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Home My WebLink About2/16/2000 - STAFF REPORTS (10) DATE: February 16, 2000 TO: City Council FROM: Fleet Operations Supervisor via Procurement Manager APPROVE PURCHASE OF EIGHTEEN(18)COMPLETELY EQUIPPED POLICE PATROL UNITS, SIX (6) POLICE DETECTIVE UNITS, TWO (2) COMMANDER'S UNITS, AND ONE (1) ANIMAL CONTROL TRUCK,FOR TOTAL COST OF $765,551. RECOMMENDATIONS: That City Council approve cooperative purchase of 18 police patrol units (unit price $20,579), 6 detective units (unit price $20,720), 2 Commander's units (unit price, one for $23,988 and one for $27,400), and one(l)aninal control truck(unit price$28,944),through the County of Riverside with Ramsey Street Ford, Banning, CA, total amount of$619,643 for all vehicles, including applicable sales tax and delivery charges; approve purchase of light bars and sirens from Federal Signal($1,751 per vehicle) for a total amount not to exceed $31,518 including tax and delivery; installation of all equipment plus provision of push bar, gunlocks and cages ($2,464 per vehicle) from Hi Standard Automotive for a total amount not to exceed $44,352; mobile communication equipment and accessories($2,850 per veh icle)from Motorola Communications,Inc.for a total amount not to exceed $51,300 including tax and delivery; vehicle body graphics ($335.00 per vehicle) from the Graffix Shoppe for a total amount not to exceed$6,030 including tax and delivery;mobile scanner equipment ($236 per vehicle) from Radio Shack for a total amount not to exceed $4,248 including tax and delivery; approve purchase of consoles and accessories( $395 per vehicle) from Inch's Tooling and Machining for an amount not to exceed $7,110 including tax and delivery (Total amount for equipment,$144,558)(See exhibit A below); for a grand total amount(vehicles plus equipment) not to exceed $765,551,which includes the$50 per vehicle charge included in the agreement to be paid to Riverside County for participation in the program. BACKGROUND: The Palm Springs Police Department(PSPD)in conjunction with Fleet Operations,Procurement,and the Office of Management and Budget(OMB)have been reviewing several fleet purchase options. The police department is continuing to establish an effective wonting program for police vehicles and staff. Efforts are centered around obtaining the best overall unit pricing coupled with maximum vehicle utilization within the department. UMMARY SCHEDULE COST PER UNIT "X" IS UNITS FEDERAL SIGNAL $ 1,751.00 $ 31,518.00 (Light Bars&Sirens) HI STANDARD AUTOMOTIVE $ 2,464.00 $ 44,352.00 Installation of all equipment,plus provision of ushbais,gun locks,and cages MOTOROLA COMMUNICATIONS,INC. $ 2,85000 $51,300.00 (Communication equipment&accessories) GRAF FIX SHOPPE $ 335.00 $ 6,030.00 (Body graphics) RADIO SHACK $ 236.00 $ 4,248.00 (Scanner Equipment) INCH'S TOOLING AND MACHINING $ 395 00 S 7,11000 (Consoles and accessories) Currently, police officers who live within City boundaries, and who have been employed for 18 months are provided take home vehicles per agreement with the City Manager and the Police Officers Association. The remaining police officers drive pool vehicles on rotational shifts. Pool patrol units generally have an life span of approximately three to four years before they are replaced due to high 106 mileage and poor condition. Assigned patrol units are expected to experience a longer life span clue to less miles generated annually (1995/96 patrol units are presently in service, most of which have over 100,000 miles).The police patrol units,Model Year 2000,are being programmed to last between 6 and 7 years. PAGE TWO PURCHASE OF 18 POLICE PATROL UNITS, SIX POLICE DETECTIVE UNITS, TWO COMMANDER'S UNITS, AND ONE ANIMAL CONTROL TRUCK BACKGROUND (CONT.): The police department will assign each patrol officer to a patrol vehicle. Each vehicle is scheduled to last 6 to 7 years in patrol. Additional vehicles were required to make this happen,a majority of which were purchased last year and the remaining (13) with this action. The assigned vehicle will not change hands unless an officer changes assignment(i.e. re-assignment to investigations). The patrol officer and detective would then swap assigned vehicles. The recommended purchase of the 18 police patrol units,ofwhich(13)are additional units for this fiscal year,provides enough units so that all patrol officers will have an assigned vehicle. The patrol units purchased incorporate a factory installed "police package" featuring, among other items, heavy duty cooling system and heavy duty suspension and brake system. The cooperative purchase program is generally only offered once a year and is contingent upon the participating dealerships.There is a$50.00 per car charge included in the agreement that will be paid to the County of Riverside for our participation in the program. The units have historically only been available at an economical price through cooperative purchase with a larger entity (state, county or large city). Dealers not participating in these programs charge significantly more,typically$3,000 to$4,000 per unit. Purchasing these police units through the County of Riverside contract is the most economical method of acquiring these types of vehicles. This year Ramsey Street Ford,Banning,was awarded the County of Riverside contract. Their price, including delivery, is less than the City of San Diego contract and the State of California contract,two contracts which the City has participated in during the past ten years. This is the fourth year the County of Riverside Contract has been a viable option, in terms of competitive pricing. Coachella Valley dealers are also able to compete for the County Contract but so far have not been successful in this process. Ofthe 27 vehicles being purchased, 13 ofthe Police Patrol Units are additional to the current fleet and are required to complete the "assigned vehicle" policy. The remaining fourteen (14) units being purchased are replacement units for units which are beyond useful like and no longer are cost effective to maintain at the required standards. The replaced units will be declared"surplus"and sold through a public auction firm. The police vehicles are recommended to be financed using Supplement 45 (takedown) under the City's master lease agreement with CAL LEASE as adopted at the October 21, 1998 City Council Meeting,Minute Order#6255. The City Manager's Office,Finance,OMB and the Police Department met and evaluated methods of paying for this purchase. Options included a cash purchase, partial cash/partial lease, and lease. The final recommendation to lease through Cal Lease is based on the fact that the lease rate is less than what the City receives in interest from its motor vehicles reserves investment. #2 MICHAEL T. KEMP V I-IAROLD E. GOOD, CPPO Fleet Operations Supervisor Procurement Manager ICI Y MANAGER � LEE WF Chief,Pah 'Springs Police Department V ATTACHMENT: (1)Resolution Ndh �1C'1�EiIa^W�il: LJ RESOLUTION NO. 19753 OF THE CITY COUNCIL, OF THE CITY OF PALM SPRINGS, CALIFORNIA, APPROVING PURCHASE OF EIGIITEEN (18) COMPLETELY EQUIPPED POLICE PATROL UNITS, SIX (6) POLICE DETECTIVE UNITS, TWO (2) COMMANDER UNITS, AND ONE (1) ANIMAL CONTROL TRUCK FOR A TOTAL COST OF $765,551. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Palm Springs, approving the following purchases: Section 1. Through Cooperative Purchase, Riverside County, Ramsey Street Ford, Banning, California, purchase 27 vehicles as follows at total cost of$619,643, including all applicable sales tax and delivery charges, and a$50 per vehicle(Total$1,350) charge to be paid to Riverside County for City's participation in the program. (a) Eighteen (IS) completely equipped Police Patrol Units at a unit cost of$20,579 each; (Total: $370,422) (b) Six (6) detective units at a unit cost of$20,720 each; (Total: $124,320) (c) Two (2) Commander units, one at a unit cost of$23,988 and one at a unit cost of$27,400; (Total: $51,388) (d) One (1) animal control truck at a unit cost of$28,944. (Total: $28,944) Section 2. Equipment for eighteen (18) Police Patrol Units for a total cost of $144,558, including applicable sales tax and delivery: (a) Light Bars and Sirens, from Federal Signal, at a unit cost of$1,751 and a total cost of$31,518. (b) Installation of all equipment, including provision of Pushbars, Gun Locks, and Cages from Hi Standard Automotive, at a unit cost of 2,464 and a total cost of $44,352. (c)Con urr nication Equipment and Accessories,from Motorola Con ummications Inc., at a unit cost of$2,850 and a total cost of$51,300. (d) Body Graphics fiom Graffix Shoppe, at a unit cost of$335 and a total cost of $6,030. (e) Seamier Equipment from Radio Shack at a unit cost of$236 and a total cost of $4,248. (f)Console and Accessories from Inch's Tooling and Machining at a unit cost of$395 and a total cost of$7,110. ADOPTED this 1(Lth day of February, 2000. AYES: Members Hodges, Jones, 0den, Reller-Spurgin and Mayor Kleindien � NOES: None ABSENT: None ATTEST: CITY OF PALM SPRINGS, CALIFORNIA By: City Clerk City Manager REVIEWED &APPROVED AS FORM: