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CITY COUNCIL AGENDA ITEM NO. 3


Meeting Date: January 9, 2007

Subject/Title: Adopt a Resolution approving and authorizing the City Manager to execute a Purchase Order with Bill Brandt Ford for eleven (11) Ford Crown Victoria and one (1) Ford Explorer replacement police vehicles in an amount not to exceed $291,697.39

Prepared by: Lt. Kevin King – Police
Becky Bridgen – Purchasing Manager

Submitted by: Mark Evenson - Chief of Police
Pamela Ehler – Director of Finance and Information Systems



RECOMMENDATION
Adopt a Resolution approving and authorizing the City Manager to execute a purchase order with Bill Brandt Ford for eleven (11) Ford Crown Victoria and one (1) Ford Explorer replacement police vehicles in an amount not to exceed $291,697.39.

PREVIOUS ACTION
On February 13, 1996, the City Council approved an amendment to the Purchasing Policy to add “Local Preference” language.

On June 14, 2005, the City Council adopted the 2005/06 – 2006/07 Operating Budget by Resolution No. 2005-143.

BACKGROUND
The Use of All City Vehicles Policy No. 10-9 contains the guidelines used for replacement of City vehicles. This policy established the useful life of Police vehicles at 3 years or 85,000 miles. The City’s Vehicle Replacement Fund was established to provide funding for the timely replacement of vehicles and capital equipment.

The replacement of these vehicles represents two years of police vehicles that due for replacement and were budgeted within the City Council adopted 2005/06 – 2006/07 Vehicle Replacement portion of the Operating Budget. Vehicles that were scheduled to be replaced in fiscal year 2005/06 were intentionally delayed until fiscal year 2006/07 due to the Police Department relocating to its new location last year.

As an additional dynamic of this purchase request, and recognizing the need for proactively addressing the ever-increasing issue of traffic safety and enforcement in the City; the Police Department is deploying an enhanced Traffic Safety-Enforcement effort, a portion of which will be the phasing-in of a new Patrol vehicle paint scheme which is intended to increase the visibility of police patrol units, providing a higher deterrent factor against aggressive driving by the public. These patrol vehicles, and future-purchase police patrol units will be deployed in a standard police two-tone (black-white) paint scheme. In addition to the enhanced visibility, the vehicles will allow the ability to incorporate the City’s recently-adopted logo design, providing the desired Traffic Enforcement “omni presence” benefit along with the clearly unique City of Brentwood identifier. It is the intent of the Police Department to phase-in the new paint scheme with the purchase of the new vehicles. Based on the three-year replacement cycle for police units, this purchase, along with the replacement of vehicles during the 2007/08 budget cycle will allow for completion of this transition without additional expenditure.

Bid specifications were distributed to three vendors for the Ford Crown Victoria. The bid specifications provided the following results:

Folsom Lake Ford – Folsom $ 24,701.23 per unit – including an early payment discount
S&C Ford - San Francisco $ 24,077.85 per unit
Bill Brandt Ford - Brentwood $ 24,451.05 per unit

The purchasing policy gives preference to a local vendor if the quote for services or taxable goods is more than $10,000 up to $500,000 and is within 3% of the lowest quote. While this 3% local vendor preference consideration does not reduce the actual cost by that amount, in this case, the local vendor is within 1.5% of the lowest quote which results in the local vendor being considered as the “low bid.”

Bid specifications were distributed to three vendors for the Ford Explorer which includes a special service package for safety vehicles. The bid specifications provided the following results:

Folsom Lake Ford – Folsom -No Bid-
S&C Ford – San Francisco $ 22,665.48
Bill Brandt Ford – Brentwood $ 22,735.84

As stated above, the purchasing policy gives preference to local vendors, the local vendor is within .31% of the lowest quote which results in the local vendor being considered the “low bid.”

FISCAL IMPACT
Approving this Resolution will not require a budget adjustment. Funding of the requested not to exceed amount of $291,697.39 for the purchase of eleven (11) Ford Crown Victoria and one (1) Ford Explorer replacement police vehicles are budgeted within the City Council adopted 2005/06 – 2006/07 Vehicle Replacement portion of the Operating Budget.

Attachment:
Resolution


























RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER WITH BILL BRANDT FORD FOR ELEVEN (11) FORD CROWN VICTORIA AND ONE (1) FORD EXPLORER REPLACEMENT POLICE VEHICLES IN AN AMOUNT NOT TO EXCEED $ 291,697.39


WHEREAS, on February 13, 1996, the City Council approved an amendment to the Purchasing Policy to add “Local Preference” language; and

WHEREAS, on June 14, 2005, the City Council adopted the 2005/06 – 2006/07 Operating Budget by Resolution No. 2005-143; and

WHEREAS, the City’s Vehicle Replacement Fund was established to provide funding for the timely replacement of vehicles and capital equipment; and

WHEREAS, the replacement of these vehicles represents two years of police vehicles that due for replacement and were budgeted within the City Council adopted 2005/06 – 2006/07 Vehicle Replacement portion of the Operating Budget; and

WHEREAS, staff received competitive bids from three Ford dealers for specified police interceptor vehicles with the following results:

Folsom Lake Ford: $24,701.23 per unit
S&C Ford: $24,077.85 per unit
Bill Brandt Ford: $24,451.05 per unit

WHEREAS, the purchasing policy gives preference to a local vendor if the quote for services or taxable goods is more than $10,000 up to $500,000 and is within 3% of the lowest quote; and

WHEREAS, while this 3% local vendor preference consideration does not reduce the actual cost by that amount. In this case, the local vendor is within 1.5% of the lowest quote which results in the local vendor being considered as the “low bid”; and

WHEREAS, staff received competitive bids from two Ford dealers for the Ford Explorer with the following results:

Folsom Lake Ford: - No Bid-
S&C Ford: $ 22,665.48
Bill Brandt Ford: $ 22,735.84

WHEREAS, the local vendor again fell within the 3% of the lowest quote at .31% of the lowest quote received which results in the local vendor being considered the “low bid.”

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood approves and authorizes the City Manager to execute a purchase order with Bill Brandt Ford for eleven (11) Ford Crown Victoria and one (1) Ford Explorer replacement police vehicles in an amount not to exceed $291,697.39.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 9th day of January, 2007 by the following vote:


 

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