HomeMy WebLinkAbout2019-10-22; City Council; ; Purchase of 22 Police Patrol Vehicles from Folsom Lake Ford for $927,442.~ CI TY COUNCIL
~ Staff Report
Meeting Date:
To:
From:
Staff Contact:
Oct. 22, 2019
Mayor and City Council
Scott Chadwick, City Manager
Shawn Gaskari, Management Analyst, Public Works
shawn.gaskari@carlsbadca.gov, 760-434-2925
Jeffery Smith, Lieutenant, Police Department
jeffery.smtih@carlsbadca.gov, 760-931-2100
CA Review AL-<!:,--
Subject: Purchase of 22 Police Patrol Vehicles from Folsom Lake Ford for
$927,442.
Recommended Action
Adopt a Resolution authorizing the purchase of 22 Police Patrol Vehicles (PPVs) from Folsom
Lake Ford, in an amount not to exceed $927,442, and approving a carry-over amount of
$390,000 from the fiscal year (FY) 2018-19 General Fund Budget Surplus to the FY 2019-20
Police Operating Budget for the purchase.
Executive Summary
Staff is requesting City Council authorization to purchase 22 Ford Explorer PPVs, in an amount
not to exceed $927,442, and to approve a carry-over amount of $390,000 from the General
Fund Budget Surplus to the FY 2019-20 Police Operating Budget for the purchase.
Of the 22 vehicles, nine will be additions to the fleet and 13 will be replacements of existing
vehicles previously budgeted for replacement in the FY 2018-19 and FY 2019-20 adopted
budgets and under City Council Resolution No. 2019-011. The Fleet Committee previously
reviewed the overall condition, maintenance history and future maintenance needs of the
existing vehicles and determined that it is in the best fiscal interest of the City of Carlsbad to
purchase these vehicles.
The total cost of the 22 vehicles and the associated outfitting equipment is estimated to be
$1,540,000. The PPVs will be purchased from Folsom Ford for $927,442. The remaining
$612,558 will be used to outfit the vehicles with Police equipment under separate contract(s)
that staff will bring forward to City Council in the future.
City Council must approve the $390,000 carry-over amount and award a procurement of goods
costing more than $100,000 per agreement year, pursuant to Carlsbad Municipal Code (CMC)
Section 3.28.040(D)(1).
Oct. 22, 2019 Item #5 Page 1 of 8
Discussion
Staff is recommending that the City Council authorize the purchase of 22 vehicles in an amount
not to exceed $927,442. The 22 PPVs will be purchased from Folsom Lake Ford through
California State Department of General Services -Procurement Division contract No. 1-18-23-
14B, see Exhibit 2 for quote.
Folsom Lake Ford is offering the City of Carlsbad the same pricing offered to the State of
California. Per CMC Section 3.28.100, the city may participate in this type of cooperative
purchasing. The State of California utilizes a competitive bid process and contracts with
individual vendors across the state to purchase specific vehicles. These contracts are then
published through the "Cale Procure" portal (https://www.caleprocure.ca.gov) to be utilized by
other governmental bodies.
The request for purchase of 22 PPVs relates to several prior budget approvals. These include
replacement vehicles that were budgeted, but could not be purchased in prior fiscal years, and
additional vehicles that were requested separately by the Police Department, as follows:
Staff Report/Description Number Type of Acquisition Total Cost (PPVs and
of outfitting equipment)
Vehicles
FY 2018-19 Budget Adoption 8 Replacement $560,000
(Public Works)
FY 2019-20 Budget Adoption 5 Replacement $350,000
(Public Works)
FY 2018-19 Budget Adoption 3 Addition $210,000
(Police)
FY 2019-20 Budget Adoption 5 Addition $350,000
(Police)
City Council Resolution No. 1 Addition $70,000
2019-011 (Police, School
Resource Officer Vehicle for
cusD*)
Total 22 $1,540,000
* Carlsbad Unified School District {CUSD}
As further described under Fiscal Analysis, staff is requesting that City Council approve a carry-
over of $390,000from the FY 2018-19 General Fund Budget Surplus to the FY 2019-20 Police
Operating Budget for the purchase of the PPVs.
The city has been unable to purchase PPVs in the past year due to Ford Motor Co.'s unexpected
announcement that they would be immediately stopping production of the Ford Explorer PPVs
and that vendors would no longer be able to accept new orders. Additionally, it was indicated
that a newly designed vehicle would be announced mid-2019 featuring enhanced safety
technology and a new hybrid powertrain that would positively contribute to officer safety and
the Climate Action Plan (CAP) goal of reducing greenhouse gases (GHGs).
Oct. 22, 2019 Item #5 Page 2 of 8
The Ford Explorer has been a solid foundation of the patrol division of the Police Department. It
has proven to be reliable, safe and comfortable for officers who spend 12 or more hours per
day in these vehicles. The new Ford Explorer features passive safety equipment such as a 75-
mile-per-hour (mph) rated rear bumper and active safety such as airbag deployment sensors
that can differentiate between weapons discharge and a collision to reduce the chances of
accidental airbag deployment.
The most significant improvement in this new model is an updated engine that includes a
hybrid powertrain. While providing additional power and performance, this new powertrain is
also sign ificantly more efficient. It completely eliminates idling during normal stop-and-go
traffic with significant reduction in engine idle during extended stops. This translates to GHG
reductions as well as fuel savings that Ford estimates at 1,276 gallons saved per year based on
20,000 miles traveled and a reduction of 22,560 pounds of GHG-causing carbon dioxide
emissions per vehicle (Motor Authority.com June 26, 2019 "Officers weigh in on 2020 Ford
Police Interceptor Utility" by Robert Duffer).
Fiscal Analysis
There are a total of 22 vehicles to be purchased. The breakdown is as follows:
Qty Description VRF* Police FY 2019-20 Carry-over FY 2018-19 Total {PPVs
Adopted Budget General Fund Budget and outfitting
Surplus equipment)
22 Hybrid SUV $910,000 $240,000 $390,000 $1,540,000
*VRF = Vehicle Replacement Fund
When these vehicles were originally requested, the cost of a replacement PPV was
approximately $56,152. Since then, the cost has increased to approximately $70,000 resulting
in an increase of approximately $13,848 per vehicle. Since the costs of outfitting are estimates,
any remaining funds would be used to pay for outfitting costs associated with completion of the
vehicle for service.
Additionally, funds for a new vehicle for a new School Resource Officer (SRO) for the Carlsbad
Unified School District requested in a Staff Report dated Jan. 29, 2019 (City Council Resolution
No. 2019-011) will be provided from the FY 2018-19 operating budget savings.
As shown, in the table above, the total cost of all replacement vehicles will be paid from the
vehicle replacement fund in the amount of $910,000. The additional vehicles will cost $630,000
of which the Police Department will pay $240,000 from the Police FY 2019-20 Adopted Budget
and the remaining $390,000 from the carry-over of FY 2018-19 General Fund budget surplus.
The PPVs will be purchased from Folsom Ford for $927,442. The remaining $612,558 will be
used to outfit the vehicles with Police equipment that include si rens, lights, computers,
consoles, radios, prisoner enclosures, etc. Parts are typically purchased from various vendors
depending on specifications, availability and price. As there is a great deal of variation in parts,
technology and configuration this price can fluctuate significantly and generally estimated at
approximately $28,000 per vehicle.
Oct. 22, 2019 Item #5 Page 3 of 8
Next Steps
Purchase orders will be opened for the purchase of 22 PPVs from Folsom Lake Ford. Delivery of
the PPVs will take approximately five months. The replaced vehicles will be evaluated, prepared
and sent to auction. Staff will pursue s·eparate contract(s) to outfit the vehicles with Police
equipment, and will bring those forward to City Council for approval.
Environmental Evaluation (CEQA)
Pursuant to Public Resources Code Section 21065, this action does not constitute a "project"
within the meaning of the California Environmental Quality Act (CEQA) in that it has no
potential to cause either a direct physical change in the environment, or a reasonably
foreseeable indirect change in the environment, and therefore does not require environmental
review.
Public Notification
This item was noticed in accordance with the Ralph M. Brown Act and was available for public
viewing and review at least 72 hours prior to the scheduled meeting date.
Exhibits
1. City Council Resolution
2. Folsom Lake Ford Quote
Oct. 22, 2019 Item #5 Page 4 of 8
RESOLUTION NO. 2019-213
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING PURCHASE OF 22 POLICE PATROL VEHICLES IN
AN AMOUNT OF $927,442 AND AUTHORIZING THE DEPUTY CITY MANAGER,
ADMINISTRATIVE SERVICES BRANCH, TO CARRY-OVER $390,000 FROM THE
FISCAL YEAR (FY) 2018-19 GENERAL FUND BUDGET SURPLUS TO THE FY
2019-20 POLICE OPERATING BUDGET.
WHEREAS, the Police Department of the City of Carlsbad requires the purchase of 22 Police
Patrol Vehicles (PPVs), of which 13 will be replacements and nine will be additions to the fleet; and
WHEREAS, the Fleet Committee reviewed the overall condition, maintenance history and
future maintenance needs of the Police Departments existing vehicles and determined that it is in the
best fiscal interest of the City of Carlsbad to purchase the 22 PPVs; and
WHEREAS, the total cost of 22 PPVS and associated outfitting equipment is estimated to be
$1,540,000; and
WHEREAS, the City Council previously budgeted $1,150,000 for 22 PPVs and associated
outfitting equipment in the FY 2018-19 and FY 2019-20 adopted budgets for the Police Department
and the Fleet Vehicle Replacement Fund, and under City Council Resolution No. 2019-011; and
WHEREAS, staff requests that City Council approve a carry-over amount of $390,000 from the
FY 2018-19 General Fund Budget surplus to the FY 2019-20 Police Operating Budget to fund the
remainder of the purchase for the 22 PPVs and outfitting equipment; and
WHEREAS, in accordance with Carlsbad Municipal Code Section 3.28.100, the City of
Carlsbad's Purchasing Office has determined it is in the City's best interest to utilize a cooperative
contract, California State Department of General Services -Procurement Division Contract No. 1-18-
23-14B, to purchase the 22 PPVs; and
WHEREAS, the cost to purchase the 22 PPVs from Folsom Lake Ford under the cooperative
contract is $927,442; and
WHEREAS, the remaining $612,558 will be used to purchase outfitting components and
services under separate contract(s).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.
2.
That the above recitations are true and correct.
That the City Council hereby approves a carry-over of $390,000 from the FY 2018-19
General Fund Budget surplus to the FY 2019-20 Police Operating Budget to purchase
PPVs and outfitting equipment.
3. That the City of Carlsbad Public Works Branch, General Services Department, is
authorized to purchase 22 PPVs from Folsom Ford, in an amount not to exceed
$927,442, utilizing California State Department of General Services -Procurement
Division Contract No. 1-18-23-14B.
Oct. 22, 2019 Item #5 Page 5 of 8
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 22 nd day of October 2019, by the following vote, to wit:
AYES: Hall, Blackburn, Bhat-Patel, Schumacher.
NAYS:
ABSENT:
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tt~RBARA ENGLESON, City Clerk
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Oct. 22, 2019 Item #5 Page 6 of 8
PRICE QUOTATION
FOLSOM LAKE FORD
12755 FOLSOM BL VD.
FOLSOM, CA 95630
(916) 351-4202 -Direct
EXHIBI T 2
Date: 7 /19/20 I 9
To: Shawn Gaskari / Management Analyst/ City of Carlsbad (Solid Black Patrol)
From: Mark A. Paoli/ Government Sales Manager/ Folsom Lake Ford.
Subject: Pricing for 2020 Ford Interceptor (State of California Contract #1-18-23-14B)
$34,287.30 -Bid Price (2020 Ford Police Interceptor Utility A WD / 3.3L V6 Gas Engine)
-3,011.50 -Ballistic Door Panel Delete
$31 ,275.80 -Subtotal (Bid Price Less Deletions)
3,688.00 -3.3L V6 Hybrid Engine System w/10-Speed Auto Transmission (99W/44B)
705.00 -Police Perimeter Alert (68B)
637.00 -Auxiliary Air Conditioning (17 A)
5 86.00 -Ultimate Wiring Package ( 67U)
569.00 -Blind Spot Monitoring w/Cross-Traffic Alert (55B)
273.00 -Police Engine Idle Feature ( 47 A)
255.00 -Cargo Storage Vault (63V)
240.00 -Rear Camera On-Demand (19V)
151.00 -Pre-Collision Assist w/Pedestrian Detection (76P)
84.00 -Class III Trailer Tow Lighting Package (52T)
54.00 -Dome Lamp Red/White Lighting in Cargo Area (17T)
54.00 -Keyed Alike -Code 111 lX (59J)
$38,571.80 -Selling Price
85.00 -Documentation Fee
$38,656.80 -Subtotal
2,995.90 -Sales Tax (7.75%)
495.00 -Delivery to Carlsbad, CA
8.75 -California Tire Fee
$42,156.45 -Total Price (EACH)
X22
$927,441.90 -Total (22-Vehicles) F.O.B. Carlsbad, CA
Payment Te1ms: $500.00 Discount Per Vehicle 20 Days or Net 30.
Oct. 22, 2019 Item #5 Page 7 of 8
Note: Dark Car Feature,.Dual Unity LED Spot Lamps, Ford Telematics (Includes Built In
Modem and ComplimentaryTwo-Year Subscription), Front License Plate Bracket, Noise
Suppression, Rear View Camera, Reverse Sensing, SYNC (Bluetooth), Trailer Hitch (Class
III), Upfitter Switches Mounted on Steering Wheel and a Syr/1 00k/0ded Powe1irain
WaITanty Included In Bid.
Oct. 22, 2019 Item #5 Page 8 of 8