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Contract Award to Fairway Ford Sales Inc. for Police Patrol Vehicles <br />October 4, 2016 <br />Page 2 <br />purchased vehicles to ensure adequate funding for the procurement and timely replacement of <br />vehicles based on the approved Equipment Lifecycle Guidelines. Of importance was to ensure <br />that the Police Department's vehicles were brought up to current replacement standards. As a <br />result since fiscal year 2012 -13 a total of 86 Police Department vehicles were replaced. <br />There will also be funding in the Equipment Replacement Fund to replace another 18 patrol <br />vehicles in Fiscal Year 2017 -18. This leaves another 46 patrol vehicles or half of the patrol car <br />fleet, that need to be replaced soon, and funding is not included in the Equipment Replacement <br />program. <br />During the most recently completed fiscal year (2015 -16), Finance Management Services <br />Agency -Fleet division received $900,000 in Surplus Allocation funds which allowed Fleet to <br />accelerate the replacement. In combination with the spending plan for fiscal year 2016 -17 a total <br />of $4,919,967 has been spent on public safety equipment since fiscal year 2012 -13 which <br />includes the current request. <br />The Notice Inviting Bids was advertised on August 4, 2016 on the City's online bid management <br />and publication system. A summary of the bid invitations and bids received is as follows: <br />52 Vendors were notified <br />7 Vendors downloaded the bid packet <br />2 Bids received <br />0 Bid received from Santa Ana vendor <br />The bids were opened on August 31, 2016 and evaluated (Exhibit 1). The bid received from <br />Fairway Ford is responsive to the specifications and meets the City's requirements. To allow for <br />unanticipated charges, a five percent contingency has been included in the award amount. <br />STRATEGIC PLAN ALIGNMENT <br />Approval of this item supports the City's efforts to meet Goal #6 - Community Facilities & <br />Infrastructure, Objective #2 (address deferred maintenance on City buildings and equipment). <br />FISCAL IMPACT <br />Funds in the amount of $943,542 are available in the FY 2016 -17 Equipment Replacement <br />account (07010100 - 66400). <br />APPROVED AS TO FUNDS AND ACCOUNTS: <br />Francisco Gutierrez ® U <br />Executive Director <br />Finance & Management Services Agency <br />CLlsp <br />EXHIBIT: 1. Abstract of Bids 228-2 <br />