PREPARED BY: LT. John Benone DATE OF MEETING: 06/04/18
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO TO (1) AUTHORIZE THE CITY MANAGER TO PURCHASE TWO 2018 BMW 1200 RT-P MOTORCYCLES FOR $62,205 AND TWO 2018 FORD EXPLORER UTILITY VEHICLES EQUIPPED WITH EMERGENCY EQUIPMENT FOR $77,410 USING COMPETITIVELY BID CONTRACTS; (2) AUTHORIZE THE CITY MANAGER TO PURCHASE A “FARO” TECHNOLOGIES DIGITAL CRIME/COLLISION SCENE MAPPING SYSTEM AND EMERGENCY EQUIPMENT TO OUTFIT THE VEHICLES FOR $85,270, PLUS AN ADDITIONAL $11,244 (APPROXIMATELY 5%) FOR CONTINGENCY FOR A TOTAL PURCHASE AUTHORIZATION OF $236,129; AND (3) APPROPRIATE $358,000 FROM THE GENERAL FUND DESIGNATED RESERVES AS FOLLOWS: $272,730 TO THE VEHICLE REPLACEMENT FUND TO EXECUTE VEHICLE PURCHASES IN FY 2017/18 AND ADDITIONAL PURCHASES IN FY 2018/19, AND $85,270 TO THE POLICE DEPARTMENT CAPITAL EQUIPMENT BUDGET TO PURCHASE THE DIGITAL CRIME/COLLISION SCENE MAPPING SYSTEM AND EMERGENCY EQUIPMENT
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Budget Spending Controls and Standardize Patrol Car Fleet with Preventive Maintenance Program are adopted policy items under the FY 2018-21 Council Priority Workplan, effective November 1, 2017.
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.
BACKGROUND
In FY 2017/18, it is the desire of the Police Department to revamp the Traffic Enforcement Unit with the purchase of two fully outfitted motorcycles, a digital crime/collision scene mapping system and to provide the Patrol Division with two new command vehicles.
In FY 2018/19, the Police Department further desires to augment the Traffic Enforcement Unit with the purchase of a commercial enforcement truck and provide the Patrol Division with a new prisoner transport van with remaining fund balance within the Vehicle Replacement Fund (102-2110-46300).
Staff is requesting the City Council to authorize the City Manager to appropriate $272,730 from the General Fund Designated Reserves (PD Traffic Enforcement Program) to the Vehicle Replacement Fund (102-2110-46300) for the purchase of two motorcycles and two patrol command vehicles at a total cost of $139,615. Staff is further requesting City Council to authorize the $133,115 balance to remain available in the Vehicle Replacement Fund for the purchase of a commercial enforcement truck and prisoner transport van in FY 2018/19. Staff will return to the City Council at that time to request authorization to make those purchases.
Staff is also requesting the City Council to authorize the City Manager to appropriate $85,270 from the General Fund Designated Reserves (PD Traffic Enforcement Program) to the Police Department capital equipment line (100-2110-46300) for the FY 2017/18 purchases of a digital mapping system, four car radios and equipment and installation of same in the two Ford Explorers by Public Safety Equipment Inc. (PSE).
Vehicle Purchases
It is the desire of the Police Department to have the City Council authorize the City Manager to join the cooperative purchase provision of the City of Sacramento Contract Bid # B17153311004, (PO# 0000037339), for the purchase of two 2018 model BMW 1200 RT-P, black and white, two-wheeled motorcycles including the police equipment package, radio installation, and gear shift assist pro at a cost of $31,102 each, which includes sales tax, doc fee, tire fee and CVR fee, for a total cost $62,205 from Long Beach BMW Motorcycles.
Staff further requests the City Council to authorize the City Manager to purchase two 2018 Ford Explorer Utility vehicles equipped with radios, emergency equipment, extended warranty and maintenance package for $38,705 each for a total sum of $77,410, including sales tax, tire tax, and transport fee, from the Monarch Ford Fleet group in Exeter, California under the State of California Department of General Services contract 1-15-23-14B (Cooperative Purchasing Agreement).
San Pablo Municipal Code section 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 per the competitively-bid contracts stated above.
The City’s current communications vendor, Red Cloud, will provide two (2) motorcycle radios and two (2) patrol car radios including programming for the sum of $20,000. Informal bids were not solicited because of the need for consistent services and equipment, pursuant to Section 3.16.110 of the San Pablo Municipal Code, “Specialized Services Combined with Equipment and/or Products.”
In June of 2017, City Council approved Public Safety Equipment (PSE) as our current equipment outfitting vendor (Resolution 2-17-176). On March 5, 2018, the City Council authorized the City Manager to waive the formal bidding process pursuant to San Pablo Municipal Code section 3.16.110B (Specialized Services Combined with Equipment and/or Products) for the installation of safety equipment by PSE (Resolution #18-033).
San Pablo Municipal Code section 3.16.110B, Specialized Services Combined with Equipment and/or Products, allows the City to forego a formal bid process for the acquisition and/or installation of equipment, intellectual property or other tangible products and the retention of specialized services, such as consulting, training, installing, maintaining or servicing the products, which are an integral or important part of the use, operation, or functionality of the products.
PSE will outfit the two Patrol Ford Explorers with low-profile emergency equipment for $1,079 each, including sales tax, for a total cost of $2,159.
Digital Crime/Collision Scene Mapping Purchase
The digital crime/collision scene mapping system the Police Department desires to purchase is manufactured by Faro Technologies. Faro technologies was founded in 1981 and is a global source for 3D measurement, imaging and realization technology. FARO’s 3D Forensic Laser Scanning Solution is a fully integrated system designed specifically for public safety and forensic applications.
The Faro solution integrates Faro’s focus laser scanner and certified advanced forensic training programs for crash, crime, fire, and security professionals. The solution also includes maintenance, warranty, scene point cloud optimization suite, and the exclusive FAROZone 3D software package with advanced forensic tools including blood stain analysis, bullet trajectory, fire, explosion, and extensive vehicle collision analysis tools such as crush, linear momentum analysis, skid Analysis, Critical Speed Yaw, and Slope Calculator.
The Focus Laser Scanners considerably reduce the time and increase the effectiveness of documenting, measuring, and analyzing forensic scenes.
Faro is the sole developer and manufacture of the desired mapping system. Faro is also the sole provider of hardware, software, service, warranty, maintenance, annual calibration and training programs associated with the Faro focus laser scanner mapping system.
The Police Department desires to purchase the Faro 3D HW LS Focus S 70 mapping system for a total cost, including sales tax and shipping, of $63,111 pursuant to Municipal Code section 3.16.110B, Specialized Services Combined with Equipment and/or Products, which allows the City to forego a formal bid process for the acquisition and/or installation of equipment, intellectual property or other tangible products and the retention of specialized services, such as consulting, training, installing, maintaining or servicing the products, which are an integral or important part of the use, operation, or functionality of the products.
STANDING COMMITTEE REVIEW
On May 8, 2018, staff presented this procurement request to the Budget, Fiscal and Legislative Standing Committee. Upon completion of the presentation the committee recommended the procurement request be forwarded to the City Council for review and approval.
FISCAL IMPACT
$272,730 is requested to be appropriated from the General Fund Designated Reserves (PD Traffic Enforcement Program) to the Vehicle Replacement fund. $139,615 will be allocated FY 2017/18 to purchase the two BMW motorcycles and the two Ford Explorers. The remaining $133,115 is requested to remain in the Vehicle Replacement Fund for the purchase of a commercial enforcement truck and a prisoner transport van in FY 2018/19.
$85,270 is requested to be appropriated from the General Fund Designated Reserves (PD Traffic Enforcement Program) to the Police Department Equipment Line Item (100-2110-46300) for the FY 2017/18 purchases of the Faro digital mapping system, four car radios and purchase of equipment and installation of same in the two Ford Explorers by Public Safety Equipment Inc. (PSE).
For FY 2017/18 the total expenditure for this project is $224,885 with a 5% contingency of $11,244 for a grand total of $236,129.
The total fiscal impact of all vehicle purchases in FY 2017/18 and 2018/19 plus the crime scene mapping system will not exceed $358,000.
|
Appropriate |
From Account |
To Account |
Amount |
|
$272,730 |
GFDR |
102-2110-46300 |
$272,730 |
|
$85,270 |
GFDR |
100-2110-46300 |
$85,270 |
|
|
|
|
|
|
|
Total $358,000 |