HomeMy WebLinkAbout22B - SPEC - PD VEHICLESREQUEST 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
Contract Award to Fairway Ford Sales Inc. for Police Patrol Vehicles
October 4, 2016
Page 2
purchased vehicles to ensure adequate funding for the procurement and timely replacement of
vehicles based on the approved Equipment Lifecycle Guidelines. Of importance was to ensure
that the Police Department's vehicles were brought up to current replacement standards. As a
result since fiscal year 2012 -13 a total of 86 Police Department vehicles were replaced.
There will also be funding in the Equipment Replacement Fund to replace another 18 patrol
vehicles in Fiscal Year 2017 -18. This leaves another 46 patrol vehicles or half of the patrol car
fleet, that need to be replaced soon, and funding is not included in the Equipment Replacement
program.
During the most recently completed fiscal year (2015 -16), Finance Management Services
Agency -Fleet division received $900,000 in Surplus Allocation funds which allowed Fleet to
accelerate the replacement. In combination with the spending plan for fiscal year 2016 -17 a total
of $4,919,967 has been spent on public safety equipment since fiscal year 2012 -13 which
includes the current request.
The Notice Inviting Bids was advertised on August 4, 2016 on the City's online bid management
and publication system. A summary of the bid invitations and bids received is as follows:
52 Vendors were notified
7 Vendors downloaded the bid packet
2 Bids received
0 Bid received from Santa Ana vendor
The bids were opened on August 31, 2016 and evaluated (Exhibit 1). The bid received from
Fairway Ford is responsive to the specifications and meets the City's requirements. To allow for
unanticipated charges, a five percent contingency has been included in the award amount.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #6 - Community Facilities &
Infrastructure, Objective #2 (address deferred maintenance on City buildings and equipment).
FISCAL IMPACT
Funds in the amount of $943,542 are available in the FY 2016 -17 Equipment Replacement
account (07010100 - 66400).
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez ® U
Executive Director
Finance & Management Services Agency
CLlsp
EXHIBIT: 1. Abstract of Bids 228-2
ABSTRACT OF BIDS
POLICE INTERCEPTOR VHICLES (16 -097)
Bidder
Location
Terms
Delivery
Total Cost Per Vehicle
Fairway Ford Sales, Inc
Placentia
Net 30
190 days
$32,093.28
*MI0- 1116
22B -3
Wondries Fleet Group
Alhambra
Net 30
110 days
$33,610.79
22B -4