PREPARED BY: Capt. james laughter DATE OF MEETING: 09/07/21
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO (1) AUTHORIZING THE CITY MANAGER TO PURCHASE FOUR 2022 FORD EXPLORER UTILITY VEHICLES EQUIPPED WITH EMERGENCY EQUIPMENT FOR $182,237 USING COMPETITIVELY BID COOPERATIVE CONTRACTS; (2) AUTHORIZING THE CITY MANAGER TO FOREGO THE FORMAL BID PROCESS FOR SPECIALIZED SERVICES COMBINED WITH EQUIPMENT PURSUANT TO THE SAN PABLO MUNICIPAL CODE SECTION 3.16.110(B) AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH PUBLIC SAFETY EQUIPMENT (EVO-PARENT COMPANY) TO FULLY OUTFIT THE VEHICLES; (3) AUTHORIZING TWO FORD CROWN VICTORIA VEHICLES TO BE SURPLUSED PURSUANT TO SAN PABLO MUNICIPAL CODE 3.16.120; AND (4) APPROPRIATING $230,000 FROM THE GENERAL FUND DESIGNATED RESERVES TO THE VEHICLE REPLACEMENT FUND TO EXECUTE VEHICLE PURCHASES IN FY 2021/22
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Improve Public Safety is one of the top City Council priorities and listed in the City of San Pablo Priority Work Plan, which was adopted on March 15, 2021.
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
The Police Department maintains a fleet in continuous 24/7 operation, consisting of marked and unmarked emergency vehicles. Continuous operation of vehicles requires the Police Department replace vehicles routinely, the last fleet purchase made was 2018. The Police Department’s 5-year strategic fleet plan (FY 21/22- 26/27) is focused on disposing surplus vehicles, consistently maintaining an operational fleet robust with green clean energy vehicles, and emphasizing the importance of staff safety and well-being.
The Police Department’s FY 21/22 vehicle purchase will replace two Department vehicles involved in accidents (2018-2019) where the City’s insurer deemed them a catastrophic loss.
Currently two Ford Crown Victoria’s that are 10 and 20 years old respectively are used for day-to-day operations. These two Ford Crown Victoria’s will be marked as surplus and disposed pursuant to the San Pablo Municipal Code 3.16.120, which states:
“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.”
Every marked patrol vehicle in the Police Department’s fleet is outfitted with Starchase Systems technology, a GPS mapping device used to reduce police pursuits and increase public safety in the apprehension of vehicle-related crimes. The Police Department will not request funds to outfit the new Ford Explorer Utility vehicles within this Staff Report, but will make a future request for funding.
Vehicle Purchases
Staff requests the City Council to authorize the City Manager to purchase three (3) 2022 Ford Explorer Utility police vehicles equipped with emergency safety equipment, extended warranty and maintenance package for $65,500 each for a total sum of $196,500, and one (1) 2022 Ford Explorer Administrative vehicle equipped with radio and emergency lights, extended warranty and maintenance package for $48,857 including sales tax, tire tax, and transport fee, from the Downtown Ford Sales group in Sacramento, California, under the State of California Department of General Services contract 1-18-23-23A (Cooperative Purchasing Agreement) and the City of Sacramento contract B19153311005 (Cooperative Purchasing Agreement). The State of California Contract 1-18-23-23A and City of Sacramento Contract B19153311005 went into effect on May 1, 2019 and will expire on April 30, 2022.
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. Staff requests approval to make such purchases per the competitively-bid contracts stated above.
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 2018-033).
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, which is owned and operated by the Emergency Vehicle Outfitters out of Elk Grove, California, will outfit three Ford Explorers with emergency equipment for a total cost of $63,120. PSE will outfit the one Administrative Ford Explorer with low-profile emergency equipment for $3,744 each, including sales tax for a total cost of $66,864.87.
Bay Area Car Wrap will outfit three Patrol Ford Explorers with the Police Department vehicle graphics for $362 each, including sales tax for a total cost of $1,086.
STANDING COMMITTEE REVIEW
On July 27, 2021, 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
The total cost of the purchase of $246,440 will be made using $230,000 from the General Fund Designated Reserves Account (100-0000-00000), and $16,440 from the available fund balance of $16,695 in the Vehicle Replacement Fund Account (102-2110-46300). The funds will be appropriated into the spendable account Vehicle Replacement Fund (102-2110-46300).