To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
title
APPROVE THE PURCHASE OF TWO 2023 POLICE VEHICLES FROM NATIONAL AUTO FLEET GROUP FOR USE BY THE POLICE DEPARTMENT PATROL DIVISION FOR A TOTAL COST OF $174,580.11
end
EXECUTIVE SUMMARY
Staff is seeking authorization from the City Council to purchase two vehicles for the Police Department, Patrol Division. Both units are Patrol Sergeant vehicles, with built in mobile command posts. Both vehicles are at the end of their normal replacement cycles and have been approved for funding in Fiscal Year 2021-22. Competitive pricing for the vehicles has been secured through the City’s regular purchasing procedures.
BACKGROUND
In June 2021, the City Council Approved Decision Package #55 -Vehicle Replacement Purchases, which set aside $1,350,055 for the replacement of 22 City vehicles and equipment in the FY 2021-2022 Budget, including the funding for the two Police Patrol Sergeants vehicles recommended for purchase at this time.
The vehicles and equipment approved for replacement as part of the 2021-2022 FY Budget and the status of their acquisition is as follows:
The vehicles recommended for approval are two Chevrolet Tahoes (units #651 and #652) for the Police Patrol Division. The new vehicles will replace existing vehicles that are at the end of their replacement cycles and were identified for replacement in the FY 2021-22 Budget. The vehicles would be purchased and delivered to the City in the next six to eight months.
As of the beginning of May, ten (10) vehicles and equipment scheduled for FY 2021-22 purchase were still unavailable. Thankfully replacement vehicles for units #651 and #652 are now available. Vehicle purchases have been hampered during the Fiscal Year by severe supply-chain issues across the sector.
The vehicles recommended for purchase would be acquired through the City’s regular purchasing procedures. The procedures contain a number of competitive purchasing options including the use of a “Piggyback” Bid which is a procedure of procuring goods or services by utilizing another public entity's recent Request for Proposal or Bid, or the Sourcewell Cooperative Purchasing Program. Cooperative purchasing programs provide valuable benefits to state and local governments. By attaching to national or regional cooperatives, an agency has immediate access to legitimately solicited contracts and guaranteed pricing and delivery options without expending staff resources on the preparation of its own RFB. Pricing is often attractive because of the purchasing power of these cooperatives.
The per vehicle cost, including full outfitting to equip the Patrol Sergeant’s vehicles as mobile command post for large incidents, is $87,290.05. Given the rising costs of vehicles and outfitting being experienced across the sector, the appropriated Vehicle Replacement Fund balance is not sufficient to cover the total cost of the units. There is $7,992 per vehicle funding gap. The Police Department has identified savings in the Patrol Division’s Maintenance and Operations budget to cover the shortfall. If approved, the two recommended vehicles in this report would be acquired via Sourcewell master vehicle contract #091521-NAFG.
COORDINATION
The Public Works Department coordinated this report with the Police Department.
FISCAL IMPACT
Funding for the purchase of the two vehicles, at a total cost of $174,580.11, is available in the Vehicle Replacement Fund and was approved as part of the FY 2021-2022 Budget, via Decision Package #55 - Vehicle Replacement Purchases, in the amount of $158,598, and from the Patrol Division’s annual maintenance and operating budget, in the amount of $15,984.11. There is no additional appropriation needed for the purchase of the two vehicles.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
Quote from National Auto Fleet Group