Title
Adopt a Resolution to Approve a Sole Source Procurement and Authorize the City Manager to Execute Purchase Agreement(s) for the Sole Source Procurement and Outfitting of Five Police Vehicles, in an Amount not to Exceed $368,608.00
Staffreport
COUNCIL PRIORITY
• Public Safety
SUMMARY
Staff seeks Council authorization for a sole source purchase of five vehicles from San Leandro Chrysler Jeep for an amount not to exceed $265,002.05.
Staff solicited a quote from San Leandro Chrysler Jeep for the purchase of police vehicles. Staff recommends that these vehicles be purchased through San Leandro Chrysler Jeep through a sole source procurement under Cal. Public Contract Code section 3400(c)(3), because this necessary equipment is only available from one source within the timeframe necessary for their timely delivery. Staff learned that due to a limited number of days for ordering because of a variety of reasons and factors a sole source purchase for the vehicles is necessary. The total amount of the purchase for all 5 vehicles, including delivery, tax, but not including outfitting will not exceed $265,002.05 dollars. The outfitting will cost $103,605.95 for a total of $368,608.
RECOMMENDATIONS
Staff recommends that City Council approve a resolution that authorizes the sole source procurement of five Dodge Durango Police Vehicles from San Leandro Chrysler Jeep and to approve the vehicle outfitting services and necessary equipment purchase from Priority 1.
BACKGROUND
The Police Department did not purchase any vehicles in fiscal year 2020/2021 for the scheduled replacement cycle. Funds were budgeted to replace the vehicles through their normal replacement cycle; however, those funds were reallocated. Therefore, no vehicles were purchased, causing excessive mileage and costly repairs on the current fleet.
Due to the high mileage on the current vehicles, maintenance and repair costs have significantly increased. For a comparison, in 2019 when many of the cars still had the 5 year/100,000 mile extended warranty, a total of $93,854 dollars in repairs was spent for all Police Department fleet vehicles. In 2021, $205,089 was spent in repairs, a 118% increase from 2019. If the City continues to defer the purchase of patrol vehicles, these costs will increase. Additionally, the safety of officers driving vehicles with high mileage
is a concern as these vehicles are sometimes driven at high speeds getting to a call to serve and protect our community. Finally, a sole source procurement is justified because San Leandro Chrysler Jeep was the only car dealer locally and regionally able to fulfill the procurement and delivery necessary to ensure employee and community safety, as well as service.
Fiat Chrysler Automobiles (FCA) announced to their customers nationally the week of September 12th, 2022, that they would open orders for Dodge Durango Police Patrol Vehicles for two days, starting on September 19, 2022. Due to the short notice and small window for placing orders, the Police Department requested the issuance of an Emergency Purchase Order in order to secure the vehicle order while seeking authorization from Council. If the Police Department is unable to secure authorization, the order will be cancelled by the vendor.
Analysis
Purchasing these vehicles will reduce repair costs and contribute to filling scheduled vehicle replacement needs. The proposal for the replacement of five patrol vehicles is attached to the staff report (estimate from San Leandro Chrysler Jeep (Attachment B), as well as outfitting costs associated for a “patrol ready” vehicle, as described further below.
The outfitting of the new vehicles will be completed by Priority 1 Public Safety Equipment, Inc. (Priority 1), a company the City currently contracts with for fleet maintenance and outfitting. Priority 1 will purchase and install all the necessary equipment to make the vehicles “patrol ready.” 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 1 will reuse salvageable equipment from vehicles taken out of service. Priority 1 provided a written estimate of $103,605.95 to outfit the equipment needed for the five new vehicles.
The estimate from Priority 1 is attached to this Staff Report (Attachment C).
Environmental Review
Not required.
Financial Impacts
Sufficient funds are included in the Fiscal Year 2022-2023 Asset Forfeiture budget for the inspection, delivery, sales tax, equipment purchasing, and installation of all necessary equipment.
Total from Asset Forfeiture, Account 146-21-017: $368,608.00
This Council action will not impact fund balance because there are funds available in the Fiscal Year 2022-2023 adopted budget.
ATTACHMENTS
Attachment A: Resolution Approving the Sole Source Procurement and Authorizing the City Manager to Execute Purchase Agreement(s) for the Purchase and Outfitting of 5 Police Vehicles, in an Amount not to Exceed $368,608.00
Attachment B: Bid Sheet from San Leandro Chrysler Jeep
Attachment C: Cost Estimate for the purchase and installation of the necessary equipment by Priority 1 Public Safety Equipment Inc.
PREPARED BY: Brian Anthony, Police Lieutenant