HomeMy WebLinkAbout13- Public Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Jim Howell,Director Subject: Procurement of twenty-seven (27)
each Crown Victoria patrol vehicles
Dept: Public Services
Date: March 19, 1998
0i!71G1WhAL
Synopsis of Previous Council Action
None
Recommended Motion:
Adopt the resolution
Jirfi Howell _
l
Contact person: Bill Oppenheim, Fleet Manager Phone: 384-5220
Supporting data attached: Staff Report,Resolution Ward: All
FUNDING REQUIREMENTS:
Amount: $610,855.39
Source: 635-341-5803
Lease Payments
,Tinance
Council Notes:
41&14g
Agenda Item No.!3
r
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
BACKGROUND:
It is requested that the Mayor and Common Council approve the procurement of twenty-seven (27) Ford
Crown Victoria patrol vehicles for the Police Department. Staff were notified on March 9, 1998 by Ford
Motor Company officials, of a new vehicle order deadline of April 4, 1998;previously the order deadline was
August 1.
ANALYSIS:
It is recommended that procurement be accomplished through a cooperative purchase with the County of
San Bernardino. Cooperative purchases are authorized and explained in Municipal Code 3.04.010 B1 and B2.
Specifically,
1. Purchases from, or sales to a government or governmental agency, or through any advantageous
governmental contract approved by the Council,or to the purchase of election supplies
2. Purchases from a vendor or manufacturer which,through the City's bidding procedure, or other
California government or governmental agency's bidding procedure, has established a price at
which such a vendor or manufacturer is willing to sell to the City. During such a bid procedure
more than one responsive bid must have been received, and the bid award have occurred within
one year at the City's issuance of a purchase order.
The County completed a competitive bid process, awarding Contract No.HK1363 on February 19, 1998 to
Fairview Ford of San Bernardino. The unit cost per car is $22,624.27, an increase of one percent or$258.60
per car over last year's unit cost. The twenty-seven (27) vehicles scheduled for replacement will have
exceeded their service life of 100,000 + miles by the delivery date of these units, October 1998.
BUDGET:
Funds for the 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,they will not be built until late fall. Our leases are paid semi-
annually in arrears,which means that our first payment will not be due until six months after the patrol cars
are actually delivered. All of the above will be included in the FY'98/99 Budget for the City.
RECOMMENDATION:
It is recommended that the Mayor and Common Council: 1) award a purchase order for lease-purchase for
twenty-seven (27) patrol vehicles to the low bidder, Fairview Ford in the amount of$610,855.29; 2) 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.
JUSTIFICATION OF PLACEMENT ON SUPPLEMENTAL AGENDA
On March 9, 1998 staff were notified by Ford Motor Company officials of a new vehicle order deadline of
April 4;previously August 1.
*e�ctor yne H
f Public Services As 'st t Chief of Police
Bill Oppe hn P.Murphy
Fleet Manager urchasing Manager
1 Resolution No.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A
3 COOPERATIVE PURCHASE ORDER TO FAIRVIEW FORD FOR FURNISHING
AND DELIVERY OF TWENTY-SEVEN (27) EACH 1998 FORD CROWN VICTORIAS
4 TO BE UTILIZED BY THE POLICE DEPARTMENT OF THE CITY OF SAN
BERNARDINO.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6 CITY OF SAN BERNARDINO AS FOLLOWS:
7 SECTION 1. That Fairview Ford is the responsible bidder for the furnishing and
g
delivery of twenty-seven (27) each 1998 Ford Crown Victonas in accordance with County of San
9
Bernardino Purchase Contract No.HK1363;pursuant to this determination,the Finance
10
11 Department is hereby authorized and directed to: 1) issue a purchase order in the amount of
12 $610,855.29,which will facilitate the procurement of the twenty-seven (27) vehicles; 2) authorize
13 the Purchasing Manager to solicit as needed,lease-purchase rate quotes under existing Master
14 Lease Agreements and to award a lease-purchase to the lowest responsible leasing company.
15 SECTION 2. The authorization to execute the purchase order referenced above is
16 rescinded if it is not issued within sixty(60) days of the passage of this resolution.
17
18
19
20
21
22
23
24
25
26
27
March 23, 1998
28
1 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A
2 COOPERATIVE PURCHASE ORDER TO FAIRVIEW FORD FOR FURNISHING
AND DELIVERY OF TWENTY-SEVEN (27) EACH 1998 FORD CROWN VICTORIAS
3 TO BE UTILIZED BY THE POLICE DEPARTMENT OF THE CITY OF SAN
BERNARDINO.
4
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
5
6 Common Council of the City of San Bernardino at a meeting thereof, held on
7 the day of , 1998, by the following vote,to wit:
8
(Council Members: Aes NM Abstain Absent
9
ESTRADA
10
11 LIEN
12 ARIAS
13 SCHNETZ
14 DEVLIN
15 ANDERSON
16 MILLER
17
18
City Clerk
19 day of
20 The foregoing resolution is hereby approved this Y
21 , 1998.
22
23 Judith Valles, Mayor
City of San Bernardino
24 Approved as to form and
25 Legal content,
James .Penman, City Attorney
26
BY: V -
27
28
2