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Home My WebLink About7/21/2004 - STAFF REPORTS (30) DATE: July 21, 2004 TO: City Council FROM: Director of Procurement and Contracting APPROVE THE PURCHASE OF VEHICLES FROM THE 2003/2004 REPLACEMENT CYCLE RECOMMENDATION: That the City Council approve the purchase of ten (10) vehicles for a combined total amount of $260,494.38 broken down as follows: six (6) vehicles from Ramsey Street Ford for $146,499.96, two (2) vehicles from Fiesta Ford for $56,745.77 , and two (2) vehicles from Municipal Maintenance Equipment , Inc. for$57,248.65. SUMMARY: The fleet is examined annually in conjunction with the budget process to determine which units meet the replacement criteria established by the City Council in Resolution Number 18834. All eligible units are then subjected to analysis that evaluates usage, condition, maintenance costs, and salvage value to determine a final recommendation for replacement. The vehicles listed below are the units that were identified and budgeted for replacement during the 2003/04 fiscal year, but were postponed by Council during the recent budget process. BACKGROUND: All City-owned vehicles and equipment are amortized for their expected life cycle and accumulate funds from user departments for their scheduled replacement in the Motor Vehicle Replacement Fund. After qualifying units are identified, they are further reviewed for the feasibility of life-cycle extension or reassignment before final recommendations for replacement are made. In accordance with Section VI of the City's Vehicle Replacement Policy and as a part of our ongoing commitment to alternate fuel vehicles, all replacements are evaluated for their potential replacement with dedicated CNG engines versus the traditional gasoline powered engines. This practice has resulted in 22.7% of the City of Palm Springs' total fleet of "4-wheeled rolling stock" being comprised of Alternate Fuel vehicles. There is one hybrid gasoline-electric vehicle being recommended in this purchase that will continue our commitment to the use of alternate fuel. This vehicle (the only addition to the fleet total) is 50% grant funded through the MSRC (Mobile Resource Reduction Control)Agreement, part of a State program to reduce PM-10, as approved by Council on February 4t' 2004. ds s a S 1 MINUTE ORDER NO. APPROVING THE PURCHASE OF FIVE (5)VEHICLES FROM RAMSEY STREET FORD FOR $121,114.45 I HEREBY CERTIFY that this Minute Order, approving the purchase of five (5) vehicles from Ramsey Street Ford for$121,114.45 was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 21 st day of July, 2004. BY: PATRICIA A. SANDERS City Clerk MINUTE ORDER NO. APPROVING THE PURCHASE OF TWO (2) VEHICLES FROM FIESTA FORD FOR $56,745.77 I HEREBY CERTIFY that this Minute Order, approving the purchase of two (2) vehicles from Fiesta Ford for $56,745.77 was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 21st day of July, 2004. BY: PATRICIA A. SANDERS City Clerk a MINUTE ORDER NO. 11 APPROVING THE PURCHASE OF TWO (2) VEHICLES FROM MUNICIPAL MAINTENANCE EQUIPMENT, INC. FOR $57,248.65 I HEREBY CERTIFY that this Minute Order, approving the purchase of two (2) vehicles from Municipal Maintenance Equipment Inc. for $57,248.65 was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 21 st day of July, 2004. BY: PATRICIA A. SANDERS City Clerk a� The three Crown Victoria Police Interceptor vehicles recommended for replacement are K-9 units. The usage of K-9 vehicles differ substantially from a standard patrol car. The rear seat of the vehicle is removed and the unit is outfitted to accommodate a police dog. Due to the rear-seat occupant. K-9 vehicles remain running with the A/C on for much of their operating life. In addition, K-9 units are involved in high speed pursuits at a greater level than standard patrol vehicles. While K-9 units should be considered for replacement on an accelerated schedule when compared to standard patrol vehicles, these three have all met the current policy criteria for age (6 years) that is applied to a standard patrol vehicle. In addition,all three vehicles will have odometer readings over 100,000 miles by the next replacement cycle. The following units comprise the list of recommended replacements (and one addition) for fiscal year 2003/04: Unit#being Department Model Unit Price replaced 1 202498 Police Crown Victoria - $21,670.00 K9 Interceptor 2 203898 Police Crown Victoria - $21,670.00 K9 Interceptor 3 204098 Police Crown Victoria - $21,670.00 K9 Interceptor 4 036900 Parking Go-4 Parking $26,565.50 Enforcement Patrol Interceptor 5 037000 Parking Go-4 Parking $26,565.50 Enforcement Patrol Interceptor 6 320996 Public Works F-150 4x4 Super- $24,648.00 Crew Pickup 7 306295 Public Works F-450 4x2 Crew $28,006.08 Cab 12' Flatbed 8 *New Public Works Escape Hybrid $24,583.00 SUV 9 321596 Public Works Explorer 4x4 XLS $22,787.00 10 000097 Mayor Crown Victoria LX $23,555.00 Sub-Total: $241,720.08 7.75% SalesTax $18,733.31 Tire Fees $41.00 Grand Total: $260,494.38 The Director of Procurement and Contracting, in accordance with Municipal Code Section 7.09.010, has researched the comparative costs, values and feasability of using our own competitive process versus the cooperative utilization of other agency contracts to protect the public interest for each recommended vehicle. The County of Riverside has historically secured the lowest prices via their competitively bid annual contract for Crown Victoria Police Interceptors, beating the California State Contract 2004 model year base price of $21,741 (not including delivery), at $21,596 per vehicle. Although the State has yet to award their2005 contract, our 2005 model year unit price, from the same supplier to the County of Riverside (Ramsey Street Ford of Banning, CA) , is $21,670, which includes delivery and is still less than the State contract price for last year. The Procurement and Contracting Department obtained quotes for the remaining vehicles and Fiesta Ford of Indio, CA was the low bid for the F-150 4x4 Super Crew Pickup at $24,648 as well as the F-450 4x2 Crew Cab 12' Flatbed at $28,006.08. Ramsey Street Ford of Banning was the low bid for the Explorer XLS at $22,787, the new Escape Hybrid at $24,583, and the Crown Victoria LX (based on Riverside County's pricing for county executive cars) at $23,555. The City's existing fleet of Parking Patrol Vehicles are Go-4 Interceptors manufactured by Westward Industries Ltd. The field of competitors in this type of equipment has narrowed as Cushman Industries has stopped production of their equivalent vehicle. Procurement researched the availability of cooperative contracts or agreements to utilize for this purchase but none exist at this time. Distribution for our region is controlled by the manufacturer and a quotation was obtained by the only authorized dealer, Municipal Maintenance Equipment of Anaheim, CA , for $26,565.50 each. Funds were budgeted and appropriated forthis transaction in the 2003/04 budget and will be available in Account No. 510-5475-50020, Motor Vehicles, via continuing appropriations. HAROLD E. GOOD, CPPO DAVID BARAKIAN Director Procurement and Contracting Director, Public Works APPROVED �s f �� JVo - City Manager �/ GARY,kAfv RON Chief of Rq'ce ATTACHMENT: 1. Minute Order REVIEWED BY DEPT.®P IFINANCE. ~1