HomeMy WebLinkAboutS2- Police ,,CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Daniel A. Robbins Subject: Purchase of Unmarked Police
Chief of Police Cars
Dept: Police
Date: March 11 , 1993
Synopsis of Previous Council action:
None
Recommended motion:
Motion No . 1
Adopt Resolution .
Motion No . 2
Than an expenditu.-e of funds in the amount of $28, 874 from the Asset
Forfeiture Fund be authorized for the purchase of unmarked Police
cars .
SiqKature
Contact person: Captain Larry Richards Phone: 384-5604
Supporting data attached: yes Ward:
$28 , 874 108-221-55020
FUNDING REQUIREMENTS: Amount: 37 , 500 _Source: 635-311-55020
Total: 66 , 374 ��
Finance:
Council Notes:
75-0262
Agenda Item No.
CITY OF SAN BERNADINO - REQUEST FC COUNCIL ACTION
STAFF REPORT
PROBLEM:
The Police Department submitted a memorandum listing the unmarked police
units needing to be replaced via the Vehicle Replacement Fund. The
Investigation Division requested replacement of five (5) Priority One
vehicles that were no longer suitable for emergency police service.
RECOMMENDATION•
The City purchase five (5) 1992 white Ford Crown Victoria unmarked police
package cars. Cost for each car is $13 , 274 .80 (tax included) . Total cost
for five (5) cars is $66, 374 .
I recommend funding of $37, 500 from the Vehicle Replacement Fund and $28,874
from the Asset Seizure Fund.
ANALYSIS•
The Police Department submitted a memorandum on 8-20-82 , listing the unmarked
police units needing replacement through the Vehicle Replacement Fund. The
Investigation Division has five (5) Priority One and three (3) Priority Two
Vehicles that needed replacement (Attachment A) .
It is critical that the plain car fleet is maintained at a high level of
safety and operation since they are emergency vehicles. In prior years, the
cars purchased for plain car fleet have been one-year old used cars with
15, 000 to 20, 000 miles. Some cars have been purchased with lower mileage but
have been cars that were wrecked and repaired.
These used cars, even though only one year old, have the equivalent of two
years of mileage in Detective Bureau service causing the vehicle to need
replacement sooner. The purchase of new cars would extend life of unmarked
fleet which in turn would save the City money.
The five (5) priority one unmarked police package vehicles are available from
Ed Butts Ford at the same pricing level as the twenty-four (24) black and
white police patrol vehicles purchased September 14 , 1992 . Ed Butts Ford was
the successful supplier of the twenty-four (24) patrol vehicles (purchase
order #004650, September 14 , 1992) . The five (5) unmarked police package
vehicles will be at a lesser cost overall due to the fact the patrol vehicle
equipment is not required and some options utilized by the Police Department
are also not required.
The best pricing source for these vehicles has been identified as Ed Butts
Ford who is willing to sell to the City at the same pricing level as the
twenty-four (24) patrol vehicles.
MC 3 . 04 . 010 . 2 indicates an exemption applies if a vendor has established a
price at which the vendor is willing to sell to the City and a bid award has
occurred within one year.
' 7s-0264
The expiration of Ford Motor Company's Government Price Concession Deadline
of March 31, 1993 would preclude the formal bid procedure because of the time
element involved in the process. Inventory throughout the state is extremely
limited. Fortunately the City needs can be satisfied from Ed Butts Ford
remaining inventory.
The base price for unmarked police patrol vehicles is $12 , 320. 00 which
includes at no cost a 36 month bumper to bumper warranty, 100% parts and
labor.
It is recommended that cars be purchased by using $37, 500 from the Vehicle
Replacement Fund and the balance of $28,874 from the Asset Seizure Fund.
a
` ATTACHMENT A
City Of San Bernardino
San Bernardino Police Department
Interoffice Memorandum
To: Manuel P. Moreno Jr. , Director of Public Sery ces
From: Wayne Harp, Assistant Chief of Police , Q'�v
Subject: Request for Vehicle Replacement via the Vehicle
Replacement Fund
Date: August 20, 1992
copies:
I have been advised by the City Administrator's office that a
memorandum is necessary to request replacement vehicles via the
vehicle replacement fund. This memorandum is prepared per those
directions.
PATROL DIVISION
Priority 1 Unit #1008 This is a 1986 Kawaski motorcycle.
Per personnel at the City Yards,
this vehicle is broken and is
unrepairable.
Priority 1 Unit #1011 This is a 1986 Kawaski motorcycle.
This vehicle was wrecked on April
10, 1992, and the cost to repair it
is more than the vehicle is worth.
A replacement vehicle is needed.
INVESTIGATIONS DIVISION
Priority 1 Unit f107 A 1983 Ford LTD. This vehicle
currently has 87, 600 miles on it.
The engine uses oil, the drive line
is noisy, and the car shakes badly
at 55mph. It is no longer suitable
for police service.
Priority 1 Unit 191 A 1983 Ford LTD, mileage 56,593.
According to City Yards personnel,
the cam shaft is going flat but they
are unable to replace it as it is
too expensive. The drive line is
also noisy while the vehicle is
being shifted.
Manuel P. Moreno Jr. , Director of Public Services
Request for Vehicle Replacement via the Vehicle Replacement Fund
Page 2
INVESTIGATIONS DIVISION (Continued)
Priority 1 Unit #116 This is a 1986 Ford LTD with 105, 615
miles. It has continuous knock in
the engine, employees have
hypothesized that it needs a valve
Job, the transmission slips badly,
and it sticks in second gear. Both
the exterior and interior of the
vehicle are badly deteriorated.
Priority 1 Unit #78 A 1986 Ford LTD with 96, 300 miles.
The engine knocks and leaks oil, the
interior is deteriorated, the
driver's seat is broken.
Priority 1 Unit #87 A 1983 Ford LTD with 93, 500 miles.
The engine chronically stalls and
runs rough, the front end appears
loose, the interior is badly
deteriorated.
Priority 2 Unit 113 A 1986 Ford LTD with in excess of
70,000 _miles. This vehicle's
interior is excessively deteriorated
and the vehicle itself is frequently
at City Yards awaiting repairs.
Priority 2 Unit #115 This is a 1986 Ford LTD with in
excess of 79, 200 miles. It
chronically overheats, has blown a
freeze plug twice, and has severe
front end shimmy when the vehicle
exceeds 50 miles per hour.
Priority 2 Unit 100 A 1985 Mercury Marques with 89,314
miles. The engine runs roughly, the
front end is worn out, and the
driver's seat is broken and needs
replacing.
SERVICES DIVISION
Priority 1 Unit #69 This is a 1984 Ford LTD which,
according to Bob Montague at City
Yards, has been disposed of because
it is in a state of disrepair.
Manuel P. Moreno Jr. , Director of Public Services
Request for Vehicle Replacement via the Vehicle Replacement Fund
Page 3
SERVICES DIVISION (Continued)
Priority 2 Unit $90 A 1974 Ford Courier pickup truck
With 48, 000 miles. Our information
is that the vehicle has mechanical
problems which cannot be resolved
due to the unavailability of parts.
Priority 2 Unit $119 A 1979 International Scout with
approximately 25, 000 miles. This
vehicle's problems include a
defective clutch, differential, and
front end. The vehicle, at the time
of this report, has been at the City
Yards for 4-5 weeks awaiting the
delivery of parts. Employees at
City Yards state that the vehicle
itself is obsolete and replacement
parts are hard to locate.
This is the Police Department's only
four wheel drive vehicle and it is
essential that we keep at least one
in our fleet. It is occasionally
needed due to floods, fires, or the
necessity to access difficult
terrain.
cgr
C I T Y OF S A N B E R N A R D I N O
INTEROFFICE MEMORANDUM
PUBLIC SERVICES/FLEET DIVISION
DATE: August 6, 1992
TO: Department/Division Heads - User Departments
FROM: Manuel P. Moreno, Jr. , Director of Public Services
SUBJECT: SUBMISSION OF REQUEST FOR VEHICLE REPLACEMENT
COPIES : Shauna Clark, City Administrator; Fred Wilson, Assistant
City Administrator; Margurite Leon, Acting Fleet Manager
--------------------------------------------------------------------
Please submit your request for vehicle replacement for sedans ,
pickups , vans, or other vehicles up to 2 1/2 tons (no heavy
equipment) to the Fleet Manager by Friday, August 28 , 1992 .
Considering cost of maintenance and repair, operation, and safety
list them in two categories . Priority 1 will be the most critical
need for replacement; and , Priority 2 will be needs to be replaced .
The submitted requests will be reviewed and evaluated during the
month of September. We should be able to notify user departments
of our recommendation for vehicle replacement by the early part of
October, 1992. Keep in mind that this request is for replacement
of existing vehicles only, not additional vehicles.
Rest assured that we will consider all factors in preparing our
recommended list for replacement so that we can best utilize the
amount of funds available.
Manuel P . Moreno, Jr.
ATTACHMENT B
ED BUTTS � � � � 1515 N. HACIENDA BLVD.
P.O. BOX 507
LA PUENTE, CA 91747
March 5 , 1993
City of San Bernardino Police Department
466 W. Fourth St .
San Bernardino , CA. 92401
Attention: Captain Richards
Dear Captain Richards : Re : Five ( 5 ) new 1992 Ford Crown
Victoria Police Sedans , GPC
expiration date.
I have been informed by the Ford Division, Government Sales Office,
the State of California , Government Price Concession (GPC) no longer
will be valid after March 31 , 1993 , for new 1992 Ford Crown Victoria
Police Sedans . The expiration date will apply to the five ( 5 ) new
1992 Ford Police Sedans the City of San Bernardino currently has
under consideration for purchase from Ed Butts Ford.
The impact on the pricing in our proposal will be substantial - in
excess of $4 , 600 . 00 per vehicle increase , plus the resulting sales
tax increase .
In the event the City decides to purchase these vehicles , all purchase
documents must be dated prior to and received before March 31 , 1993 .
Thank you for your interest in our remaining new 1992 Ford Police
Sedans . Should you require any further information, please contact
me at 909-620-6354 , extension 204 .
Sincerely ,
STEPHEN C . HALL
Fleet Sales Manager
SCH: rh
(818) 918-3673 • (213) 283.7806 • (714) 620-6354 • FAX: (818) 918-9449
1 RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHAS
ORDER TO ED BUTTS FORD FOR THE FURNISHING AND DELIVERY OF FIVE (5)
3 UNMARKED POLICE VEHICLES, TO BE UTILIZED BY THE POLICE DEPARTMENT.
4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY O
SAN BERNARDINO A FOLLOWS:
5
SECTION 1 . That Ed Butts Ford is the lowest and best
6 responsible bidder for the furnishing and delivery of five (5)
7 unmarked police vehicles for the total amount of $66, 374 . 00;
8 pursuant to this determination, the Purchasing Agent is hereby
9 authorized and directed to issue a purchase order for said five
10 (5) unmarked police vehicles to said lowest and best responsible
11 bidder; such award shall only be effective upon the issuance of a
12 purchase Order by the Purchasing Agent.
13 SECTION 2 . The authorization to execute the above
14 referenced purchase order is rescinded if the parties to the
15 agreement fail to execute it within sixty (60) days of the passage
16 of this resolution.
17 I HEREBY CERTIFY that the foregoing resolution was duly
18 adopted by the Mayor and Common Council of the City of San
19 Bernardino at a meeting thereof, held on the
20 day of , 199 by
21 the following vote, to wit:
27
03-12-93 -1-
28
1 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE ORDER
TO ED BUTTS FORD FOR THE FURNISHING AND DELIVERY OF FIVE (5)
2 UNMARKED POLICE VEHICLES TO BE UTILIZED BY THE POLICE DEPARTMENT.
3
Council Members: AYES NAYS ABSTAIN ABSENT
4
ESTRADA
5
REILLY
6
HERNANDEZ
7
MAUDSLEY
8
MINOR
9
POPE-LUDLAM
10
MILLER
11
12 City Clerk
13 The foregoing resolution is hereby approved this
day of 199
14
15
16 W.R. Holcomb, Mayor
City of San Bernardino
17
Approved as to form
18 and legal content:
19 James F. Penman,
City Attorney
20
By:
21
22
23
24
25
26
27
03-12-93 -2-
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