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 CITY COUNCIL AGENDA ITEM NO. 07


Meeting Date: February 11, 2003

Subject/Title: Approve the purchase of six (6) Ford Police Interceptor patrol vehicles for use by the Brentwood Police Department

Submitted by: Pamela Ehler, Director of Finance and Information Services
Kevin King, Police Lieutenant
Becky Bridgen, Purchasing Agent

Approved by: John Stevenson, City Manager


RECOMMENDATION 
Authorize the City Manager to purchase six (6) Ford Police Interceptor patrol vehicles from Bill Brandt Ford at a cost not to exceed $143,166.82. This recommendation is in compliance with the City of Brentwood Purchasing Policy, adopted by Council on February 26, 2002, Resolution No. 2475.

PREVIOUS ACTION
In the process of assembling the 2002/2003 Annual budgets, the funding for replacing current fleet vehicles has been addressed through the Vehicle Replacement Fund (VRF). The fund has been established in order to develop a predictable, manageable method of amortizing vehicle costs, and insuring scheduled replacement of essential vehicles. This process is currently in-place for all City of Brentwood vehicles. In addition to four vehicles (BPD vehicle units #’s 1,7,11, and 12) which are scheduled to be replaced through the VRF, three additional patrol vehicles were included in the 2002/2003 budget. The increase in net available patrol vehicles was forecasted based on the increased staffing levels of the Police Department and the increasing size of the City. After evaluation of current needs and resources, the Police Department is recommending the addition of only two patrol vehicles at this time. 

BACKGROUND
In addition to the marked patrol vehicles scheduled for replacement, there are two (2) additional unmarked Police Department vehicles scheduled for replacement through the Vehicle Replacement Fund (Pool vehicles #24 and #25). Rather than replacing these vehicles with new cars, two of the current patrol vehicles being removed from service will be used to replace the function of these pool vehicles, making these two vehicles available for disposal by means of auction, sale, etc. This will reduce the impact on the VRF by approximately $16,000

As the Ford Motor Company continues to provide the only rear-wheel drive, Police-service specific sedan; Staff has requested and received competitive bids from three vendors / dealers with the following results for six (6) Police Interceptors:

Bill Brandt Ford, Brentwood: $143,166.82
S & C Ford, San Francisco: $141,880.81 Downtown Ford, Sacramento: (State Bid) $161,568.64 

The cost differential between S & C Ford and Bill Brandt ($1,286.01 = .9% of $141,880.81) is under the 3% Local Preference clause provided in the City’s Purchasing Policy, giving the preference to the local vendor (Bill Brandt Ford). 


FISCAL IMPACT
The total amount budgeted for this project is $222,768. The actual cost associated with this project will be approximately $202,000, reflecting a project cost reduction of approximately $20,000 (approximately 10%).

Funding through the Vehicle Replacement Fund (VRF) will provide $122,768 toward the total replacement costs of the six (6) vehicles. The remaining funds will be provided through the Adopted Equipment List of the 2002/2003 budget (page A-1). This provides up to $150,000 for three additional patrol vehicles with equipment and set-up costs, although only two (2/3 of budgeted amount = $100,000) are being requested at this time. Anticipated equipment and outfitting costs for new (additional) vehicles will be approximately $18,500 for each unit. This includes emergency lighting systems, mobile data computers, two-way radios, video camera systems, shotguns, first aide equipment, miscellaneous emergency equipment, labor and graphics. Replacement vehicles will require equipment and outfitting costs of approximately $4,500-$5,500 each, including updated emergency lighting systems and replacement hardware. This will result in total costs for these six (6) vehicles of approximately $202,000. 

In addition to rotating patrol vehicles into the pool fleet, other cost-saving measures are being utilized, including the sale or auction of the four (4) surplus vehicles. Income derived from these sales will be credited to the Vehicle Replacement Fund, thus reducing the financial impact of future vehicle purchases.


Attachment:
Resolution 

RESOLUTION NO. 

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO PURCHASE SIX (6) FORD POLICE INTERCEPTOR PATROL VEHICLES FOR USE BY THE BRENTWOOD POLICE DEPARTMENT.

WHEREAS, in the 2002/03 annual budget a Vehicle Replacement Fund was established in order to develop a predictable, manageable method of amortizing vehicle costs and insuring scheduled replacement of essential vehicles;

WHEREAS, there are two (2) unmarked Police Department vehicles scheduled for replacement through the Vehicle Replacement Fund (Pool vehicles # 24 and #25) at this time;

WHEREAS, rather than replacing these vehicles with new cars, two of the current patrol vehicles being removed from service will be used to replace the function of these pool vehicles, making these two vehicles available for disposal by means of auction, sale, etc. This will reduce the impact on the VRF by approximately $16,000;

WHEREAS, Staff has requested and received competitive bids from three vendors / dealers with the following results for six (6) interceptors:

Bill Brandt Ford, Brentwood: $143,166.82
S & C Ford, San Francisco: $141,880.81 
Downtown Ford, Sacramento: (State Bid) $161,568.64 

WHEREAS, The cost differential between S & C Ford and Bill Brandt ($1,286.01 = .9% of $141,880.81) is under the 3% Local Preference clause provided in the City’s Purchasing Policy, giving the preference to the local vendor (Bill Brandt Ford). 

NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Brentwood that the City will purchase six (6) Ford Police Interceptor patrol vehicles form Bill Brandt Ford at a cost not to exceed $143,166.82.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 11TH day of February, 2003 by the following vote:

AYES: 
NOES: 
ABSENT: 
_____________________________
Brian Swisher
Mayor
ATTEST:

__________________________________
Karen Diaz, CMC
City Clerk
City Administration
City of Brentwood City Council
150 City Park Way
Brentwood, CA 94513
(925) 516-5440
Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov