REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Seven Police Interceptor Utility Vehicles for Patrol Use (F16-17)
Report
REPORT IN BRIEF
Approval is requested to award a contract to Serramonte Ford of Colma in the amount of $205,599 ($189,061 plus sales tax in the amount of $16,538), for seven police Interceptor utility vehicles to be used by the Department of Public Safety.
ENVIRONMENTAL REVIEW
N/A
BACKGROUND AND DISCUSSION
The City currently utilizes 29 police sedans and compact utility vehicles for patrol use. In 2012, the City switched from the Ford Crown Victoria model which was discontinued, to a mixture of Ford Interceptor sedans and Ford Interceptor utility vehicles. Experience with the sedan interceptor version has shown that these units lack sufficient space both in the front seat and rear trunk area for adequate day to day operations due to the amount of equipment required in a regular patrol unit. Sunnyvale Public Safety Officers carry both police and fire gear in the patrol vehicles so that they can respond to either type of incident. When fully loaded with equipment and two officers, the gross vehicle weight limit for the sedan is at capacity and the tire payload is exceeded by several hundred pounds. Conversely, the Interceptor utility vehicle when fully loaded is approximately 100 pounds under the gross vehicle weight capacity and the tire payload is not exceeded. For these reasons the City has shifted to the Ford Interceptor utility vehicle model for basic patrol use.
The economical operation of the City’s fleet requires that vehicles and equipment be replaced before operating costs become excessive, in accordance with annual replacement schedules. In FY 2015/16, seven Interceptor sedans are up for replacement. The vehicles have accumulated between 110,000 to 130,000 miles and are at or near the end of their useful life.
An Invitation for Bids (IFB) to replace the vehicles was issued through the City’s Onvia Demand Star public procurement network. Sealed bids were opened on September 2, 2015, with three bids being received. The bid summary is contained in Attachment 1. The lowest responsive bid was from Serramonte Ford of Colma.
FISCAL IMPACT
The Ford Interceptor utility vehicle is approximately $3,700 per unit more expensive than the sedan. With two thirds of the fleet (19 vehicles) previously planned to be sedans, the total fiscal impact of the change is approximately $70,000 for the replacement of the full fleet. This is done in phases as a portion of the vehicles come up for replacement each year. The additional cost of these seven replacements is approximately $26,000 and will be absorbed within the current budget. Going forward, revised replacement values will be included in the Fleet Equipment Replacement Account.
Funding Source
The City’s fleet vehicles are funded by the City’s General Services Fund, Fleet Services Sub-Fund which provides for ongoing fleet equipment replacement. Contributions to the fund for replacement of Police Interceptors come from the General Fund. Therefore the impact of the increased replacement cost for these vehicles will impact the General Fund directly.
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
Award a contract in the amount of $205,599 ($189,061 plus sales tax in the amount of $16,538), in substantially the same form as the draft purchase order attached to the report, to Serramonte Ford of Colma for seven police Interceptor utility vehicles.
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: Jane Chambers, Interim Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft Purchase Order