HomeMy WebLinkAbout2023-12-05; City Council; ; Additional Appropriation for Outfitting Police Department Vehicles CA Review GH
Meeting Date: Dec. 5, 2023
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Bradley Northup, Public Works Superintendent
bradley.northup@carlsbadca.gov, 442-339-5193
Jeffery Smith, Police Captain
jeffery.smith@carlsbadca.gov, 442-339-2218
Subject: Additional Appropriation for Outfitting Police Department Vehicles
Districts: All
Recommended Action
Adopt a resolution authorizing the City Manager or designee to appropriate $195,000 from the
General Fund to the Police Department’s fiscal year 2023-24 operating budget to complete the
outfitting of 34 marked take-home police vehicles.
Executive Summary
On Aug. 30, 2022, the City Council approved the appropriation of $2.4 million to the Police
Department’s fiscal year 2022-23 operating budget for the purchase of 34 fully outfitted
marked police vehicles to support the deployment of take-home vehicles. However, after
the City Council’s authorization, the price of the vehicles unexpectedly increased, and on
Dec. 6, 2022, the City Council approved an increase in appropriation in the amount of
$313,675 to the Police Department’s fiscal year 2022-23 operating budget.
The city has been trying to procure 34 fully outfitted marked police vehicles to support the
deployment of take-home vehicles for all officers, as approved by the City Council.
However, supply chain issues, necessary changes to vehicle configurations and the cost of
inflation on specific parts have led to additional and unanticipated cost increases in
outfitting these vehicles. As a result, staff request that the City Council authorize the
appropriation of an additional $195,000 to the Police Department’s fiscal year 2023-24
operating budget to complete the outfitting of these marked police vehicles.
The City Council’s approval is required under Carlsbad Municipal Code Chapter 3.28, which
states that only the City Council can authorize the procurement of goods and services that will
cost the city more than $100,000 per agreement year.
Dec. 5, 2023 Item #4 Page 1 of 5
Discussion
Timeline
•Aug. 30, 2022 - The City Council approved the appropriation of $2.4 million to the
Police Department’s fiscal year 2022-23 operating budget for the purchase of 34
fully outfitted marked police vehicles on with Resolution No. 2022-210. The City
Council also approved the appropriation of $498,267 for the purchase and
installation of Motorola M500 in-car camera systems via the same resolution.
(Please note that this in-car camera system was allocated into a separate funding
account and has not been affected by any cost increases to date, so it is not
included or considered as “outfitting” for the vehicles in this report.)
•Dec. 6, 2022 - The City Council adopted Resolution No. 2022-273, authorizing an
additional appropriation of $313,675 in response to an increased vehicle purchase
price on the State of California’s contract with Folsom Lake Ford. This additional
appropriation resulted in a total vehicle and outfitting budget of $2,713,675 for 34
vehicles.
•March 14, 2023 - The City Council adopted Resolution No. 2023-080, approving the
modification of the vehicle order from hybrid engine configurations to a standard
internal combustion engine design that provided an estimated $100,000 cost
savings over the original vehicle order and ensured vehicles would be produced as
2023 model year vehicles by Ford Motor Company. This was in response to the
manufacturer asking customers to consider modifying their existing vehicle orders
to a different engine option to reduce the risk of further vehicle delivery delays or
outright cancellation of their orders. This resolution resulted in a reduction of this
program’s vehicle and outfitting budget to $2,613,675.
•May 2023 - Staff were notified that all 34 vehicles were confirmed for production
by Ford Motor Company and were scheduled to be built in August and September
2023. The final purchase price total for all base vehicles, without any associated
outfitting, was $1,749,633 (approximately $51,460 per vehicle), leaving a remaining
balance of $864,042 ($25,413 per vehicle) to complete all necessary patrol vehicle
outfitting.
Request for changes
The city had specified that the vehicles be equipped with emergency lights made by Code 3
Incorporated. However, Code 3 has announced that it was discontinuing manufacturing the
lightbar system specified in the agreement and was moving all product and representative
support to Mexico City, Mexico.
This announcement prompted the contractor that outfits police vehicles for the city,
Emergency Vehicle Systems, LLC, to ask the city to change its order to alternate outfitting
configurations and components. Staff re-evaluated the impacts to city operations and
amended the existing outfitting agreement with Emergency Vehicle Systems, LLC to use
emergency lighting products from Whelen Lighting System in lieu of Code 3 products.
Dec. 5, 2023 Item #4 Page 2 of 5
This change will ensure that the appropriate product will be available and adequate
support will be available throughout the service life of the vehicles. But the change to
Whelen Lighting System resulted in a 16% parts price increase over the previously
anticipated parts costs for standard patrol vehicles.
In addition to the price increases for the lighting systems, staff identified a 33% price
increase for the purchase and installation of the in-car, 800 megahertz radios. These
increases are the result of increased costs due to inflation and the cost of materials.
These increases in vehicle emergency lighting and radio communication equipment
resulted in an increase in total patrol vehicle outfitting costs and a current funding deficit
for the purchase of $195,000.
Staff are requesting that the City Council authorize an additional appropriation of $195,000 to
the Police Department’s fiscal year 2023-24 operating budget to complete the outfitting of 34
fully outfitted marked police vehicles.
Fiscal Analysis
Police Department take-home vehicle outfitting
Overall Per vehicle
Total appropriations to date* $2,613,675 $76,873
Purchase price of 34 base vehicles -$1,749,633 -$51,460
Remaining balance $864,042 $25,413
Anticipated outfitting costs* -$1,059,042 -$31,148
Additional appropriation needed $195,000 $5,735
*Does not include the Motorola M500 system cost per vehicle
The additional appropriation, if approved, will be funded from the General Fund Reserve.
Next Steps
Upon City Council approval, the City Manager or designee will appropriate $195,000 to the
Police Department’s fiscal year 2023-24 operating budget. With this appropriation, outfitting of
all 34 marked take-home police vehicles will begin in December 2023, and is anticipated to be
completed in April 2024.
Environmental Evaluation
The City Planner found on March 3, 2023, that the adoption of a resolution that authorized the
purchase and outfitting of 40 vehicles, which includes the 34 marked take-home police vehicles
included in the proposed resolution, was exempt from environmental review under the
California Environmental Quality Act under CEQA Guidelines Section 15061 (b)(3). No appeal of
the determination was filed. Providing additional funding is consistent with the original
approval and determination.
Exhibit
1. City Council resolution
Dec. 5, 2023 Item #4 Page 3 of 5
RESOLUTION NO. 2023-281
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING THE CITY MANAGER OR DESIGNEE TO
APPROPRIATE $195,000 FROM THE GENERAL FUND TO THE POLICE
DEPARTMENT'S FISCAL YEAR 2023-24 OPERATING BUDGET TO COMPLETE
THE OUTFITTING OF 34 MARKED TAKE-HOME POLICE VEHICLES
WHEREAS, on Aug. 30, 2022, the City Council adopted Resolution No. 2022-210, appropriating
$2,400,000 for the purchase of 34 fully outfitted marked police vehicles; and
WHEREAS, due to cost of the base vehicle pricing available through the State of California's
contract with Folsom Lake Ford, on Dec. 06, 2022, the City Council adopted Resolution No. 2022-273,
appropriating an additional $313,675 for the vehicle purchases; and
WHEREAS, on March 14, 2023, the City Council adopted Resolution No. 2023-080, authorizing
the modification of the intended purchase from hybrid engines to standard combustion engine
vehicles; and
WHEREAS, all 34 vehicles have been purchased, manufactured, and delivery is in progress; and
WHEREAS, the required vehicle modifications, including a change in the lighting systems
supplier and cost increases in radio communication equipment, have increased the anticipated per
vehicle outfitting cost by approximately $5,735 per vehicle; and
WHEREAS, the current deficit in the budget to complete the outfitting of the 34 marked take
home police vehicles is $195,000; and
WHEREAS, the City Council has determined that it is in the best interest of the city to complete
the outfitting of all 34 marked take-home police vehicles.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.That the above recitations are true and correct.
2.That the City Manager or designee is authorized to appropriate $195,000 from the
General Fund to the Police Department's fiscal year 2023-24 operating budget.
Exhibit 1
Dec. 5, 2023 Item #4 Page 4 of 5
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 5th day of December, 2023, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
Blackburn, Bhat-Patel, Acosta, Burkholder, Luna.
None.
None.
None.
KEITH BLACKBURN, Mayor
SHERRY FREISINGER, City Clerk
(SEAL)
Dec. 5, 2023 Item #4 Page 5 of 5