HomeMy WebLinkAboutStaff Report 8206
City of Palo Alto (ID # 8206)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/27/2017
City of Palo Alto Page 1
Summary Title: Contract for Purchase of Eight Ford Explorers
Title: Approval of a Purchase Order With Folsom Lake Ford in the Amount of
$304,651 for the Purchase of Eight 2017 Ford Explorer Police Patrol Vehicles
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council approve and authorize the City Manager to
execute a purchase order with Folsom Lake Ford in the amount of $304,651 for
the purchase of eight 2017 Ford Explorer Police patrol cars.
Background
The Vehicle and Equipment Use, Maintenance, and Replacement Policy section 4-
1 provides for the on-going replacement of City fleet vehicles and equipment.
Replacements are scheduled using guidelines based on age, mileage accumulation
and obsolescence. The policy prescribes a replacement interval for full size patrol
sedans of five years or 100,000 miles.
In accordance with the policy, the Fleet Review Committee reviews all vehicles
proposed for replacement and authorized replacing eight patrol vehicles on May
22, 2017.
The approval was based on:
An examination of each vehicle’s current usage;
An analysis of each vehicle’s operating and replacement costs;
A comparison of the age, mileage, operating cost and performance of
each vehicle with others in the class; and
An analysis of alternatives to ownership, such as mileage
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reimbursement; pooling/sharing; the reassignment of another
underutilized vehicle, or renting.
For many years the City, like the majority of public agencies, purchased Ford’s
Crown Victoria for police patrol vehicles. In 2013, Ford discontinued the model,
leaving the City to identify a new model for its patrol vehicles. Representatives
from the Police and Public Works Departments coordinated to extensively
evaluate all possible options for replacement, deciding on Ford’s Explorer. The
departments favored the Explorer for its handling, comfort, safety and
maintenance requirements. Updated safety features include improved crumple
zones, additional airbags, and ballistic doors. The vehicles also have more space
for the growing amount of electronics and gear officers are mandated to carry
inside the cars. The City began purchasing Explorers for police in 2015 and six are
now in service.
Discussion
The Ford Explorer is the best replacement for the Ford Crown Victoria available,
and many local, state, and federal law enforcement agencies are including them
in their fleets.
Staff recommends replacing eight Ford Crown Victoria patrol vehicles, all of which
meet and/or exceed the age and mileage criteria for replacement. The City’s
police cars serve a critical function under emergency conditions and as a result,
the wear on these vehicles is significantly more rigorous than under normal
driving conditions.
Bid Process
Section 2.30.360 (k) of the Palo Alto Municipal Code identifies the process that
allows the use of another governmental or public agency’s contract, which in this
case is California State Contract 1-15-23-14B. As such this purchase is exempt
from competitive bidding. After reviewing the documentation provided by Folsom
Lake Ford (Attachment A), staff recommends the proposal submitted be accepted
and the purchase order be awarded to Folsom Lake Ford in the amount of
$304,651.
Resource Impact
The replacement and build-out of these vehicles is estimated to total $448,651,
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$304,651 for the replacement and $144,000 for the buildout. Therefore, each
vehicle is estimated to cost $56,000.
Funds for these vehicles are available in the Vehicle Replacement and
Maintenance Fund, Scheduled Vehicle and Equipment Replacement Fiscal Year
2018 Capital Improvement Program project (VR-18000), contingent upon the
adoption of the Fiscal Year 2018 Capital Budget. Police Department vehicle
replacements are funded via annual allocated charges from the Police
Department General Fund budget. It is anticipated that approximately $65,000
has not been collected from the department for these vehicles. This gap will
either by funded from the Vehicle Replacement and Maintenance Fund ending
fund balance or factored into the development of the annual budget in order to
ensure the Vehicle Replacement and Maintenance Fund remains financially
stable.
Policy Implications
Authorization of the contract does not represent any change to the existing
policy.
Environmental Review
The vehicles to be purchased are in conformance with all applicable emissions
laws and regulations, and will replace older vehicles that are currently in
operation. Accordingly, this purchase is exempt from the California Environmental
Quality Act (CEQA) under the Section 15061(b)(3) of the CEQA Guidelines.
Attachments:
Attachment A - Quote
2017 ORDER 12-14 WEEKS
STATE CONTRACT 1-15-23-14B
$34,929.00
$ 3,143.61 TAX @ 9.0 %
$ 8.75 CA TIRE FEE
---------------
$38,081.36
X 8 UNITS
---------------
$304,650.88
LESS $500.00 DISCOUNT
20 DAY PAYMENT
INCLUDES PAINTED WHITE
ROOF AND 2 FRONT DOORS
5/22/2017
FOlS:IR ::·lAKE FORD
THE _FORD.SOURCE
12755 FOLSOM BLVD. ·• FOLSOM, CA 95630. • (916) 353-2000
K8A 4DR AWD POLICE
.112.6" WB
Gl SHADOW BLACK
9 CLTH BKTS/VNL R
w EBONY BLACK
500A EQUIP GRP
.PREM SINGLE CD
99R .3.7L V6 TIVCT
44C .6-SPD AUTO TRAN
53M SYNC SYSTEM
16D BADGE DELETE
17A AUX CLIMATE CTL
17T CARGO DOME LAMP
18X 100 WATT SIREN
21P WIRING KIT-RR
423 CAL EM NOT REQD
43D COURTESY DISABL
51V SPTLMP LED DUAL
55B BLIND SPOT INFO
59B KEY CODE B
60R NOISE SUPPRESS
63B SD MARKER LGHTS
66A FRONT HDLMP PKG
.GRILL WIRING
66C REAR LIGHT PKG
76D DEFLECTOR PLATE
76R REVERSE SENSING
87R RR VIEW MIR/CAM
\!'90G LH/RH PANEL IV
936 CAL SER VEH EXP
FLEX-FUEL
153 FRT LICENSE BKT
DANIEL A. RAIMONDI Fleet Director (916} 353-2000, Ext. 376
Toll· Free 1-800-655-0555 cen. (916) 825-1622
Fax (916) 353-2078