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HomeMy WebLinkAboutItem No. 05 - Issue Purchase Orders for Unmarked Police Vehicles Consent Calendar City of San Bernardino Request for Council Action Date: May 20, 2020 To: Honorable Mayor and City Council Members From: Teri Ledoux, City Manager By:Eric McBride, Acting Chief of Police Subject: Issue Purchase Orders for Unmarked Police Vehicles Recommendation It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2020-107: 1. Repealing Resolution No. 2020-74; and 2. Authorizing the Director of Finance to amend the FY 2019/20 adopted budget and issue multiple purchase orders at a total not to exceed $115,000 for the purchase of pre-owned unmarked police vehicles from the best option vendors selected. Background On October 1, 2017, the City of San Bernardino entered into the San Manuel Community Credit Fund Restricted Grant Agreement. Phase II of the grant agreement requires the grantee to use approximately 20-30% of the grant each year to purchase equipment intended to support SBPD patrol and investigation functions affecting the defined area. The department has recently re-established special investigative units with the intent to reduce violent crime, narcotics, and vice activity. These units require unmarked police vehicles to accomplish their missions. The department historically purchased unmarked police vehicles from Carmax due to the trade-in value offered and a wide selection of vehicles. On May 6, 2020, the Mayor and City Council adopted Resolution No. 2020-74, authorizing the Director of Finance to amend the FY 2019/20 adopted budget and issue a purchase order to Carmax in an amount not to exceed $90,000, with an additional amount of $25,000, to be used on installing emergency equipment for a total of $115,000. City staff was asked to submit this report to rescind and replace resolution 2020-74. The total amount is now being asked solely to purchase vehicles. Discussion The San Bernardino Police Department has recently re-established special investigative units. These teams are responsible for investigating narcotics activity, vice-related activity, and apprehending violent criminals with the intent to reduce crime throughout Page 1 6734 the City. The newly established vice team's mission is to investigate and reduce the occurrence of illegal gambling, prostitution, and human trafficking. The special investigative teams have conducted numerous operations and have made arrests that impact the defined area in the San Manuel Grant Agreement. Additionally, the Vice team will reduce the frequency of prostitution and human trafficking that affects the surrounding community. San Manuel Public Safety Representatives have advised that a reduction in Vice related crimes may have a significant impact considering the new hotel scheduled to open to accommodate San Manuel Casino guests. The department's special investigative teams use pre-owned unmarked police vehicles to investigate and apprehend criminals. These vehicles must be non-uniform, indistinct, and have the appropriate emergency equipment installed. Since 2014, The San Bernardino Police Department has purchased pre-owned unmarked vehicles using two different purchasing procedures. On three occasions, the Mayor and City Council approved buying pre-owned vehicles from Carmax after Carmax was identified as the best option due to their large inventory. In 2018 and 2019, the City solicited bids by issuing RFQ's. Fairview Ford has been the only vendor to respond to an RFQ. Gathering competitive bids through the RFQ process for pre-owned vehicles is problematic since these types of vehicles exist in varying conditions that affect the price. A vendor with a larger inventory of vehicles provides the City with the option to purchase the most effective car at the best available price. Staff is requesting to use San Manuel Grant Agreement funds for the purchase at least five pre-owned vehicles at a total cost not to exceed $115,000, to be used by special investigative units. Staff will solicit bids for individual vehicles following "Open market procedures" outlined in San Bernardino Municipal Code 3.04.080. 3.04.080 Open Market Procedure Purchase of supplies, materials, and equipment of value in the amount of fifty thousand dollars or less may be made by the Purchasing Agent in the open market, in accordance with the following procedure: 1. Minimum Number of Bids. Open market purchases shall wherever possible, be based on at least three bids, and shall be awarded to the lowest and best bidder. 2. Notice inviting bids. The Purchasing Agent shall solicit bids by written requests or by telephone to prospective vendors. 3. Written Bids. Sealed written bids shall be submitted to the Purchasing Agent, time after the submission of bids, or the placing of orders. This record, while so kept shall be open to public inspection. 1. Open Market Purchases For Which No Bids Are Required. For open market Page 2 6734 purchases not exceeding twenty-five hundred dollars, the Purchasing Agent shall have the authority to select a specific vendor and place an order without obtaining additional competitive bids. 2020-2025 Key Strategic Targets and Goals The request to amend the FY 2019/20 budget and issue a purchase order to Carmax aligns with Key Target No. 3: Improved Quality of Life by constantly evaluating public safety service delivery models to enhance the quality of service. Fiscal Impact The fiscal impact to the City is a budget amendment of $115,000 to revenue and expenditures in the FY 2019/20 Adopted Budget. A budget transfer of $115,000 from account number 001-210-8652*5015 to account number 001-210-8652*5701 will cover the total cost of all vehicles and equipment needed. FINANCIAL Account Number Current Next Total Ongoing IMPACT Fiscal Fiscal Cost Cost Year Year Account Balance 001-210-$278,229 0 $115,000 0 8652*5015 Cost 001-210-$115,000 0 $115,000 0 8652*5701 Budget Adjustment: Yes For Fiscal Year: 2019-2020 Conclusion It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2020-107: 1. Repealing Resolution No. 2020-74; and 2. Authorizing the Director of Finance to amend the FY 2019/20 adopted budget and issue multiple purchase orders at a total not to exceed $115,000 for the purchase of pre-owned unmarked police vehicles from the best option vendors selected. Attachments Attachment 1 Resolution 2020-107 Attachment 2 Resolution 2020-74 (Proposed to be repealed) Attachment 3 Staff Report for Resolution 2020-74 Ward: All Synopsis of Previous Council Actions: Page 3 6734 May 6, 2020 Mayor and City Council adopted Resolution 2020-74 authorizing the Director of Finance to amend the FY2019/20 adopted budget and issue a purchase order to Carmax in an amount not to exceed $90,000. March 16, 2019 Mayor and City Council adopted Resolution 2019-35 authorizing the Director of Finance to increase the purchase order to Fairview Ford Sales, Inc., to an amount not to exceed $782,000 to cover the purchase of three pre-owned vehicles. February 6, 2019 Mayor and City Council adopted Resolution 2019-20 authorizing the City Manager to execute the First Amendment to the Vendor Service Agreement with WCLS increasing the total to $528,280 for FY2018-2019 with one single-year renewal through 6/30/20. August 1, 2018 Mayor and City Council adopted Resolution 2018-221 authorizing the issuance of a Purchase Order to West Coast Lights & Sirens in the amount of $253,280 and the execution of a Vendor Service Agreement for the purchase and installation of safety equipment on new police vehicles. March 21, 2018 Mayor and City Council adopted Resolution 2018-70 authorizing the Director of Finance to issue a Purchase Order to Fairview Ford in the amount of $88,000.00 for the purchase of four pre-owned vehicles. August 17, 2015 Mayor and City Council adopted Resolution No. 2014-143, authorizing the transfer of funds and issuance of a purchase order to Carmax in an amount not to exceed $55,000. May 19, 2014 Mayor and City Council adopted Resolution No. 2014-143, authorizing the transfer of funds and issuance of a purchase order to Carmax in an amount not to exceed $55,000. Page 4 Resolution No. 2020-107 RESOLUTION NO. 2020-107 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, REPEALING RESOLUTION NO. 2020-74 AND AUTHORIZING THE DIRECTOR OF FINANCE TO AMEND THE FY 2019/20 ADOPTED BUDGET AND ISSUE MULTIPLE PURCHASE ORDERS AT A TOTAL NOT TO EXCEED $115,000 FOR THE PURCHASE OF PRE-OWNED UNMARKED POLICE VEHICLES USING OPEN MARKET PROCEDURES WHEREAS, the City is required to spend 20 to 30% of the San Manuel Grant Agreement each year; and WHEREAS, the City requires unmarked police vehicles to investigate and reduce the occurrence of crimes related to violence, narcotics, prostitution, and illegal gambling; and WHEREAS, the City desires to solicit the bids using open market procedures. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The above recitals are true and correct and are incorporated herein by this reference. SECTION 2. Resolution No. 2020-74 is hereby repealed. SECTION 3. The Director of Finance is hereby authorized to amend the FY2019/20 Adopted Budget transferring $115,000 from account number 001-210-8652*5015 to account number 001-210-8652*5701 and to issue multiple purchase orders at a total not to exceed $115,000 for the purchase of pre-owned unmarked police vehicles from the best option vendors selected pursuant to San Bernardino Municipal Code 3.04.080, open market procedure. SECTION 4. That the City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 5. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 6. Effective Date. This Resolution shall become effective immediately. Resolution No. 2020-107 APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the Acting City Clerk this ___ day of __________ 2020. John Valdivia, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, Acting City Clerk Approved as to form: Sonia Carvalho , City Attorney Resolution No. 2020-107 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, Acting City Clerk, hereby certify that the attached is a true copy of Resolution No. 2020-___, adopted at a regular meeting held on the ___ day of _______ 2020 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ NICKEL _____ _____ _______ _______ RICHARD _____ _____ _______ _______ MULVIHILL _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2020. Genoveva Rocha, CMC, Acting City Clerk Resolution No. 2020-74 RESOLUTION NO. 2020-74 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AUTHORIZING THE DIRECTOR OF FINANCE TO AMEND THE FY2019/20 ADOPTED BUDGET AND ISSUE A PURCHASE ORDER TO CARMAX IN AN AMOUNT NOT TO EXCEED $90,000 WHEREAS, the City is required to spend 20 to 30% of the San Manuel Grant Agreement each year; and WHEREAS, the City requires unmarked police vehicles to investigate and reduce the occurrence of crimes related to violence, narcotics, prostitution, and illegal gambling; and WHEREAS, Carmax has proven to be the best source to purchase a variety of used vehicles for this purpose. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The above recitals are true and correct and are incorporated herein by this reference. SECTION 2. The Director of Finance is hereby authorized to amend the FY2019/20 Adopted Budget transferring $115,000 from account number 001-210-8652*5015 to account number 001-210-8652*5701 and to issue a purchase order to Carmax in an amount not to exceed $90,000 pursuant to San Bernardino Municipal Code 3.04.010.B.3. SECTION 3. That the City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 4. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 5. Effective Date. This Resolution shall become effective immediately. Resolution No. 2020-74 APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the Acting City Clerk this ___ day of __________ 2020. John Valdivia, Mayor City of San Bernardino Attest: Genoveva Rocha, CMC, Acting City Clerk Approved as to form: Sonia Carvalho, City Attorney Resolution No. 2020-74 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO ) I, Genoveva Rocha, CMC, Acting City Clerk, hereby certify that the attached is a true copy of Resolution No. 2020-___, adopted at a regular meeting held on the ___ day of _______ 2020 by the following vote: Council Members: AYES NAYS ABSTAIN ABSENT SANCHEZ _____ _____ _______ _______ IBARRA _____ _____ _______ _______ FIGUEROA _____ _____ _______ _______ SHORETT _____ _____ _______ _______ NICKEL _____ _____ _______ _______ RICHARD _____ _____ _______ _______ MULVIHILL _____ _____ _______ _______ WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2020. Genoveva Rocha, CMC, Acting City Clerk Consent Calendar City of San Bernardino Request for Council Action Date: May 6, 2020 To: Honorable Mayor and City Council Members From: Teri Ledoux, City Manager By:Eric McBride, Acting Chief of Police Subject: Resolution Authorizing the Issuance of a Purchase Order for Unmarked Police Vehicles Recommendation Adopt Resolution 2020-74 of the Mayor and City Council of the City of San Bernardino, California, authorizing the Director of Finance to amend the FY 2019/20 adopted budget and issue a Purchase Order to Carmax in an amount not to exceed $90,000. Background On October 1, 2017, the City of San Bernardino entered into a Community Credit Fund Restricted Grant Agreement with San Manuel. Phase II of the grant agreement requires the grantee to use approximately 20-30% of the grant each year to purchase equipment intended to support the San Bernardino Police Department patrol and investigation functions affecting the defined area. The Department has recently re-established special investigative units with a mission to reduce violent crime, narcotics, and vice activity. These units require unmarked police vehicles to accomplish those missions. The Department historically purchased unmarked police vehicles from Carmax due to the trade-in value offered and a wide range of vehicles to choose from. Discussion The San Bernardino Police Department has recently re-established special investigative units. These teams are responsible for investigating narcotics activity, vice-related activity, and apprehending violent criminals with the intent to reduce crime throughout occurrence of illegal gambling, prostitution, and human trafficking. The special investigative teams have conducted numerous operations and have made arrests that impact the defined area in the San Manuel grant agreement. Additionally, the Vice Team will reduce the frequency of prostitution and human trafficking that affects the surrounding community. San Manuel Public Safety representatives have advised that a reduction in vice related crimes may have a significant impact considering the new hotel scheduled to open to accommodate San Manuel Casino guests. The Department's special investigative teams utilize used, unmarked police vehicles to Page 1 6693 investigate and apprehend criminals. These vehicles must be non-uniform, indistinct, and have the appropriate emergency equipment installed. The Department has explored purchasing used vehicles from multiple vendors and has found Carmax to be the most responsive when it comes to inventory, certification, warranty, and cost. Carmax allows the Department to select from an inventory nationwide that is immediately available for purchase to be shipped to their Ontario, California location. The City currently has an open contract with West Coast Lights and Sirens and $25,000 will be used to install emergency equipment in the unmarked vehicles. Staff is requesting to use San Manuel Grant Agreement funds to purchase four (4) used vehicles in an amount not to exceed $22,500, per vehicle, and install emergency equipment to be used by special investigative units. 2020-2025 Strategic Targets and Goals The request to amend the FY 2019/20 budget and issue a purchase order to Carmax aligns with Key Target No. 3: Improved Quality of Life by constantly evaluating public safety service delivery models to enhance the quality of service. Fiscal Impact To fund the purchase of the unmarked patrol vehicles would entail a budget amendment to the FY 2019-20 adopted budget by transferring $115,000 from account number 001- 210-8652*5015 (over time) to account number 001-210-8652*5701 (vehicles) to cover the total cost of all vehicles and equipment needed. FINANCIAL Account Number Current Next Total Ongoing IMPACT Fiscal Fiscal Cost Cost Year Year Account Balance 001-210-8652*5015 $278,229 0 $115,000 0 Cost 001-210-8652*5701 $115,000 0 $115,000 0 Budget Adjustment: Yes For Fiscal Year: 2019-2020 Conclusion Adopt Resolution 2020-74 of the Mayor and City Council of the City of San Bernardino, California, authorizing the Director of Finance to amend the FY 2019/20 adopted budget and issue a Purchase Order to Carmax in an amount not to exceed $90,000. Attachments Attachment 1 Resolution 2020-74 Ward: All Synopsis of Previous Council Actions: Page 2 6693 February 6, 2019 Mayor and City Council adopted Resolution 2019-20 authorizing the City Manager to execute the First Amendment to the Vendor Service Agreement with WCLS increasing the total to $528,280 for FY2018-2019 with one single-year renewal through 6/30/20. August 1, 2018 Mayor and City Council adopted Resolution 2018-221 authorizing the issuance of a Purchase Order to West Coast Lights & Sirens in the amount of $253,280 and the execution of a Vendor Service Agreement for the purchase and installation of safety equipment on new police vehicles. August 17, 2015 Mayor and City Council adopted Resolution No. 2015-182, authorizing the transfer of funds and issuance of a purchase order to Carmax in an amount not to exceed $55,000. May 19, 2014 Mayor and City Council adopted Resolution No. 2014-143, authorizing the transfer of funds and issuance of a purchase order to Carmax in an amount not to exceed $55,000. Page 3