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Home My WebLink About22-Public Services .CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION . From: Lynn Merrill, Director Dept: Public Services O."'I'~''''~L Iii ",dwd Subject: Resolution authorizing the execution of a purchase order to Raceway Ford for fifteen (15) Year 2001 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. Date: April 9, 2001 Council Meeting Date: April 16, 2001 Synopsis of Previous Council Action Recommended Motion: Adopt Resolution -t f:{ M.nill Contact person: Don Johnson, Fleet Manager Phone: 384-5220 Supporting data attached: Ward: All FUNDING REQUIREMENTS: Amount: $352,121.55 plus lease costs Lease Payments to be Budgeted over a three (3) year period Source: FY 2001/2002, 2002/2003 & 2003/2004 Lease Payments 635-341-5803 Finance Council Notes: 'I lIb jlJJ Agenda Item No. J..j.J CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTIO~ STAFF REPORT SUBJECT Resolution authorizing the execution of a purchase order to Raceway Ford for fifteen (15) Year 2001 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 It is requested that the Mayor and Common Council approve the procurement and three-year lease- purchase of fifteen (15) Year 2001 Ford Crown Victoria Police Interceptors for the Police Department. These vehicles are part of the annual vehicle replacement program. During the past three years, the City has undertaken a pro-active replacement program for the Police Department's black-and-white patrol fleet. Recently, both the Police Department and Public Services Department undertook a review of the effectiveness of the program to fine tune future vehicle acquisitions and ensure maximum value of the fleet purchases while continuing to ensure a high state of readiness for the black and white fleet. In order to maximize the utilization of this fleet, and to allow timely and cost effective replacement of other police vehicles assigned to Investigations, Special Assignments and Citizen Patrol, the Police and Public Services Departments are recommending that approximately fifteen units be purchased. This quantity will allow the Police Department to replace units that will either be reaching the 90,000 mile limit between now and August 2002 (the next schedule purchase period for black and whites), or will allow the department to roll-down lower mileage black and white units to replace older higher mileage secondary units. This quantity recognizes that the Police Department must replace up to two vehicles that are totaled each year in traffic collisions. Roll-down of vehicles provides significant savings by utilizing vehicles that have previously been paid for by the City in assignments that extend their economic life while reducing the extensive wear and tear they receive in the patrol function. Specifically, during the next fiscal year, the Police Department will reassign lower mileage black and whites to replace the following units: UNIT MILEAGE YEAR VEHICLE STATUS ASSIGNMENT NUMBER MAKE 1031 128.599 1993 Ford High Mil<=:e Citizen Patrol 1032 121,800 1993 Ford Hi~ h Mileal!e Citizen Patrol 1034 120,200 1994 Ford Hi~ h Mileal!e Citizen Patrol 1033 115,200 1993 Ford Hi~ h Mileal!e Citizen Patrol 1030 110,800 1993 Ford Hicl1 Mile..ve Citizen Patrol 1035 106,700 1994 Ford Hi~ h Mile:we Citizen Patrol 1023 99,200 1994 Ford Hi~ h Mile:we Patrol-CSR Vehicle 1027 98,000 1995 Ford His h Mile:we Investigations 974 98,000 1992 Ford Hi~ h Mileal!e Patrol 112 93,947 1989 Ford High Mileage - Traffic 12 year old vehicle 1024 92,700 1995 Ford High Mileage Patrol-CSR Vehicle 76 80,700 1994 Ford High Mileage Patrol 72 77,100 1992 Ford MET 100 75,000 1993 Oldsmobile Runs very poorlv Investieations 75 71,600 1993 Ford Questionable Personnel and Reliability for out of Training town usage 113 59,000 1992 Oldsmobile Runs very poor. Investigations Engine needs replacement The above list of vehicles that are replaced are assessed by the Fleet Division for feasibility of use in other Departments or placed in surplus and auctioned off with proceeds going to the General Fund. Notices inviting bids for replacement Ford Police Interceptors, Bid No.F- 01-48A11, were sent to seventy-two (72) vendors, the San Bernardino Chamber of Commerce and advertised in The Sun Newspaper and on the City Web Page. Bids were received from four (4) vendors, including one Chevrolet bid. Ford Motor Company is the only producer of the Crown Victoria Police Interceptor model, which has been the specified standard for the Police Department for over nine years. VENDOR Raceway Ford Fairview Ford W ondries Fleet Gr. Lake Chevrolet LOCATION Riverside San Bernardino Alhambra Lake Elsinore TOTAL BIDPRICEW/l%LOCAL TOTAL BID PRICE VENDOR PREFERENCE AWARD $352,121.55 NA $352,121.55 $359,410.13 $355,816.03 $367,198.50 NA Substitute bid of Chevrolet Sedans unacceptable The cost and technical specifications of all bids were reviewed and the low bid from Raceway Ford meets or exceeds all items called for in the specification for Ford Police Interceptors. Staff is therefore recommending an award of a purchase order to Raceway Ford for a total amount of $352,121.55 including tax plus lease costs pursuant to Municipal Code Chapter 3.04.010 Section B.3. FINANCIAL IMPACT: Funds for the lease payment of fifteen (15) 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. While the vehicles must be ordered now due to production cut-offs established by Ford Motor Company, they will not be delivered until next Fiscal year. The lease payments will be structured to begin after the vehicles are delivered. All of the above will be included in the FY2001/2002 budget. RECOMMENDATION Adopt resolution. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 ~(Q)~W Resolution No. RESOLUTION OF THE CIlY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER TO RACEWAY FORD FOR FIFTEEN (15) YEAR 2001 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. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CIlY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. That Raceway Ford of Riverside is the lowest and best responsible bidder for the furnishing and delivery of fifteen (15) 2001 Ford Crown Victoria Police Interceptors; pursuant to this determination, the Purchasing Manager is hereby authorized and directed to issue a purchase order for said fifteen (15) Ford Police Interceptors to Raceway Ford for the total amount of $352,121.55 plus lease costs; and authorizing the Purchasing Manager to solicit lease- purchase rate quotes and award a lease-purchase to the lowest responsible leasing company. All other quotations therefor are hereby rejected. SECTION 2. The authorization to execute the above referenced is rescinded if it is not issued within sixty (60) days of the passage of this resolution. IIIII I I I I I I I I I I I I I I I I I I I I I I I I I IIIII I I I I I I I I I I Apri19.2oo1 '. . 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER TO RACEWAY FORD FOR FIFTEEN (15) YEAR 2001 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 meeting thereof, held on the day of , 2001, by the following vote, to wit: Council Members: ~ Abstain Absent Ayes ESTRADA LIEN McGINNIS SCHNETZ SUAREZ ANDERSON McCAMMACK Rachel dark, City deck City of San Bernardino The foregoing resolution is hereby approved this day of , 2001. Judith Valles, Mayor City of San Bernardino Approved as to form and Lega1 content; James F. Penman, City Attorney BY: Apri19.2001 2 '. " ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): A-I(.,-O\ Item # '22 Resolution # Ztol- <;?O Vote: Ayes 1':::> Nays 'I Abstain B Absent _~ Change to motion to amend original documents: Reso. # On Attachments: L Contract term: Note on Resolution of Attachment stored separately: ~ Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY By: NullNoid After: foo DAfi ) b -IS -0 ) I Date Sent to Mayor: iJ-I'i!:-o t Date of Mayor's Signature: A.-l"'l -01 Date ofClerk/CDC Signature: A.-lA. -0 \ Reso. Log Updated: Seal Impressed: ,/ ./ See Attached: See Attached: Date Returned: Date MemolLetter Sent for Signature: 60 Day Reminder Letter Sent on 30th day: 90 Day Reminder Letter Sent on 45th day: Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personnel Folders (6413, 6429, 6433,10584, [0585, [2634): Updated CDC Personnel Folders (5557): Updated Traffic Folders (3985, 8234, 655, 92-389): Yes ./ No By Yes No ----1L- By Yes No /' By Yes No t/ By Yes NO/ By,_ Copies Distributed to: City Attorney / Parks & Rec. Code Compliance Dev. Services EDA Finance /" MIS Police Public Services ,,/ Water Others: Notes: BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.) Ready to File: 0\-( Date: 4-23-0 I Revised 0 I I 12/0 I