To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
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APPROVE THE PURCHASE OF FOUR 2023 POLICE VEHICLES FROM NATIONAL AUTO FLEET GROUP FOR USE BY THE POLICE DEPARTMENT’S PATROL DIVISION FOR A TOTAL COST OF $289,775.43
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EXECUTIVE SUMMARY
Staff is seeking authorization from the City Council to purchase four vehicles for the Police Department’s Patrol Division. The new vehicles would replace four existing units that are at the end of their scheduled operation and were approved for funding as part of the 2022-23 Fiscal Year budget. Competitive pricing for the vehicles has been secured through the City’s regular purchasing procedures.
BACKGROUND
In June 2022, the City Council Approved Decision Package #38 -Vehicle Replacement Purchases, which set aside $1,039,272 for the replacement of 19 City vehicles and equipment in the FY 2022-23 Budget, including the funding for the four Police Patrol vehicles recommended for purchase at this time.
The vehicles and equipment approved for replacement as part of the 2022-2023 FY Budget is as follows:
The new vehicles will replace existing vehicles that are at the end of their replacement cycles and were identified for replacement in the FY 2022-23 Budget. The vehicles recommended for approval are three Ford Utility and one Dodge Ram (units #647, #649, #665 and #671) for the Police Patrol Division. It is anticipated that the four vehicles (4 2023 Dodge Durango Pursuit) will be purchased and delivered to the City in the next six to eight months.
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. If approved, the four recommended vehicles in this report would be acquired via Sourcewell master vehicle contract #091521-NAF.
The per vehicle cost, including full outfitting to equip the Patrol vehicles is $72,443.86 for a total of $289,775.43. Given the rising costs of vehicles and outfitting being experienced across the sector, this quote is higher than estimated. The funding appropriated in Decision Package #38 ($258,042) for these four vehicles is not sufficient to cover the total cost of the units. There is a $31,733.43 gap. At this time, there is sufficient funds in the Vehicle Replacement Operating Budget, funded by the total Decision Package #38 appropriation, to cover the overage. If approved, Public Works will include a request to appropriate the additional $31,733.43 from the Vehicle Replacement Fund at Mid-Year to cover the increased costs.
COORDINATION
The Public Works Department coordinated this report with the Police Department.
FISCAL IMPACT
Funding for the purchase of the four vehicles, at a total cost of $289,775.43, is available in the Vehicle Replacement Fund. Funding for the vehicles was approved as part of the FY 2022-23 Budget, via Decision Package #38 - Vehicle Replacement Purchases, in the amount of $258,042. Funding for the cost increase of $31,733.43 will be requested at Mid-Year after the availability and final pricing of the other vehicles listed in DP #38 is fully identified.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Quote - National Auto Fleet Group