HomeMy WebLinkAbout22B - SPEC - POLICE PATROL VEHICLESF 6W
c • `, •me
CITY COUNCIL MEETING DATE:
MAY 3, 2016
TITLE:
CONTRACT AWARD TO NATIONAL
AUTO FLEET GROUP FOR POLICE
PATROL VEHICLES (SPEC. 16-020)
(STRATEGIC PLAN NO. 6,2)
{SURPLUS ALLOCATION FUNDING}
CITY MANAG ••R
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2ntl Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize a one-time purchase and payment of purchase order to National Auto Fleet Group for
the purchase of eight Ford Interceptor SUV patrol vehicles in an amount not to exceed $263,060,
subject to non -substantive changes approved by the City Manager and City Attorney.
Project in accordance with the Council approved Surplus Allocation Plan as of October 20, 2015.
Department:
Project:
Category
Total Funding:
Finance
Vehicle Replacement
Facilities/Assets
$1,300,000
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. The City's Vehicle Replacement Policy provides
guidelines and criteria for determining when vehicles need replacement. This criteria includes
vehicle age, mileage, maintenance costs, and safety history. As a result of reviewing the City's
replacement criteria, eight Police Department patrol vehicles purchased between 2006 and 2011
with an average mileage of 95,175 miles have been identified for replacement. Since Ford has
eliminated the Crown Victoria's from production, the Police Department has selected the Ford
SUV Interceptor as its standard patrol vehicle.
Funding for seven of these police patrol vehicles is identified and will be available in the second
year of the Surplus Allocation Plan. Staff is requesting approval of year 2 funds in order to obtain
current year pricing and expedite delivery of outfitted patrol units to the Police Department by
August 2016 and thus both expenditure and payment will be made during Fiscal Year 2016-17.
The eighth vehicle being purchased will replace a unit that has been deemed inoperable by staff
and the City's insurance carrier as a result of an accident. Funding for this vehicle is available in
22B-1
Contract Award for Police Patrol Vehicles
May 3, 2016
Page 2
the Fleet Equipment Replacement account along with subsequent reimbursement from the
insurance company.
Santa Ana Ordinance No. NS-2312 authorizes the City to purchase against contracts from any
public agency utilizing a competitive bid process. The National Joint Powers Alliance (NJPA)
awarded a contract to National Auto Fleet Group (contract #102811) for procurement of fleet
vehicles as a result of open competitive bidding on behalf of its members, which includes
government entities. The awarded contract is valid through 2018 and meets the City's
purchasing requirements. Due to the complexity of the specifications of such a multi -faceted
police vehicle, the use of a Cooperative Purchasing Agreement such as NJPA provides for a
timely and cost effective vehicle purchase.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's effort to meet Goal #6 Community Facilities &
Infrastructure, Objective #2 (address deferred maintenance on City buildings and equipment).
FISCAL IMPACT
Funds in the amount of $263,060 will be budgeted and made available in FY 2016-17 as follows:
$230,175 in the Finance Fleet Replacement account (05010022-66400) and $32,885 in the Fleet
Equipment Replacement account (07510101-66400).
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance and Management Services Agency
CL/sp
22B-2