HomeMy WebLinkAbout30- Purchasing CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL AC111ON
From: Dean R. Meech Subject: Purchase of Police Vehicles
Purchasing Agent �' ' ° 1988/89 Budget
Dept: purchasing Police Department n
Date: March 1, 1988 Ia
Synopsis of Previous Council action:
None
Recommended motion:
Adopt Resolution
Dean R. M
Signa re
Contact person: Dean R. Meech, Purchasing Agent Phone: 384-5085
Supporting data attached: Yes Ward: N/A
FUNDING REQUIREMENTS: Amount: $177,250.86 Dodge $207,009.68 Ford
Source: (ACCT. NO. ) 001-213-55120 9 Po I:« 13.11-1
(ACCT. DESCRIPTION) Police Patrol Vehicles
Finance: G+---- / —
Council Notes:
CI& OF SAN BERNARDINO - REQUEST FOR COUNCIL ACfl'ON
STAFF REPORT
PROPOSED ACTION
AUTHORIZE THE PURCHASE OF FIFTEEN NEW POLICE PATROL VEHICLES THROUGH
THE DEPARTMENT OF GENERAL SERVICES, STATE OF CALIFORNIA OR OUTSIDE
OF THE STATE PROCUREMENT.
BACKGROUND INFORMATION
The proposed purchase is for fifteen (15) police patrol vehicles
to be utilized in daily patrol operations of the Police Department.
Procurement at this time and in this manner is consistent with the
acquisition schedule for replacement of this type vehicle.
The State of California through its cooperative purchasing program,
affords political subdivisions the opportunity to participate in
volume purchases in order to obtain equipment at the best possible
price. In this respect the State recently awarded a contract for
furnishing a number of 1988 model police patrol vehicles. In accordance
with the State specifications, the City may purchase from this contract
through the Department of General Services.
The vehicle offered through the State contract is the Dodge Diplomat.
Specifications for this vehicle have been reviewed with the Equipment
Superintendent who concurs that the vehicle meets all requirements
for the intended use. The unit price is $11,081.38. Purchase price
for fifteen vehicles under the State contract would be $174,775.00
including all applicable taxes and State service charge. Transportation
charge from delivery point of Sacramento, CA. , will be approximately
$165.00 per vehicle ($2,475.00) total of $177,250.86.
The police department has made a good case favoring the Ford Crown
Victoria as attached memos support. Re: Ford, superior frames, (safety) ;
Dodge, unstable front ends; Dodge, initial cost saving lost in higher
maintenance costs; Ford, higher resale value when the City is finished
with the vehicles; Ford, superior cooling system; Ford, larger interior,
etc. The Los Angeles Sheriff's Department and the San Bernardino
Sheriff's Department both specify the Ford and picked the Ford over
the Dodge. At a meeting on February 17, 1988 in purchasing it was
felt the Equipment Superintendent and the Police Department could
agree on the Ford police model if Council agrees.
The Fords would be purchased direct from the same vendor at the same
price offered San Bernardino County, thus saving the County service
charges.
r
The unit price is $12,988.13. Purchase price for fifteen vehicles
including tax is $206,509.68. Transport is approximately $500.00 from
Wilnix Ford, Pomona for a grand total of $207,009.68.
In veiw of the foregoing it is recommended that the procurement action
on one of the two Police model inventory price listings attached as
proposed herein be approved. Funding for these vehicles will be included
in the 1988/89 budget.
Note: the Cut-off date for the State contract is April 1, 1988.
This department is at your disposal for any questions you may have. As I
would assume, so is the Garage and Police Department.
Dean R. Meech, Purchasing Agent
e
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SF0037
1988/89 DODGE POLICE VEHICLES
15 EA BID F79-001417, AUTOMOBILE, 1988
MODEL CHP, CLASS "E" SPECIAL SERVICE
VEHICLE IN ACCORDANCE WITH STATE
SPECIFICATIONS 2310-72K-03, DATED
OCTOBER 1987
MAKE - DODGE
MODEL - DIPLOMAT (MGL41) 4 DR. SEDAN,
(318CID V-8) $10,114.00
AND WITH THE FOLLOWING EQUIPMENT INSTALLED:
15 EA DOOR LOCKS, POWER 182.33
15 EA KEYS, UNIVERSAL 15.90
15 EA LOW GEAR LOCKOUT, ESTIMATE 12.00
15 EA OIL PRESSURE GAUGE (CODE JFBN00) 64.52
15 EA SEAT, FRONT, BENCH, SPLIT, HD VINYL, TAUPE
COLOR CODE(KX) 327.75
1.5 EA SEAT, REAR, HD VINYL (DEALER INSTALLED) 85.00
1.5 EA SPOTLIGHTS, LEFT AND RIGHT, CLEAR, CHROME POST
MOUNTED, INSTALLED (REF UTILITY MODEL 225) 210.00
15 EA ROOF WIRING, (8 WIRE) WHOLE IN CENTER
SINGLE PULL TO FRONT FOR LIGHTS (CODE XHC) 44.88
15 SETS WHEELS, HEAVY DUTY 14" WITH P215/70HR14
TIRES C (GOODYEAR EAGLE GT/HR) (5 EA) SET 25.00
TOTAL EXTRA EQUIPMENT: $967.38
TOTAL (ONE CAR) : $11,081.38
TOTAL (FIFTEEN CARS) : $166,220.70
STATE CONTRACT SERVICE CHARGE 1,662.20
TOTAL 167,882.90
$200 DISCOUNT PER CAR @ 15 CARS = $3,000 - 3,000.00
TOTAL 164,882.90
6% TAX 9,892.97
TOTAL 174,745.00
APPROXIMATELY $165 PER CAR TRANSPORT 2,475.00
v
SF003r `0%
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1988/89 FORD POLICE VEHICLES
1.5 EA 1988 FORD CROWN VICTORIA "S" 4-DOOR
POLICE SEDAN, CODE #55A POLICE PACKAGE
351- V8 POLICE ENGINE, WHEELBASE: 114"
MAKE - FORD $12,296.17
AND WITH THE FOLLOWING EQUIPMENT INSTALLED:
15 EA TILT STEERING WHEEL 105.72
15 EA COOLING SYSTEM, EXTRA HD, TRAILER TOWING
TYPE RADIATOR 33.00
15 EA GAUGES: AMP, OIL AND WATER 167.20
15 EA INOPERATIVE DOOR JAMB SWITCHES 8.45
15 EA SINGLE KEY LOCKING SYSTEM,
ALL UNITS KEYED ALIKE 16.90
15 EA TWO (2) EXTRA KEYS PER UNIT 1.50
15 EA SPOTLIGHTS, LEFT AND RIGHT, UTILITY 6"
PILLAR MOUNTED 178.10
15 EA BODYSIDE MOLDINGS, FRONT DOOR MOLDINGS
SHIPPED LOOSE 63.48
15 SETS HD FRONT AND REAR FLOOR COVERING (RUBBER) 22.81
15 EA DECKLID RELEASE, MOUNTED LH SIDE OF
STEERING COLUMN 19.85
15 EA RADIO CONDUIT WIRING, 1 1/2" 71.80
15 EA SPLIT BENCH FRONT SEAT (NON-RECLINE)
WITH CLOTH TRIM 28.00
15 EA EXTRA SET OF SEAT BELTS FOR DRIVER
AND PASSENGER, SHIPPED LOOSE 30.00
15 EA DELETE AM RADIO (-54.95)
TOTAL EXTRA EQUIPMENT: $691.86
TOTAL (ONE CAR) : $12,988.03
TOTAL (FIFTEEN CARS) : $194,820.45
6% TAX 11,689.23
TOTAL 206,509.68
TRANSPORT 500.00
GRAND TOTAL $207,009.68
L 4TY OF SAN BER ARDINO - MEMO ANDUL-.
To DEAN MEEC H From JOHN LEIN
PURCHASING AGENT
Subject POLICE PATROL VEHICLE PURCHASE Date MARCH 1 , 1988
Approved Date
Recalling our meeting of February 17, 1988, during which Captain
Dan Robbins recommended that the replacement fleet of (15) fifteen patrol
vehicles be Ford products, we are still awaiting the information regard-
ing the bid offered to the San Bernardino Sheriff's Department. As
you know, this recommendation was based upon, among other factors, our
belief that the maintenance costs experience of previous and current
Ford patrol vehicles were and are significantly lower than the Dodge
vehicles.
Another element recently surfaced which favors the purchase of
the Ford vehicles . The police department, as phase two of the Computer
Aided Dispatch system, hopefully will be installing Mobile Digital
Terminals (MDT) in patrol vehicles in the near future. This requires
adequate space in the front compartment for installation of the mobile
devices without eliminating the front passenger seating space. In a
study by the Los Angeles Police Department, it was found that the Ford
vehicles had the only police package available which could accommodate
the MDT and still operate two officer vehicles.
I have completed the option package selection as you requested
for the Dodge Diplomat. (Please see attached) .
CITY OF SAN BERNARDINO - MEMORANDUM
To CAPTAIN D. A. ROBBINS From LT. T. MAIER
Subject VEHICLE COMPARISONS Date 3-7-88
FORD vs DODGE (POLICE PATROL VEHICLES)
Approved Date
As per your request, I have collected data comparing the Ford Crown Victoria
with the Dodge Diplomat for police patrol vehicles. The following individuals
provided their opinions for our consideration:
Sergeant Randall L. Nichols
Communications and Fleet Management Bureau
Los Angeles County Sheriff's Department
Ph: (213) 267-2511
Al Daniel
Fleet Maintenance
San Bernardino County Sheriff's Department
Ph: (714) 387-3770
Sergeant Nichols was contacted on 11-18-87, at the L.A. County Fair Grounds.
Sergeant Nichols was conducting tests on four police patrol sedans: Chevrolet
Caprice, Ford Crown Victoria, Ford Mustang, and Dodge Diplomat. Each car
was put through a battery of tests which were being measured by sophisticated
test equipment and technicians. When questioned about the test results and
his opinions, Sergeant Nichols stated the Chevrolets and Fords were superior
to the Dodge. When asked why, Sergeant Nichols stated that both the Ford and
Chevrolet had full frames while the Dodge had a unibody with a stub or "K"
frames in front. He added that this was a cheaper method of building the
car, but that these front ends (Dodge) were highly unstable and inherently
run up high maintenance costs during their service life. He drew our atten-
tion to the fact tht the Dodge being tested had already had front-end prob-
lems during the test and was having to be repaired before testing could con-
tinue. He reiterated that any savings made in the initial purchase of the
Dodge was quickly lost to front-end repairs.
Sergeant Nichols stated of the three makes of cars tested, the Dodge had
finished last in acceleration, braking, and handling.
Al Daniel was contacted on 3-7-88, at his office by telephone. Mr. Daniel
stated the Sheriff's Department has been using the Ford Crown Victoria for
the past several years. He stated 1982 was the last year they had purchased
Dodge Diplomats. I asked Mr. Daniel why they had switched to Fords, noting
that the initial cost of the Ford was higher. He stated the Dodge' s initial
cost savings was lost in higher maintenance costs, especially in front-end
repairs. He further noted the Dodge' s experienced much greater down time
than the Fords.
He listed the following as reasons the Sheriff's Department continued to
purchase Fords over Dodges: (1 ) the Ford has a full frame which makes it
• 3
$"APTAIN D. A. ROBBINS
;L4EHICLE COMPARISONS
3-7-88
PAGE 2
safer, more stable, and provide much cheaper maintenance ("K frames cost
from $750 to $900 each. . . .We couldn't keep front ends under the Dodges" ) ;
(2) the Fords have a $1300-$2200 higher resale when sold at the end of their
service life; (3) a Ford with front-end damage can be cut in half and welded
to a Ford with rear end damage for $2000-$3000, thus saving approximately
$9000 in replacement costs (The Sheriff' s Department does this on a regular
basis. Mr. Daniel states this cannot be done with the Dodges, that they must
be scrapped instead. ) ; (4) the Ford has a superior cooling system which saves
in repair costs; (5) Ford has an extended warranty system which covers the
car for three full years, thus allowing the cars to be operated for three
full years; (6) the Ford' s have a much larger interior which assists in pre-
venting officer fatigue; (7) the Ford has larger trunk space allowing for
standard size equipment holders which cannot be used in the Dodges (We have
standard equipment holders in stock, but cannot use them in the Dodges. ) .
I have enclosed cost breakdowns for both Ford Crown Victoria and Dodge Dip-
lomat. The unit cost of the Ford, including tax, is $ 11,746.26 vs $11 ,468. 17
for the Dodge. The cost difference per unit is $ 2,021.05. The cost difference
for 15 units will be $30,315.75. It is our opinion that the cost of the Ford
over a three-year period will be lower than that of the Dodge and, at the
same time, is a safer car to operate. Its heavier frame will provide more
safety which, in dollars, would provide a healthy savings. The Ford' s larger
interior provides a greater amount of comfort to the operator which aids
in the prevention of fatigue and stress, which is also a cost savings. The
Ford' s margin of value can also be seen in its greater resale value which
provides proof of its durability and performance.
Respectfully submitted,
THOMAS D. MAIER, LIEUTENANT
OF CALIFORNIA Date Prepared By Agency Billing Code Purchase Request Numoer
Page Number,
TMENT OF GENERAL SERVICES
E OF (PROCUREMENT 8/27/87
FOR OFFICE OF PROCUREMENT USE ONLY! S
aL AGENCY H CITY OF SAN BERNARDINO
CENTRAL GARAGE
:HASE REQUEST P 182 S. Sierra Way
San Bernardino, Ca 92408
36 (Rev 10/85) T
0
TO:
A CITY OF SAN BERNARDINO
e of Procurement I
42804 OFFICE OF THE PURCHASING AGENT
I
mento, CA 94204-0001 L 250 W. Cluster Street
San Bernardino, Ca. 92408
T
:y Contact Regarding This Request (Name, Title, 5 Phone Number) 0
(Purchase Order & Invoice Copies Will Be
DEAN R. MEECH, PURCHASING AGENT 714-384-5085 �
Sent In Triolicate To "MAIL TO" Address)
IOUANTITY JUNIT (STATE STOCK NUMBER JOESCRIPTION JUNIT PRICE (EXTENSION
i
y requests that the State Office of Procurement purchase the items specified below under Provisions of California
c Contract Code Section 10324.
15 ea 1988 Model Calif rnia Highway Patrol Full-Size $10,854.00
Sedan (wheelbas 112 - 116 inches)
xX ea 1988 Model Calif rnia Highway Patrol Special
Service High Spe d Sedan
CHANGE ORDER
REDUCE AMOUNT OF ITEM 1 FROM 20 EA. TO 15 EA.
i
IMAXIMUM FUNDS AVAILABLE FOR THIS PURCHASE $
ocal agency accepts sole responsibility for payment to the vendor, and will make a payment directly to the vendor
:cordance with the provisions of the purchase order. It is understood that the Statc shall incur no financial
nsibility in connection with this purchase. The local agency agrees to pay promptly, when billed, all charges of
apartment of Gen 1 Service for/rendering the service.
C I T Y O F S A N B E R N A R D I N 0
t INTEROFFICE MEMORANDUM
8708-108
i
i,
TO: DEAN MEECH, PURCHASING AGENT
FROM: WARREN A. KNUDSON, DIRECTOR OF FINANCE
SUBJECT: PRELIMINARY COMMITMENT TO STATE CONTRACT - PATROL
VEHICLES
DATE: AUGUST 26 , 1987 ( 7178 )
COPIES: CITY ADMINISTRATOR
-------------------------------------------------------------
You have recently made notification that the State of
California requires a preliminary commitment by August 31 , on
the number of patrol vehicles the City may be interested in
for delivery in 1988-89 .
This notification is preliminary and there will be an
opportunity to reduce the number that we actually order at a
later date . This preliminary number may well be changed
since the procedure for ordering these vehicles is under
review .
After my discussion with the City Administrator, on August
24, you are requested to place the preliminary order for 15
vehicles . Hopefully by the time a firm commitment is
required , the review of the order process will be completed .
ka. Q jc-.�
WARREN A . KNUDSON
Director Of Finance
vm
ITY OF SAN ..oER :ARDINO — _JEMORANDU,.J
To The Honorable Mayor & Common Council From Dean R. Meech
Subject Purchase of Police Vehicles 1987/88 Date Purchasing Agent August 21, 1987
Approved Date
The Purchasing Agent received correspondence August 18, 1987 issuing a
cut-off date of August 31, 1987 for placing our order through the State
Department of General Services contract.
The Police Department & Garage Superintendent were contacted this date
and amount of vehicles determined (25 each) .
The Purchasing Agent would like a recommendation on procurement action
so as to take advantage of the State contract and economies afforded
therein.
Respectfully,
10,04 00
Or
DEAN-Jr. MEECH
Purchasing Age
t'FM`)t=
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STATE Gr CAUFORNIA—STATE AND CONSUMER SERVICES AGL. Y GEORGE DEUKMEJIAN, t,..vwrai
DEPARTMENT OF GENERAL SERVICES
Box 942804
Sacramento, G 94204-0001
August 12, 1987
TO ALL PARTICIPATING AGENCIES
Subject: 1988 Model CHP Sedans, Full Size and High Speed
The Cooperative Purchasing Program is requesting input on the quantity of
1988 model highway patrol specification vehicles that you may require.
Again this year, both the full -size vehicles (wheelbase 112-116 inches) and
the smaller high speed vehicle (wheelbase 100-106 inches) will be offered on
contract. There are no changes from the 1987 specifications regarding
performance, handling, or other minimum requirements.
The two vehicles offered under the 1987 CHP vehicle contract were the Chevrolet
Caprice for a net cost of $10,854 (with an 100,000-mile warranty) and the
Ford Mustana for a cost of $10,427.
Please list your requirements on the attached form and return it to our
office by August 31 , 1987. As soon as the bids are awarded, we ;:ill send you
recaps showing the base prices and options available. You can then submit
your requests with exact quantities, options , and colors specified, along
with your agency' s authorizing resolution.
Sincerely yours,
,6', ..c�3— 11, :„QcY
Bus Eddy, Buyer
Cooperative Purchasing
916/445-6681
WLt:terry
Attachment
'ter/
1 RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE DEPARTMENT
OF GENERAL SERVICES OF THE STATE OF CALIFORNIA TO PURCHASE UP TO FIFTEEN
3 POLICE PATROL VEHICLES.
4 1
BE IT RESOLVED THAT THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
5 BERNARDINO DO HEREBY authorize the Office of Procurement, Department of
6 General Services of the State of California to purchase up to fifteen police
patrol vehicles 1988 Model CHP Special Service, Class E Dodge Diplomat
8 1 (318 CID V-8) at a cost of $11,081.38 per vehicle or a maximum total of
i
q fifteen vehicles for $177,250.86 total cost. On the behalf of the City
10 I of San Bernardino pursuant to Section 10324 Public Contract Code & RESOLUTION
86-237 that the Purchasing Agent of San Bernardino is hereby authorized
it 1
12 and directed to sign and deliver all necessary requests and other documents
13 in connection therewith for and on behalf of the City of San Bernardino.
14 I HEREBY CERTIFY that the foregoing resolution was duly adopted by
15 the Mayor and Common Council of the City of San Bernardino at a
16 meeting thereof, held on the day
17 of ,198 by the following vote, i
to wit:
18
AYES: Council Members
19
20
NAYS:
21
ABSENT:
22
23 City Clerk
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Resolution re-purchasing r_irteen police Uuuy- VC11111GJ
1
The foregoing resolution is hereby approved this day
2
of 198
3
4
5 Mayor of the City of San Bernardino
6 Approved as to form i
and legal content:
7
8 City Attorney
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�I 2
1 RESOLUTION NO.
2 RESOLUTION OF THE CI^1Y OF SAN BERNARDINO AUTHORIZING TO
PURCHASE UP TO FIFTEEN POLICE PATROL VEHICLES.
3
BE IT RESOLVED THAT THE MAYOR AND COMMON COUNCIL OF THE
4
CITY OF SAN BERNARDINO DO HEREBY authorize the Department of
5 Purchasing to purchase up to fifteen police patrol vehicles
6 1988 Model CHP Special Service , Ford Crown Victoria 351-V8 at
a cost of $12 ,988 .03 per vehicle or a maximum total of fifteen
8
vehicles for $207 ,009 . 68 total cost. The Purchasing Agent of
9 San Bernardino is hereby authorized and directed to sign and
10
deliver all necessary requests and other documents in connection
11 therewith for and on behalf of the City of San Bernardino.
12 I HEREBY CERTIFY that the foregoing resolution was duly
13 adopted by the Mayor and Common Council of the City of
14 San Bernardino at a meeting thereof_ , held on the
15 day of 198 by the following vote ,
16
to wit:
17 AYES: Council Members
18
19
NAYS:
20
ABSENT:
21
22
23 City Clerk
24
25
26
27
28
1
Resolution regardi purchasing f teen police Ford vehicles
1 The foregoing resolution is hereby approved this day
2 of 198
3
4
5 Mayor of the City of San Bernardino
Approved as to form
6 and legal content:
7
City Attorney
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