HomeMy WebLinkAbout2009-07-14; City Council; 19892; Purchase police patrol sedansCITY OF CARLSBAD - AGENDA BILL
AB# 19,892
MTG. 7/14/09
DEPT. PW/GS
AUTHORIZATION TO PURCHASE REPLACEMENT
POLICE PATROL SEDANS
DEPT. HEAD i
CITY ATTY.
CITY MGR.
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authorizing the purchase of six (6) replacement police
RECOMMENDED ACTION:
Adopt Resolution No. 2009-181
patrol sedans from Villa Ford.
ITEM EXPLANATION:
Staff is requesting that six (6) new Crown Victoria police patrol sedans be purchased from Villa Ford.
The units tentatively scheduled for replacement include units A811, A871, A897, A970, A971 and
A975. These vehicles have all exceeded the three year guideline for replacement and are expected to
reach or exceed the mileage guideline in the current fiscal year. Traditionally, the Fleet Operations
staff meets with the Police Department liaison at the time of vehicle delivery to make a final
determination of the actual vehicles that are replaced. The final replacements are determined by the
vehicle age, mileage, vehicle condition, anticipated future major repairs, and maintenance cost history.
Police sedans are only produced by the manufacturer for a limited time each model year. Lead times
between ordering and actual delivery can be several months. Deferment of the actual replacement
vehicles until delivery allows the City to replace the police sedans that are most in need of
replacement due to the above-mentioned criteria. At the time of replacement, the replaced vehicles
will be stripped of all reusable specialty equipment, retired from the fleet, and sent to auction.
Funds are appropriated in the Fiscal Year 2009-10 Fleet-Vehicle Replacement Budget for the
purchase of six (6) police patrol sedans that will meet or exceeded the age and mileage requirements
of the City's vehicle replacement program.
Section 3.28.100 of the Carlsbad Municipal Code allows the Purchasing Officer to purchase
equipment through cooperative purchasing programs with other public agencies when the agency
has made its purchase in a competitive manner. In December of 2005, the City of San Diego received
9 bids for 115 police patrol sedans. The lowest responsive bid of $23,319 per vehicle (base vehicle
plus specifications, after discount terms of 10% if paid within 20 days of invoice), was submitted by
Villa Ford. The City of San Diego and Villa Ford exercised the option to renew their agreement for
another term ending on December 6, 2009.
This bid included a public agency clause, allowing other governmental agencies to purchase like units
under a cooperative purchasing arrangement.
As in previous years, staff recommends ordering our vehicles with additional options not included on
the San Diego vehicles. The options include: keyed alike key code, power pedal adjust, rear door
locks/handle inoperable, anti-lock brakes, and power windows (DIP switches only).
Our price per vehicle (base vehicle plus specifications, after discount terms of 10% if paid within
20 days of invoice) with the additional options is $25,873 including tax.
DEPARTMENT CONTACT: Dale A. Schuck, (760) 802-5788, dschu(o)ci.carlsbad.ca.us
FOR CITY CLERKS USE ONLY
COUNCIL ACTION: APPROVED
DENIED
CONTINUED
WITHDRAWN
AMENDED
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CONTINUED TO DATE SPECIFIC
CONTINUED TO DATE UNKNOWN
RETURNED TO STAFF
OTHER - SEE MINUTES
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ENVIRONMENTAL IMPACT:
Procurement of equipment is not a project and is, therefore, exempt from the environmental review
process under provisions of the California Environmental Quality Act (CEQA).
FISCAL IMPACT:
Staff requests that City Council approve the purchase of the vehicles. Sufficient funds are available in
the Fleet-Vehicle Replacement fund to fully-fund the appropriation request.
EXHIBITS:
1. Resolution No. 2009-181 authorizing the purchase of six (6) replacement
police patrol sedans from Villa Ford.
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RESOLUTION NO. 2009-181
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A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, AUTHORIZING THE PURCHASE OF SIX (6)
REPLACEMENT POLICE PATROL SEDANS.
4 WHEREAS, $216,000 was previously appropriated to the Fiscal Year 2009-10
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Fleet-Vehicle Replacement Budget for the purchase and outfitting of six (6) replacement police
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patrol sedans; and
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WHEREAS, the Fleet Superintendent has reviewed the overall condition, maintenance
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history, future maintenance needs, and determined it is in the best fiscal interest of the City to
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replace six (6) police patrol sedans; and
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WHEREAS, Section 3.28.090 of the Carlsbad Municipal Code provides that the City may
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participate in cooperative purchasing programs with other public agencies; and
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WHEREAS, the City of San Diego used formal bidding procedures to establish the cost
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of procurement of police patrol sedans, which included a clause allowing other public agencies to
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procure equipment as awarded by the City of San Diego; and
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WHEREAS, the City has procured a quote from Villa Ford to provide six (6) new police
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patrol units in accordance with the cooperative purchasing clause for the bid awarded by the
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City of San Diego.
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NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
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California, as follows:
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1. That the above recitations are true and correct.
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2. That the Fleet Superintendent is authorized to initiate a purchase order with
Villa Ford for the purchase of six (6) replacement police patrol sedans.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 14th day of July, 2009, by the following vote to wit:
AYES: Council Members Lewis, Kulchin, Hall, Packard and Blackburn.
NOES: None.
ABSENT: None.
'ALEWfS.lMayor
ATTEST:
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