost for 5 Vehicles
Base Cost of Vehicle
$ ~~';):?;2--
$ //Z f~()--
$ ~d
Delivery Cost
$
~
Taxes
$ --;~~7f(gj'--
$
$
97~3'. ~--
All Other Charges
(attach list)
$
TOTAL VEHICLE COST I $ d-..5;57t.6f *'"
1$ /0~53. s-)
D. Cost of factory authorized service program (as defined in Section "C" of
Specifications '
*"b~cJ~~~~~w~.d7~.
Cost Taxes/Other Total Cost
1 Car Charges Per Car
$ Jf~ktid- ~ ~p~
Total Cost
(Unit Cost X 5)
$
$
f1 ~t(--,l, C.-j l-C
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. ~ -\.">m oi=l. I - .pC' :L{:~ I t ,,,Sot- 0:'-0 <;O.t.-.o ", ,,'.5. +- 6 f
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/ EXHIBIT 2
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E. Cost of optional factory authorized "Extra Care' program (as defined in Section "0" of .
Specifications
Cost
1 Car
Taxes/Other
Charges
Total Cost
One Car
Total Cost
(Unit Cost X 5)
$
$
$
$
Proposer Information
Name of Firm Submitting Offer: bou.) .'l\'+'i).),J ~J <;w. f"e s.
Signature of Authorized Firm Representative:
Printed Name: ':pA. V ~ 0 FZcbb-sS
3-z'l-7'iJ
FI Ec+ (Y) J'ltJfJ '7 E,~
,
Business Address: 5' 2- > /L) /6/11
Telephone: 9/b-l./Lf z.. -6 $- 3)
Date:
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S4.C,Uv4yy)C,..Y-f.o.. l-,Ll
Title:
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State of California Contract #1-98-23-14
1998 Ford Crow~Victoria Police Interceptor
OPTION LIST
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~~:;"2::~~'c;:t6rs>A\~if~i'e;,: P~lic~'Crea~Yellow (B I )~..tight Prairie Ta~1"dCMetallic (BA), Medium Brown :-'ktallic (8U). Toreador Red C'C
.__r_ ~_-..:'_'__~ . _r_~___'~ -----~~, '
<',':.:":MctaIli( (Fl.^); Spruce Green C'C Metallic (FS), Dark Green Satin CC Metallic (FlU), Light Denim Blue OC Metallic (KI) Medium
f?:.i.f':;:i;~~\y~~~<~wood ~1~~<?9M~~~iYllt.,~~~Jg~J~}(); ~g~~Blue (Uvl~~ight Blue Metallic (~~), UI~)31ue CIC ~Ietal~~c, (MY!), ~ight
i,~4;;,;>~~~~~eyJ~),Sl.lver.,Qte~i!f~,~~:M:earup1,,Q~~~~%G:M~tallIC (TP)i~~~Jver Frost ~!~eta~!;rilS2'. ~~~E~.;qf. (UA). Vl~:ant W~117;;S,('(,:.
'.' C (\VT) }\.1edtuffi Tltamum CIC MetallIc (YG) ~~ ' ._r.~':X~'..n...";-"._'" ".,/,v ,-,;"",.<,'''o'-,.,,,.c-,.,,":,,,"~,.- -. ;. ..t.~'''~''.' ,.
. : .---~ Order ~ut-off is March 31, 1998 ,":.~\,~'.,~;~:, :';.~~~~~f~~~::~l; , ,,~~1T?~.:o.o.~~~~~'~~;~=~t~:::iJ,;,;~t,:'_<~_
;' For immediate delivery, we have vehicles in stock. Please call (916)'442-6931 and ask for Dave Forbess or Mary Yci~g fo~~ore~ -; ".
{information. ~~ :jill\'. ., ,"C"
" Municipal Lease Rates as low as 5.05% APR on Credit Approval. Call for more infom1ation (916) .+41-6931. ::'ff';
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DESCRIPTION ,HIOUNT DESCRIPTIO;-'; AMOUNT
Speed ContlOl S 217.00 C\G . Compressed \atural Gas Engine 6035.00
Ami-Spin Differential (;-.1ot milable w/anti-Iock brakes) 93.50 Roof Reinforcement . 98.00
HD Rubber Floor Coverings 44.00 Silicone Hoses 212.00
Locking Gas Cap 49.00 Hub Caps in Lieu of Standard 15.00
Uniwsal Keys (all units in flee! keyed alike) 97.00 .-\uxiliary Fuse Box 56.00
Manuals Driver controlled door locks 22.00
Flat rate manual 169.00 Driver controlled windows 22.00
Pans manual 169.00 Driver and Passenger comlOlled door locks 22.00
Service manual 169.00 Driver and Passenger contlOlled windO\\"S 22.00
Paint Decklid warning lights 149.00
\<!onOlone Factory standard colors 73.00 Package tray II'arning lights 119.00
Factory fleet color 345.00 From prep wiring package 89.00
\on-FaclOry color 550.00 Horn:' Siren wiring package 49.00
One color iactory standard: one color factory non-standard 586.00 Push bumper 16". installed I Selina) 299.00
BOlh colors factory non-standard 550.00 \rig wags 73.00
BOlh colors factory standard 586.00 Pro straim rear seat. installed 399.00
Two rear doors CHP white 194.00 Setina panitions (Includes lower extension panels-installed)
Radio 5-5 window folds dO\\lI ; great for unmarked cars 529.00
AM, FyI Stereo. installed 289.00 6-S full stationary window 489.00
A\1 F\I Stereo with Cassene. installed 365.00 7-5 stationary vinyl coated expanded metal 4.+9.00
Radio closure plate 33.00 8-$ half expanded metal j halflex:m 499.00
Seats 9-5 spring loaded self lifting center window 549.00
, Full bench seats Not Available 10-$ window slides open horizontally 532.00
,
Split bench. H.D. cloth & vinyl. includes power 88.00 Delections and Credits
Split bench. RD. vinyl. includes power 88.00 Delete extended warranty 13yrs, 36.000 '.Iile powemainJ -] 500.00
Rear RD. vinyl 169.00 (retains standard 3yr'36.000 mile bumper to bumper)
~lisceIlaneous Delete anti-lock brakes -186.00
Spotlights. left and right. clear. post mounted inst~lIed 472.00 Delete power driver's seat .188.00
Dealer in5taIled undercoating'- 179.00 Spollighl prep credit (smooth a pillarsr.. . ---_._~ ~ --~ . .- 58~00' -
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EXHIBIT 3
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Ford requires you to have a Fleet Identification~~~oer b~fcire'We' can..ord~ryour vehicles. If you don't have one orare Unsure IfyQU :.:.'
ha,:e one. please call Ford at 1-800- 34-FLEET. """."",:..,,-,"t"<;:,.., ,..:':;.,~"'""'<;';.'-""~;~ '.<",,"':\;o;);,\~i.i~':.'.':'."~'>..:':':
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