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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: \ i,vc-"» k'J(lJtlv<V tt~RBARA ENGLESON, City Clerk (SEAL) \\\\\\\11111111///// ,,,,,, ~ C ll , .. ;,1,,,,✓/. ~ Qi,-~., ,.~ ~A.·~~~~ S,.__ .. ...-~ ···· .. \1\% ffof~\'~~ \ \~'f~/ I %. ~--.... ~ .. -··· ~ ~ ""' ············~,'l'-~ '/;,✓,,,,';-IFOf\~,,,,,,~ '"11111111111111'' 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