Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute Purchase Agreement(s) with San Leandro Ford and Priority One for the Purchase and Outfitting of Five (5) Police Vehicles, in an Amount not to Exceed $450,000
Staffreport
COUNCIL PRIORITY
• Public Safety
SUMMARY
The San Leandro Police Department seeks approval of funds and authorization to purchase and outfit five (5) new Police Ford Interceptor Vehicles per a previously established replacement schedule.
RECOMMENDATIONS
Staff recommend that the City Council adopt a resolution that approves and authorizes the City Manager or her designee to execute all documents to purchase five (5) Police Ford Interceptor Vehicles. The competitive bid process for these five (5) vehicles was completed and offered to local dealerships as well as dealerships outside the County. Staff received four bids for five (5) Police Ford Interceptor Vehicles, one of which was from San Leandro Ford. The total amount of the purchase for all five (5) vehicles, including delivery, tax, but not including outfitting will not exceed $293,748.40.
The outfitting of the new vehicles will be completed by Priority One, which is currently under contract for fleet maintenance and outfitting. Priority One will purchase and install all necessary equipment to put the vehicles into “patrol ready” status. This will include the installation and purchase of wire harnesses, push bars, LED lights for emergency driving, light bars, sirens, etc. To lower costs and reduce unnecessary environmental waste, Priority One will reuse salvageable equipment from vehicles that were taken out of service. Priority One provided a written estimate of $144,007.23 to purchase and outfit the equipment for the five (5) new vehicles.
Attachment C provides the estimate from Priority One for equipment necessary to put the new vehicles into “patrol ready” status.
The resolution approves the purchase and authorizes the City Manager to execute the purchase agreement and other documents necessary to finance the acquisition.
BACKGROUND
The Police Department did not procure patrol vehicles in FY 2025 as part of the scheduled replacement cycle. While funding had been allocated for vehicle replacements, those funds were subsequently reallocated to other priorities. As a result, no vehicles were purchased, contributing to increased mileage, accelerated wear, and higher maintenance costs within the existing fleet.
Due to the high mileage of the existing fleet, maintenance and repair costs have significantly increased. For context, from January through October 2024, when several vehicles were still covered under the five year/100,000 mile extended warranty, the department expended $177,492.06 in total fleet repair costs.
From January to October 2025, repair costs rose to $206,749.19, with an increase of $29,257.13 spent on repairs. Continued deferral of patrol vehicle replacement is expected to further increase maintenance costs.
In addition to fiscal impacts, prolonged operation of high mileage patrol vehicles presents operational and safety concerns, particularly given that these vehicles are sometimes driven at high speeds while responding to calls for service.
The department currently has twenty-eight (28) marked patrol vehicles in service. Of these, three (3) have exceeded 80,000 miles and three (3) have exceeded 100,000 miles. As a result of an extended and inconsistent replacement cycle, excessive mileage has accumulated across the fleet.
Additionally, several patrol vehicles have been involved in traffic collisions and were declared total losses because repair costs exceeded the vehicle value. Staff propose replacing two (2) marked vehicles removed from service due to collisions, as well as three (3) vehicles due to high mileage.
This replacement plan will provide officers with newer vehicles and will reduce the use of high mileage vehicles taken out of service.
Analysis
The purchase of these vehicles will improve overall fleet conditions, which has deteriorated over time due to an extended and inconsistent replacement cycle.
The proposal for the replacement of five (5) patrol vehicles is attached to the staff report (Attachment B), along with associated outfitting costs required to place each unit into “patrol ready” status (Attachment C). The competitive bid process for these vehicles was completed with a total purchase cost not to exceed $293,748.40 from San Leandro Ford.
Upon delivery of the vehicles, staff anticipates paying Priority One approximately $144,007.23 to outfit all five (5) vehicles. Reuse of previously installed equipment may result in a lower outfitting cost.
Financial Impacts
The total project cost is $437,755.63. This amount includes the inspection, delivery, sales tax, equipment purchasing, outfitting and installation of all necessary equipment.
There is sufficient budget included in the FY 2026 adopted budget to fund the purchase and outfitting of the new vehicles. Staff requests Council authorization to execute all contracts and payments to San Leandro Ford, and Priority 1 Public Safety Equipment and Installation to acquire and outfit the vehicles awarded under this competitive bid process.
Equipment Repair and Maintenance Operating Account: 690-16-003-7510
ATTACHMENTS
A: Resolution
B: Bid Sheet from San Leandro Ford
C: Quote Sheet from Priority One
PREPARED BY: Steve Cesaretti, Police Lieutenant