REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Nine Police Interceptor Vehicles (F15-25)
Report
REPORT IN BRIEF
Approval is requested to award a contract to Serramonte Ford of Colma in the amount of $227,827 for nine police Interceptor vehicles to be used by the Department of Public Safety.
ENVIRONMENTAL REVIEW
N/A.
BACKGROUND AND DISCUSSION
Economical operation of the City's fleet requires that vehicles and equipment be replaced before operating costs become excessive. The current nine patrol units being replaced have accumulated between 110,000 to 130,000 miles and are scheduled for replacement during Fiscal Year 2014/2015.
The City currently utilizes 29 sedans for patrol use, with the Ford Crown Victoria historically being the standard model. Beginning in 2011 Ford Motor Company discontinued the larger Crown Victoria sedan and replaced it with the Interceptor, which is similar in size to the Ford Taurus. The Interceptor sedan does not provide the same interior volume as the Crown Victoria. However, the Interceptor utility vehicle has greater interior volume, so this model is being introduced into the fleet to achieve an optimal mix to provide more space. The eventual mix will be 19 sedans and 10 utility units. The utility vehicles will be used throughout the City during each shift, to carry additional items not carried in the smaller sedan version.
Bid specifications were prepared by the Department of Public Works Fleet Services Division. Purchasing staff issued Invitation for Bids (IFB) F15-25 through the City's Onvia Demand Star public procurement network for five police interceptor utility vehicles and four police interceptor sedan vehicles. Sealed bids were opened on November 12, 2014. A total of four bids were received, the bid summary is contained in Attachment 1. The lowest responsive and responsible bid was from Serramonte Ford of Colma.
FISCAL IMPACT
The total cost for the nine police interceptor vehicles is $227,827, excluding sales tax. Conversion from the Interceptor sedan to the utility vehicle does incur an additional cost. Each utility vehicle will initially cost approximately $3,400 more than a sedan. Additionally, the utility vehicle's gas mileage is approximately four miles per gallon less than that of the sedan. Over the six year life of the utility vehicle, staff estimates this equates to an additional $4,800 in fuel costs. Between these two costs, the utility vehicles have an additional lifecycle cost of $8,200. Budgeted funds are available in the Fleet Equipment Replacement Account for the initial purchase of the vehicles. Ongoing costs, including the collection of funds to replace the vehicles every six years, will be built into the future operating budget of the Department of Public Safety.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Award a contract in the amount of $227,827 to Serramonte Ford for nine police Interceptor vehicles in substantially the same form as the attached draft purchase order.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace K. Leung, Director of Finance
Reviewed by: Frank Grgurina, Director of Public Safety
Reviewed by: Manuel Pineda, Director of Public Works
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft Purchase Order