Title
Recommendation to Authorize the City Manager, or Her Designee, to Negotiate and Execute Purchase Agreements not to Exceed $308,000 for the Replacement of Seven Police Department Vehicles and One Police Motorcycle; and
Adoption of Resolution Amending the Equipment Replacement Fund Budget for Fiscal Year 2017-18. (Police 3121)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Authorize the City Manager, or her Designee, to Negotiate and Execute Purchase Agreements Not to Exceed $308,000 for the Replacement of Seven Police Department Vehicles and One Police Motorcycle; and Adoption of Resolution Amending the Equipment Replacement Fund Budget for Fiscal Year 2017-18
BACKGROUND
The Police Department is responsible for replacing its vehicles and equipment in accordance with the City of Alameda’s Vehicle and Equipment Replacement Policy. The replacement policy is based on the City of Alameda’s Fleet Replacement Criteria, which considers the useful life of vehicles and equipment in terms of age, mileage (or hours), and usage. Vehicles and equipment are also reviewed and analyzed for safety history and operating performance to determine if replacement is recommended.
On June 6, 2017, the City Council adopted the Fiscal Year (FY) 2017-18 and FY 2018-19 Budget as drafted by staff, which provided for the replacement of the seven vehicles and one motorcycle that the department requested and the fleet manager approved over the two budget years, rather than for FY 2017-18 only. Additional vehicles that are based on the established vehicle replacement criteria for FY 2018-19 will be considered by Council at the mid-cycle budget update.
Staff requests City Council’s approval to purchase all seven Police Department vehicles and one police motorcycle as originally identified for replacement in the current fiscal year and to appropriate additional $148,000 in the Equipment Replacement Internal Service Fund to fully fund the purchase. A FY 2018-19 Budget adjustment for $102,000 will be included in the Mid-Cycle Budget Update to be presented to City Council for approval in June 2018.
The following table shows the vehicles being recommended for replacement in FY 2017-18 and the approximate replacement and special equipment cost:
|
Vehicle Type |
Per Unit Replacement Cost (including equipment) |
Total |
|
5 Ford Police Interceptors - Patrol (2 sedans and 3 utilities) |
$44,000 |
$220,000 |
|
2 Ford Fiesta - Traffic Unit |
$30,000 |
$60,000 |
|
1 Police Motorcycle - BMW Police package |
$28,000 |
$28,000 |
|
Total Estimated Replacement Cost |
|
$308,000 |
DISCUSSION
Ford Police Interceptor Vehicles
After Ford Motor Company discontinued producing the Ford Crown Victoria in 2011, the Police Department began purchasing the Ford Police Interceptor Sedan and Utility vehicles. Both vehicles share a host of safety, performance, and durability components. They are the first pursuit-rated, all-wheel-drive models produced exclusively for North American law enforcement agencies.
Over the last six years, the Alameda Police Department has purchased 13 Ford Police Interceptor Sedans and 22 Ford Police Interceptor Utilities. There have been no reported performance issues with the vehicles and feedback from the officers operating both the Sedan and Utility vehicles has been positive. There has been a carbon monoxide leakage concern in the utility vehicles; however, this has been linked to the installation of aftermarket equipment by some individual agencies. The Alameda Police Department has worked with Public Works Department to monitor this concern. There have been no reports of any leaks; however, as a precaution, carbon-monoxide detectors were installed in the utility vehicles.
The Police Department intends to purchase the five vehicles from a certified State of California Ford vendor through the State of California vehicle purchase contract, thereby eliminating the necessity to go through a formal bidding process as required by Municipal Code 2-61.3 since the State has already competitively bid its contract.
Ford Fiesta Vehicles
The Department is also replacing two Smart cars, which have reached their life expectancy. After consulting with the Fleet Manager, he recommended staying with a Ford petrol based vehicle. As a result, we intend to purchase two Ford Fiestas. The Ford Fiesta is more durable than the Smart car and better suited for the type of work required by Traffic Technicians. The Department will adhere to the Administrative Policy and Procedure #5 (Purchasing Policy) and will obtain three bids from authorized Ford dealers. The Fleet Manager has already conducted this formal bidding process as required by Municipal Code 2-61.3 and identified Sacramento Downtown Ford as the sales dealer.
BMW Police Motorcycle
Recently, the Traffic Unit conducted a test evaluation of various motorcycles built for police use. The BMW 1200 RT-P rose to the top for safety, noise reduction, longevity, performance, and is purposely built for police work. This motorcycle comes from the manufacturer “ready for police use” and, therefore, does not require aftermarket modifications like other motorcycles do. Other police agencies in the area have also begun to transition to the BMW motorcycle for the same reasons, (San Ramon PD, Livermore PD, and Fremont PD.) The Police Department intends to purchase one BMW police model bike to further test its application in the City of Alameda.
The allocated purchase amount for the motorcycle is up to $28,000. The Department will adhere to the Administrative Policy and Procedure #5 (Purchasing Policy) and will obtain three bids from authorized BMW dealers.
The replaced vehicles will be taken out of the fleet inventory and sold at an auction. The revenues raised will be returned to the Equipment Replacement Fund (Fund 701), in accordance with Resolution No. 13951.
FINANCIAL IMPACT
The total estimated replacement cost of the seven vehicles and one motorcycle is estimated at $308,000. The current FY 2017-18 Police Department vehicle replacement budget is $160,000. Staff requests City Council’s approval to purchase all seven Police Department vehicles and one police motorcycle as originally identified for replacement in the current fiscal year and to appropriate additional $148,000 in the Equipment Replacement Internal Service Fund (701) to fully fund the purchase. FY 2018-19 Budget adjustment for $102,000 will be included in the Mid-Cycle Budget Update to be presented to City Council for approval in June 2018. Additional appropriations for both fiscal years will come from the available reserve accumulated for Police Department within Equipment Replacement Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is authorized pursuant to Alameda Administrative Rule 5, and Alameda Municipal Code Section 2-62.5, which exempts contracts with any single or source supplier for supplies, material or equipment from the City's local purchasing policy.
ENVIRONMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b)(3).
RECOMMENDATION
Authorize the City Manager, or her designee, to negotiate and execute purchase agreements not to exceed $308,000 for the replacement of seven Police Department vehicles and one police motorcycle; and adopt a resolution amending the equipment replacement fund budget for fiscal year 2017-18.
Respectfully submitted,
Paul Rolleri, Police Chief
By,
Don Owyang, Police Captain
Financial Impact section reviewed,
Elena Adair, Finance Director