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Home My WebLink About21-Public Services ORIGINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Ken Fischer, Director Dept: Public Services Date February 23, 2006 Subject: Resolution authorizing the execution of a purchase order to Fairview Ford for twenty-three (23) Year 2006 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: March 20, 2006 Synopsis of Previous Council Action Reso 2003-93 April 21, 2003 Reso 2004-115 May 3,2004 Reso 2005-103 May 2,2005 Motion approved January 9, 2006 Recommended Motion: Adopt resolution Purchase 16 PD Interceptors Purchase 17 PD Interceptors Purchase 19 PD Interceptors Five additional PD vehicles FY06/07 <r:/)~ Phone: 5220 Contact person Don Johnson, Fleet Manager Supporting data attached: Staff Report, Quote. FUNDING REQUIREMENTS: Council Notes: ;3J (){J&, - go Ward: All Amount: $609,326.35 Plus lease costs Lease payments to be budgeted Over a three (3) year period Source: 635-341-5803 Lease Payments FY2006/2007, FY2007/2008, FY2008/2009 Finance: 3/a..b/lJ(' I I Agenda Item No. ~ CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION SUBJECT: Staff Report Resolution authorizing the execution of a purchase order to Fairview Ford for twenty- three (23) Year 2006 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 2005-103 on May 2, 2005 authorizing the purchase of nineteen (19) 2005 Crown Victoria Police Interceptors from Fairview Ford. At a joint regular meeting of the Mayor and Common Council on January 9, 2006 a motion was approved authorizing the addition of five (5) vehicles to the police fleet. Four (4) of these are to be marked patrol units and one (1) unmarked investigations unit. The four (4) additional patrol units are included in this purchase. In February, 2006 staff requested a quotation from Fairview Ford for twenty-three (23) Year 2006 model Crown Victoria Police Interceptors, and negotiated a base price of $24,580 plus tax for each vehicle ordered. Protech Ballistic panels for both front doors and installation are included in this quote as it is now offered as an option from Ford Motor Company. Total cost is $26,492.45 for each vehicle including tax. See attachment 1: Base price as quoted by Fairview Ford Tax @ 7.75% Tire Fee $24,580.00 each vehicle $ 1,904.95 each vehicle $ 7.50 each vehicle $26,492.45 each vehicle Total price 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 seven years (excluding tax). Year 1999 2000 2001 2002 2003 2004 2005 Quantity 30 28 15 18 16 17 19 Vendor Fairview Ford, San Bernardino Fairview Ford, San Bernardino Raceway Ford, Riverside Fairview Ford, San Bernardino Fairview Ford, San Bernardino 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 $24,384.30 $24,580.00 The price quoted by Fairview Ford, which was the lowest quote last year, is the same price as last year except for an increase of $213.37 due to specification changes by the Police Department. To include factory installed ballistic panels and heavy-duty hinges in both front doors. In the opinion of the Fleet Manager this is a competitive price. Staff is therefore recommending approval of a purchase order to Fairview Ford in the amount of $26,492.45 per unit for twenty-three (23) vehicles amounting to a total cost of $609,326.35 plus lease costs pursuant to Municipal Code Chapter 3.04.010 Section S, Exemptions: #3. Purchases approved by the Mayor and Common Council. FINANCIAL IMPACT: Funds for the lease payment of nineteen (19) replacement vehicles, and four (4) additional 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. April 6, 2006 is the last day to submit our order for these twenty-three (23) Year 2006 Ford vehicles with an estimated delivery date of July or August 2006. The lease payments will be structured so they will not begin until after the vehicles are delivered. 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 RESOLUTION NO. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER TO FAIRVIEW FORD FOR TWENTY-THREE (23) YEAR 2006 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 CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. That Fairview Ford has offered a negotiated purchase price of $24,580.00 plus tax for each Year 2006 Crown Victoria Police Interceptor purchased and was the previously selected vendor for these models in 1999, 2000, 2002, 2003, 2004 and 2005. Pursuant to this determination the Purchasing Manager is hereby authorized to issue a purchase order to Fairview Ford, San Bernardino, in the amount of $609,326.35, which will facilitate the procurement of the twenty-three (23) 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. 2006- and shall read, "Purchase of twenty-three (23) Year 2006 Ford Crown Victoria Police Interceptors, P.O. No. , not to exceed $609,326.35" and shall incorporate the terms and conditions of the Contract. 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 I I I I I March 2. 2006 Yco. ~/ /, J /2-0/4 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 MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER TO FAIRVIEW FORD FOR TWENTY-THREE (23) YEAR 2006 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 , 2006, by the day of following vote, to wit: Council Members: AYES NAYS ABSTAIN ABSENT ESTRADA BAXTER MCGINNIS DERRY KELLEY JOHNSON MCCAMMACK Rachel G. Clark, City Clerk The foregoing resolution IS hereby approved this ,2006. day of Patrick Morris, Mayor City of San Bernardino Approved as to Form and legal content: JAMES F. PENMAN, City Attorney By: 'r~, ." / " .J '-"-, March 2. 2006 02121/2005 14:54 9El93B5El292 VAL EFF PAGE 0:: FAIRVlEW FORD FLEET &: TRUCK CENTER 808 W. 1ad STREET r.o. 80& 5516 SAN BI:RNARDINO, CA. 9:",12 (909) 386-0281 or Fax: (909) 386-0292 VEHICLE ORDER CONFIRMATION 99W 44Q TCl 2006 CROWN VICTORIA Ord F"IN: QC414 CITY OF" S B Order TyPe: 58 PO Number: Order No: 0000 Prlority: Oed Code: 73011 CU5t/Flt Name: RETAIL P71 POLICE INTERCEP S25295 A: ~6640A B: M6373L C: H CLTH BUCKETS/RR N CHARCOAL BLACK 730A ORDER CODE .POLICt P/\CKAGE .DUAL E;XHAUST .DR/PAss AIR BAG .H-D BATTERY .ENG IDLE METER .4. 6L OHC Err V8 .ELEc AOD TRANS . P235155R17 SSW JOB . 2 ORDER CA1. BOARD FEES 141 TRUNK PACK FRt LIC BRACKET TNOP RR DR LOCI< HORN/SIREN PREP SILICONE HOSES (65) 157 175 177 TOTAL BASE AND OPTIONS TOTAL DSO/SPO OPTIONS TOTAL NC NC NC NC VEHICLE ORDER CONFIRMATION Order No; Ord Code; 02/22/06 19:36:12 Dealer: F71156 Page: I of ) Price Level: 625 RETAIL $190 NC 25 40 320 30260 823 31083 0000 Priority; 730A CU5t/Flt Name: RETAIL $380 2006 CROWN VICTORIA Ord FIN:QC414 CITY OF S B 02/22/06 19:36:41 Dealer: F71156 Page: 2 of 3 Order Type: 5B Price Level: 625 PO Number: 21A 423 435 478 Sly 53H 59M 61H 76/\ 794 90B 936 948 96B PWR DRIVER SEAT CAL EM NOT REQD KEY CODE 1294X ClLAMPS DISABLE DUAL SPOTLAMP$ NOISE SUPPRESS SIDE AIR BAGS DECKLD REL lP /0 BUCK 8UMPERS PRICE CONCESSN LH/RH ARMOR CAL SER VEH EXP RR WINDOW DE: FRT MLDG UNINST DSO/SPO OPTIONS SP213 PAIt'lT CHARGE SP DLR ACCT ADJ SP FLT ACeT CR U.s. GAL GAS NET INV Ft! OPT 50 20 340 95 300 60 NC 5 841' TOTAL BASE AND OPTIONS TOTAL DsoISPO OPTIONS TOTAL RETAIL $823 NC 30260 823 310B3 2380 Ne 25 30 Ptflce t:~CH : $Z'f 5fo ~ -f Tif,J( S!t(.6"S ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Moo'", "'<0 (D", A'ryoJ" j,)tJ, D 10 [<om # K- R='","" # Vote: Ayes Nays Abstam Change to motion to amend original documents D Companion Resolutions NulINoid After: days / Resolution # On Attachments: D Sh;D[" BLJ Absent PUBLISH D RECORD W/COUNTY D Note on Resolution of attachment stored separately: D By: POST D /2 .'V1 - D0 Date Sent to Mayor: ~ L Date of Mayor's Signature:? r) )--....{) It:> Date of ClerklCDC Signature: ';r)J.-.. 0 b Date Memo/Letter Sent for Signature: I" Reminder Letter Sent: Date Returned: 2nd Reminder Letter Sent: Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personnel Folders (6413,6429,6433,10584,10585,12634): Updated CDC Personnel Folders (5557): Updated Traffic Folders (3985-;-8234, 655, 92-389): Copies Distributed to: Animal Control D EDA D City Administrator D / Facilities ~ City Attorney ~ Finance Code Compliance D Fire Department D Developm~s D Human Resources D Others: . Notes: / I Ready to File: 'Y-- Date? / ) 7 . 0 ? Revised 12/18/03 Reso. Log Updated: 6 Seal Impressed: G6i/ Reso. # on Staff Report d Not Returned: D Ye Yes Yes Yes No By_ N~ By__ NO~ By_ NOYBY _ No_ By_ Yes Information Services D D ~ D Parks & Recreation Police Department Public Services Water Department