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Contract Award for Police Interceptor Patrol Vehicles <br />November 21, 2017 <br />Page 2 <br />Due to financial hardships the City discontinued contributions to the Equipment Replacement <br />Fund during fiscal year 2009-10 which resulted in a shortfall of necessary funds to replace <br />vehicles in a timely manner. However, the policy for Departments to contribute into the <br />Equipment Replacement funds was reinstated in fiscal year 2011-12 for all newly purchased <br />vehicles to ensure adequate funding for the procurement and timely replacement of vehicles <br />based on the approved Equipment Lifecycle Guidelines. Of importance was to ensure that Police <br />.Department's vehicles were brought up to current replacement standards. As result, using a <br />variety of funding options, a total of 38 patrol vehicles have been replaced since last fiscal year. <br />This still leaves another 37 patrol vehicles, or nearly half of the patrol car fleet, that need to be <br />replaced soon. <br />Funds are currently available to purchase eighteen vehicles using Equipment Replacement <br />funds. Two vehicles that are inoperable due to damage caused by accidents are being replaced <br />using the Fleet Equipment Replacement fund. For the damaged vehicles, insurance claims have <br />been filed and will be handled by Risk Management. <br />The Notice Inviting Bids was advertised on September 12, 2017 on the City's online bid <br />management and publication system. A summary of the bid invitations and bids received is as <br />follows: <br />69 Vendors notified <br />12 Vendors downloaded the bid packet <br />4 Bids received <br />0 Bids received from Santa Ana vendors <br />The bids were opened on October 12, 2017 and evaluated (Exhibit 1). The bid received from <br />Fairway Ford Sales, Inc. is responsive to the specifications and meets the City's requirements. <br />To allow for unanticipated charges and possible replacements due to accidents, $75,000 has <br />been included in the award amount to cover the cost of two vehicles. <br />STRATEGIC PLAN ALIGNMENT <br />Approval of this item supports the City's efforts to meet Strategic 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 $601,100 are available in FY 2017-18 Equipment Replacement account <br />(07010100-66400) for 18 vehicles. Funds in the amount of $141,785 are available in FY 2017-18 <br />Fleet Equipment Replacement account (07510101-66400). <br />22Ci-2 <br />