HomeMy WebLinkAbout4/7/2004 - STAFF REPORTS (13) DATE: April 7, 2004
TO: City Council
FROM: Director of Procurement and Contracting
APPROVE THE PURCHASE OF VEHICLES IN THE 2003/2004 REPLACEMENT CYCLE
RECOMMENDATION:
That the City Council approve the purchase of nine (9) vehicles for a combined
total amount of $224,735.12 broken down as follows: six (6) vehicles from
Ramsey Street Ford for $142,393.00, two (2) vehicles from Fiesta Ford for
$53,714.79 , and one(1)vehicle from Municipal Maintenance Equipment, Inc.for
$28,627.33
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 those units
identified for replacement in the current fiscal year.
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 CNG unit 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 4", 2004.
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 vehicle for the Assistant City Manager was initially scheduled for replacement
last year and now has over 105,000 miles. Staff is recommending replacement
of this vehicle in this 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- $21,596.00
K9 Interceptor
2 203898 Police Crown Victoria- $21,596.00
K9 Interceptor
3 204098 Police Crown Victoria- $21,596.00
K9 Interceptor
4 036900 Parking Go-4 Parking $26,565.50
Enforcement Patrol Interceptor
5 320996 Public Works F-150 4x4 Super- $23,849.22
Crew Pickup
6 306295 Public Works F-450 42 Crew $25,992.81
Cab 12' Flatbed
7 `New Public Works F-150 42 CNG $20,463.00
Pickup
8 321596 Public Works Explorer 44XLS $21,433.00
9 000298 Asst. City Manager Explorer 44 XLT $25,445.00
Sub-Total: $208,536.53
7.75% SalesTax $16,161.59
Tire Fees $37.00
Grand Total: $224,735.12
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.
Although the County of Riverside has historically secured the lowest prices via
their competitively bid annual contract in recent years for Crown Victoria Police
Interceptors,they have yet to bid their requirements for the 2004 model year. The
City of Corona's formal Bid#04-006 secured the lowest base unit price at$21,367
which was also less than the California State Contract price of$21,741. Our unit
price, cooperatively with the City of Corona, is $21,596 (which includes the
optional power seat, cruise control and radio/cassette package for $229), from
Ramsey Street Ford of Banning, CA.
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 44 Super
Crew Pickup at $23,849.22 as well as the F-450 42 Crew Cab 12' Flatbed at
$25,992. Ramsey Street Ford of Banning was the low bid for the F-150 42 CNG
Pickup at$20,463 ,the Explorer XLS at$21,433 and the Explorer XLT at$25,445.
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.
The Director of Procurement finds that our own internal competitive process, as
well as cooperative utilization of the City of Corona's contract for Police
Interceptors, are adequate to protect the public interest for the purchase of the
recommended vehicles.
Funds were appropriated for this transaction in the 2003/04 budget and are
available in Account No. 510-5475-50020, Motor Vehicles.
HAROLD E. GOOD, CPPO DAVID BARAKIAN
Director Procurement and Contracting Director, Public Works
C
APPROVED �'� � v .,
City Manager GARY,� �f�1DRON
Chief f gfice
ATTACHMENT:
1. Minute Order
REVIEWED BY DEn OF FINANCE
MINUTE ORDER NO.
APPROVING THE PURCHASE OF SIX(6)VEHICLES
FROM RAMSEY STREET FORD FOR $142,393.00
I HEREBY CERTIFY that this Minute Order, approving the purchase of six (6) vehicles
from Ramsey Street Ford for $142,393.00 was adopted by the City Council of the City of
Palm Springs, California, in a meeting thereof held on the 7" day of April, 2004.
BY: PATRICIA A. SANDERS
City Clerk
MINUTE ORDER NO.
MINUTE ORDER NO.
APPROVING THE PURCHASE OF TWO
(2) VEHICLES FROM FIESTA FORD IN
THE AMOUNT OF $53,714.79.
I HEREBY CERTIFY that this Minute Order, approving the purchase of two (2)
vehicles from Fiesta Ford in the amount of $53,714.79, was adopted by the City
Council of the City of Palm Springs, California, in a meeting thereof held on the
7`h day of April, 2004.
PATRICIA A. SANDERS
City Clerk
MINUTE ORDER NO.
APPROVING THE PURCHASE OF ONE
(1) VEHICLE FROM MUNICIPAL
MAINTENANCE EQUIPMENT, INC. IN
THE AMOUNT OF $28,627.33.
I HEREBY CERTIFY that this Minute Order, approving the purchase of one (1)
vehicle from Municipal Maintenance Equipment, Inc. in the amount of
$28,627.33, was adopted by the City Council of the City of Palm Springs,
California, in a meeting thereof held on the 7ch day of April, 2004.
PATRICIA A. SANDERS
City Clerk