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Home My WebLink About15-Public Services J. CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Lynn Merrill, Director Dept: Public Services Date April 19, 2004 OR\G\N~,', Subject: Resolution authorizing the execution of a purchase order to Fairview Ford for seventeen (17) Year 2004 Ford Crown Victoria Police Interceptors; and authorizing the Purchasing Manager to solicit lease- purchase rate quotes and award a lease-purchase to the lowest responsible leasing company. Meeting Date: May 3, 2004 Reso 99-60 Reso 2000-34 Reso 2002-102 Reso 2003-93 March, 1999 February 22, 2000 April 1,2002 April 21, 2003 Purchase 30 PD Interceptors Purchase 28 PD Interceptors Purchase 18 PD Interceptors Purchase 16 PD Interceptors Recommended Motion: Adopt resolution Contact person Lynn Merrill, Director Supporting data attached: FUNDING REQUIREMENTS: Council Notes: ~*2OCl-\-1 \0' ~ ignature Phone: 5140 ~~ ~ l<-~1A Ward: All Amount: $446,659.36 Plus lease costs Lease payments to be budgeted Over a three (3) year period Source: 635-341-5803 Lease Payments FY2004/2005, FY2005/2006, FY2006/2007 Finance: Agenda Item No. JS 5J:>Jfjf CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report SUBJECT: Resolution authorizing the execution of a purchase order to Fairview Ford for seventeen (17) Year 2004 Ford Crown Victoria Police Interceptors; and authorizing the Purchasing Manager to solicit lease-purchase rate quotes and award a lease-purchase to the lowest responsible leasing company. BACKGROUND: The Mayor and Common Council approved Resolution 2003-93 on April 21, 2003 for purchasing sixteen (16) 2003 Crown Victoria Police Interceptors from Fairview Ford. In March, 2004 staff requested a quotation from Fairview Ford for seventeen (17) Year 2004 model Crown Victoria Police Interceptors, and negotiated a base price of $22,789 plus tax for each vehicle ordered. Protech Ballistic panels for both front doors and installation are added to this quote for a price of $24,384.30 plus tax for a total cost of $26,274.08 for each vehicle. See attachments 1 and 2: Total price $22,789.00 each vehicle $ 1,408.00 each vehicle $ 187.30 each vehicle $ 1.889.78 each vehicle $26,274.08 each vehicle Base price as quoted by Fairview Ford Protech Ballistic Front Door Panels Panel installation Tax @ 7.75% The base price quoted by Fairview Ford, which was the lowest quote last year, is the same price as last year except for an increase of $404 due to specification changes by the Police Department, to include a ballistic trunk pack for safeguard purposes and a change to the gear ratio; and an increase of $74 for the Protech Ballistic panels, for a total increase of $478 to the base price per vehicle. Ford Motor Company is the only manufacturer of the Crown Victoria Police Interceptor model, which has been the specified standard for the Police Department for over ten years. Fairview Ford of San Bernardino is the sole local Ford dealer. The following illustrates the record of purchases of Crown Victoria Police Interceptors for the last five years (excluding tax). Year 1999 2000 2001 2002 2003 Quantitv 30 28 15 18 16 Vendor Fairview Ford, San Bernardino Fairview Ford, San Bernardino Raceway Ford, Riverside Fairview Ford, San Bernardino Fairview Ford, San Bernardino $ Per Unit $21,672.00 $21,672.00 $21,837.00 $22,385.00 $23,906.30 . . .. Staff is therefore recommending approval of a purchase order to Fairview Ford in the amount of $26,274.08 per unit for seventeen (17) vehicles amounting to a total cost of $446,659.36 lease costs pursuant to Municipal Code Chapter 3.04.010 Section B.3. FINANCIAL IMPACT: Funds for the lease payment of seventeen (17) replacement vehicles will be budgeted in the Police Department budget as an internal service charge for Fleet. In turn, Fleet Services will budget and pay the actual lease payments for these vehicles. May 21,2004 is the last day to submit our order for these seventeen (17) Year 2004 Ford vehicles with an estimated delivery date of July or August 2004. The lease payments will be structured so they will not begin until after the vehicles are delivered. RECOMMENDATION Adopt resolution '. Attachment I F~VlEWFORD FLEET & TRUCK CENTER' .. w. %ad STIlEI:T p.o. Boa 5516 SAM UUARDINO, CA. ~12 (909) 386-0281 or Fa: (909) 386-0%92 "- ~.i -:'~_ .~ , -!-..! +,.' A. -.;:-'~,<~.~': :d';~'.~,'::-. --". '-t- -~...,;.'~, }! .~,.,. 03/11/0<< l.,s.,iq Dw1.: "11$' 200. CIl.Cll8l YXC20aD ..... 1 of:1. Oed J'Dl. gc:.U 0........ 'I'Jpe: H Pd_ J:.ewoal: ..4ll ..," Clft 01' . S PO _. VlPI%CLII 0NlBa ~0If (-.' r'~ it:~.i' " ~.., . ."", ~..., DODD "'~od.ty' _ e_: 730A ClIa~/I'J.~ X-, _mu. 1'71 IOLXCK ~4~ ,a..30 A: "'"01. .: NOTA C, . CL'IIB ........../_ . - ~,.':O'U. UOA 0IlIlIIa C<lIlII (e) 157 In 2lA U3 US Rn'JUL IllOP _ DIl LOCIt '25 I1L:r<::oIB _ 320 ... 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Attachment 2 FAlRVlEW.FORD FLEET A nUCK CENTER lIOI W. :Zad S11U:rr ..0. Boll. 5516 SAN BERNARDINO. CA. fUll , (909) 386-0281 or Fu: (909) 386-0292 FAX COVE~ DATE: 3 /tq (o\f TIME: PAGES': Coverphas---L p~~ . FROM: V ~ ~~ . 7rack 6.1Js!!>>alLlller ATJ'N: 1>01,) 'JOIMJ-So 1\)' Fiffd' -=#- 3r~. So f3 COMPANY: c.'n- ~p S",.I(} 8~i(/AR.b<uo RE: --1?r)nT+Tl Cl V - 0 If, Fbt.tc.fS' CII~S COl\9lEN'rs: SA t..t?.r Plflrlf:'. e4: or. /A.lC4v~~;vr_ ~CE-O<Jr . ~ ..s2..11TC.~ .-..r . 22. 789 ~ 0 ~CH PA~e,~ :# 1~6~ PAM (!U.. /N froll L~Ti'~<4.J .t /1'7 ~ 70TJlf-L ,e-~ Cf.{ ., 2 C/. ~ e "I !.2. " . -t-~K T1IANK 'YOU!! r.) ,1"# V.I :Ell' . Ji'leet A Leise MIUEU ~"L j' , ! ~ oJ " #' 1^'" "1~'- 11 :1- (p, ,. fft' . . , c c 1 2 3 4 5 RESOLUTIOJC.(Q) IP 1:( RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER TO FAIRVIEW FORD FOR SEVENTEEN (17) YEAR 2004 FORD CROWN VICTORIA POLICE INTERCEPTORS; AND AUTHORIZING THE PURCHASING MANAGER TO SOLICIT LEASE.PURCHASE RATE QUOTES AND AWARD A LEASE.pURCHASE TO THE LOWEST RESPONSIBLE LEASING COMPANY. 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 SECTION 1. That Fairview Ford has offered a negotiated purchase price of $24,384.30 plus tax for each Year 2004 Crown Victoria Police Interceptor purchased and was the previously selected vendor for these models in 1999, 2000, 2002 and 2003. Pursuant to this determination the Purchasing Manager is hereby authorized to issue a purchase order to Fairview Ford, San Bernardino, in the amount of $446,659.36, which will facilitate the procurement of the seventeen (17) vehicles; and authorize the Purchasing Manager to solicit as needed, lease-purchase rate quotes under existing Master Lease Agreements and to award a lease-purchase to the lowest responsible leasing company. SECTION 2. The Purchase Order shall reference this Resolution No. 2004-_ and shall read, "Purchase of seventeen (17) Year 2004 Ford Crown Victoria Police Interceptors, P.O. No. , not to exceed $446,659.36" an/or shall incorporate the terms and conditions of the Contract, which is on file in the City Clerk's Office. SECTION 3. The authorization to execute the above referenced Purchase Order is rescinded if not issued within sixty (60) days of the passage of this resolution. 11111 o 27 I I I I I 28 April 19,2004 . . ~. c I 2 3 4 5 6 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER TO FAIRVIEW FORD FOR SEVENTEEN (17) YEAR 2004 FORD CROWN VICTORIA POLICE INTERCEPTORS; AND AUTHORIZING THE PURCHASING MANAGER TO SOLICIT LEASE.PURCHASE RATE QUOTES AND AWARD A LEASE.PURCHASE TO THE LOWEST RESPONSIBLE LEASING COMPANY. I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a i meeting thereof, held on the day of , 2004, by the 8 9 10 11 12 13 following vote, to wit: Council Members: AYES NAYS ABSTAIN ABSENT ESTRADA LONGVILLE MCGINNIS o 14 DERRY o 15 16 17 18 19 20 21 22 23 24 25 26 27 28 KELLEY JOHNSON MCCAMMACK Rachel G. Clark, City Clerk The foregoing resolution is hereby approved this ,2004. day of Judith Valles, Mayor City of San Bernardino Approved as to Form and legal content: JAMES F. PENMAN, City Att~iY By: jJ; April 19, 2004 'J