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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 4, 2016 TITLE: CONTRACT AWARD TO FAIRWAY FORD SALES, INC. FOR POLICE INTERCEPTOR VEHICLES (SPEC. NO. 16 -097) (STRATEGIC PLAN NO. 6,21 CITY MANAG RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: _TM•:• _e ❑ As Recommended ❑ As Amended ❑ Ordinance on 15' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize a one -time purchase and payment of purchase order to Fairway Ford Sales, Inc. for the purchase of 28 police Interceptor vehicles in an amount not to exceed $898,612 plus a contingency of $44,930 for a total amount of $943,542, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The Finance and Management Services Agency, Facilities, Fleet Maintenance and Central Stores Division is responsible for the acquisition, maintenance, repair, and replacement of vehicles, trucks, and maintenance equipment. Currently the City Fleet has a total of 510 vehicles in its inventory as follows: Department No. of Vehicles Police 256 Non - Police 204 Total 510 The City's Vehicle Replacement Policy provides guidelines and criteria for determining when vehicles need replacement. The Equipment Lifecycle Guidelines include the replacement of all police patrol vehicles every four years or 80,000 miles. This recommended replacement schedule is based on the consistent use and high mileage put on these vehicles along with the hard driving conditions that accompany police patrol vehicles. Due to financial hardships the City discontinued contributions to the Equipment Replacement Fund during fiscal year 2009 -10 which resulted in a shortfall of necessary funds to replace vehicles in a timely manner. However, the policy for Departments to contribute into the Equipment Replacement funds was re- implemented in fiscal year 2011 -12 for all newly 2213-1