PREPARED BY: SGT. J. BENONE DATE OF MEETING: 06/19/2017
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO TO: (1) DECLARE CERTAIN POLICE DEPARTMENT VEHICLES AS SURPLUS PROPERTY AND TO BE DISPOSED OF PURSUANT TO SAN PABLO MUNICIPAL CODE SECTION 3.16.120; (2) AUTHORIZE CURRENT POLICE ADMINISTRATION VEHICLES TO BE CONVERTED INTO K-9 PATROL VEHICLES TO REPLACE K-9 VEHICLES 851, 854, 862 AND 863; (3) AUTHORIZE THE PURCHASE OF FOUR 2017/18 DODGE CHARGERS EQUIPPED WITH EMERGENCY EQUIPMENT AND DECAL GRAPHICS; (4) AUTHORIZE THE PURCHASE OF FIVE 2018 FORD FUSIONS TO REPLACE POLICE ADMINISTRATION VEHICLES AND VEHICLE 831; (5) AUTHORIZE THE CITY MANAGER TO PURCHASE THE VEHICLES FROM THE NATIONAL AUTO FLEET GROUP UNDER NATIONAL JOINT POWERS ALLIANCE (NJPA) COOPERATIVE PURCHASING CONTRACT #120716; AND (6) APPROPRIATE $194,367 FROM GENERAL FUND DESIGNATED RESERVE/ VEHICLE REPLACEMENT, $143,778 FROM THE ADJUDICATED ASSET SEIZURE ACCOUNT, AND $47,893 FROM THE POLICE DEPARTMENT BUDGET LINE ITEM 100-2110-46300 TO THE VEHICLE REPLACEMENT FUND TO PAY FOR THE PURCHASES AND INSTALLATION OF EQUIPMENT
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Budget Spending Controls is an adopted policy item under the FY 2015-17 Council Priority Workplan, effective October 1, 2016
CEQA Compliance Statement
This proposed action is not a project under CEQA pursuant to Guidelines Section 15378(b)(5): Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment, but if deemed a project, then under CEQA Guidelines § 15061(b)(3), in that it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.
BACKGROUND
Police vehicles #818, (2001/66,174 miles), #831, (2003/94,720 miles), #839, (2006/98,936 miles), #843, (2007/80,072 miles), and #851, (2008/128,079 miles), are the oldest patrol vehicles in the fleet. These vehicles will have to undergo expensive engine repairs where the costs of repair outweigh their actual value. Due to their age, mileage, and condition it is the desire of the police department to dispose of these vehicles as surplus pursuant to San Pablo Municipal Code 3.16.120.
San Pablo Municipal Code 3.16.120 Surplus supplies and equipment:
“All using departments shall submit to the purchasing officer, at such times and in such form as he shall prescribe, reports showing all supplies and equipment which are no longer used or which have become obsolete or worn out. The purchasing officer shall have authority to exchange or trade in all such supplies, equipment and materials; to sell by public auction, sealed bid, or agreement with other public agencies; or sell by direct negotiated agreement, or on a consignment basis. In the event the purchasing officer determines that any such obsolete or surplus property has no salvage value, he may dispose of it as he deems advisable.”
Due to age, high mileage, and recurring maintenance costs, it is the desire of the Police Department to replace K-9 Units #851, (Surplus), #854, (2009/74,241miles), #862, (2011/81,500 miles), and #863, (2011/81,046 miles), with the four Ford Interceptor SUVs, #867, #868, #869, #875, that are currently assigned to the Police Administration. The Ford SUVs will suit well as K-9 units by providing more space for the officers, canines, and equipment storage.
The four Ford SUVs will be outfitted with K-9 and emergency equipment at a cost of $66,086, repainted at a cost of $6,880, and all will receive new SPPD decal graphics at a cost $1,642. The total cost, including sales tax and shipping, for equipment, installation, painting, and decal graphics is $74,608.
K-9 Unit #854 will remain in the fleet as a back-up unit while other K-9 units are undergoing maintenance or repairs. K-9 units #862 and #863 will be assessed to determine if they can be utilized by other sections of the police department.
In order to provide the Police Administration with suitable transportation and to replace Unit #831 for use by the Priority Orientated Policing Unit (POP); the Police Department desires to purchase five (5) 2018 Ford Fusions at $22,129 each for a total cost, including sales tax, tire tax, and transporter fees, of $110,647.
The four Ford Fusions assigned to the Police Administration will be outfitted with low profile emergency equipment consisting of lighting and a siren. The total cost, including sales tax, for equipment and installation is $12,242.
The one (1) Ford Fusion assigned to the POP Unit will receive new SPPD decal graphics at a total cost, including shipping only, of $442.
On July 21, 2016, SPPD officers participated in the Dodge Charger Pursuit Experience where they test drove the 2016 Dodge Charger at the Alameda County Sherriff’s Regional Training Center. The Charger offered significant improvements in driving dynamics, ergonomics, technology, and safety features when compared to our currently outfitted Ford Taurus.
On May 1, 2017, Dodge provided the Police Department with a 2016 Dodge Charger so the vehicle could be test driven in our local environment by a variety of officers. The testing ended on May 12, 2017. The assessment showed the Charger offered significant benefits in driving dynamics, ergonomics, technology, and safety compared to the Ford Taurus.
In order to maintain a sound and reliable patrol vehicle fleet it is the desire of the Police Department to purchase four 2017/18 Dodge Chargers at $27,822 each for a total cost, including sales tax, tire tax, and transporter fees, of $111,287.
The four 2017/18 Dodge Chargers will be outfitted with emergency equipment. The total cost, including sales tax, for equipment and installation is $49,915. Each vehicle will also receive new SPPD decal graphics at a total cost, including shipping only, of $1,642.
The Police Department desires to purchase the five Ford Fusions and four Dodge Chargers from the National Auto Fleet Group out of Watsonville, Ca. through the National Joint Powers Alliance (NJPA) under Cooperative Purchasing Master Vehicle Contract #12076-NAF.
The creation of the National Joint Powers Alliance (NJPA) was authorized by Minnesota law as an educational cooperative service unit to serve education and government entities with the procurement process by providing cooperative purchasing.
NJPA’s cooperative contract purchasing leverages the national purchasing power of more than 50,000 member agencies while also streamlining the required purchasing process. As a municipal national contracting agency, NJPA establishes and provides nationally leveraged and competitively solicited purchasing contracts under the guidance of the Uniform Municipal Contracting Law. Joint Powers laws enable members to legally purchase products through NJPA awarded contracts. On January 16, 2017, the National Auto Fleet Group was awarded NJPA Contract #120716-NAF. The contract went into effect on January 17, 2017, and will expire on January 17, 2021.
San Pablo Municipal Code #3.16.110.E. (Cooperative Purchasing) allows the City to forego a formal bid process for the purchase of equipment, materials, supplies and services, and buy said equipment directly from a vendor if the price was established by competitive bidding by another public jurisdiction (“piggybacking”). Staff requests approval to make such purchases from the National Auto Fleet Group based on the competitively bid contract by the National Joint Powers Alliance as follows: The nine (9) desired vehicles purchased from the National Auto Fleet Group through the NJPA Cooperative Purchasing Master Vehicle Contract totals $221,933.53 including sales tax, tire tax, and transporter fees.
FISCAL IMPACT
The total cost of the nine (9) vehicles, K-9/emergency equipment, installation, four (4) paint applications, nine (9) sets of SPPD decal graphics (including sales tax, tire tax, transporter fees, and shipping) is $360,783 with an available seven (7) percent contingency amount of $25,255 to cover any unanticipated costs of additional equipment and installation issues for a total authorization of $386,038.
A total of $194,367 will be appropriated from fund balance in the FY 2016/17 General Fund Designated Reserve/Vehicle Replacement Account (100-0000-00000), $143,778 will be appropriated from the Adjudicated Asset Seizure Account (225-2250-43600), and $47,893 will be appropriated from the Police Department budget line item 100-2110-46300 (Equipment) and transferred into an expense account in the Vehicle Replacement Fund (102-2110-46300).
|
Appropriate |
Fund Name |
Fund Number |
|
From: |
General Fund |
100-0000-00000 |
|
|
Adjudicated Asset Seizure Acct. |
225-2250-43600 |
|
|
PD Line Item (Equipment) |
100-2110-46300 |
|
To: |
Vehicle Replacement Fund |
102-2110-46300 |
|
Total Appropriated: |
$386,038 |