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JUL2S.
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PURCH:PW:br/srpolice
Council Meeting: July 26, 1994
Santa Mon~caf California
TO: Mayor and City Counc~l
FROM: City Staff
SUBJECT: Emergency Purchase of Twenty {20j 1994 Police Patrol
Vehicles
INTRODUCTION
Th~s is to report to the City Counc~l a purchase of twenty (20) new
Police patrol vehicles and one new Fire Department vehicle on an
emergency basis. ~urchase of the Police vehicles on this basis was
necessary 1n order to secure vehicles immediately available and
thereby avoid an expected manufacturer shortage which would likely
have left the C~ty w~thout necessary veh1cles. Addit~onallYf the
purchase avo1ded a probable price increase in FY 1994/95 and was to
facil1tate the scheduled installation of mobile data computer
terminals in Police patrol vehicles. The emergency purchase of the
Fire Department veh~cle was necessary in order to replace an
existing vehicle that was unexpectedly lost in a traff1C accident.
Following that acc~dent I an immediately available vehicle was
purchased in order to ma~nta~n the Department's capabil~ties and to
avo~d an expected manufacturer shortage and probable pr~ce increase
in FY 1994/95.
BACKGROUND
Section 2.24.120 of the Santa Monica Municipal Code provides that
the City
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equ~pment
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131 1994, the City Manager authorized the emergency purchase of
twenty (20) Police patrol vehicles to replace 1988 through 1990
model year Police patrol vehicles with excessive mileage. On April
21, 1994, the City Manager also author~zed the emergency purchase
of one (1) Fire Department veh~cle.
REASONS FOR EMERGENCY PURCHASES
Police Patrol Vehicles
Staff was init~ally plann.lng to purchase these patrol veh~cles
during FY 1994/95. However, in early Apr~l 1994, staff became
aware that Police vehicle manufacturers had FY 1994/95 orders for
over 38,000 vehiclesl but would only be able to produce about
20,000 veh1cles due to the forced closure of some production
plants. Therefore, to avo~d an expected delay 1n obtaining
vehicles next fiscal year which could have jeopardized the Police
Department/s abillty to perform its work, staff contacted vehicle
dealers to determine if there were veh~cles available. Vehicles
were located, however 1 orders had to be placed lmmediately to
ensure dellvery.
Addltionally, the emergency purchase of these vehlcles avolded
slgnif~cant price ~ncreases and was to fac~litate the scheduled
1nstallation of mobile data computer terminals in Police patrol
vehicles. Durlng the Spring of 1994, the Police Department was
scheduled to install mobile data computer terminals. If these
vehlcles had not been purchased during April 19941 the Police
Department would have had to install term~nals in twenty olderl
h~gh-mileage vehicles that probably would not be ~n service very
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long, then remove them and relnstall the termlnals ln the new
vehicles purchased dur~ng FY 1994/95. However, subsequent to the
purchase of these vehicles, a key Pol~ce staff member involved in
the installation process began an unexpected medical leave. The
installation is now scheduled for September, 1994, when the staff
member returns.
Fire Department Vehicle
On November 1993, a Fire Department staff vehicle was ~nvolved in
a trafflC accident which totally destroyed the vehicle. Staff was
lnltially planning to replace thlS veh~cle during FY 1994/95
However, in early Apr~l 1994, staff became aware of the critical
natlonwide shortage for thlS type of vehicle which similarly
affected the emergency purchase of Police patrol vehicles. A
vehicle was located; however, an order had to be placed immediately
to ensure delivery.
BUDGET/FINANCIAL IMPACT
The procurement of the twenty Pol~ce patrol vehicles cost
$322,238.60, or $16,lll.93/vehicle, This cost compares favorably
with Police patrol vehicles recently purchased through the State of
California, Contract #1-93-23-14, at $17,612.15/vehicle. The FY
1994/95 Adopted Budget includes $369,500 of appropriation authority
at account number 01-300-304-00000-8806-00000. As part of the
year-end budget rev~ew report, staff will recommend reducing
the FY 1994/95 Police patrol vehicle budget by $322,239 and
increaslng the FY 1993/94 Pollce budget by the same amount, thereby
matching the t~ming of this purchase with the assoclated revised
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appropriation authorlty.
The procurement of the Fire Department vehicle cost $16,111.93.
This price also compares favorably with a 1993 Fire Department
purchase of a similar vehicle for $16,363.07 under State Contract
#1-93-23-14.
The FY 1993/94 approprlation authority used to
procure the vehicle was 1n the Non-Departmental Auto Self-Insurance
Fund account number 58-700-234-00000-2200-00000 in the amount of
$14,247.12 as part of a settlement for an existlng Fire Department
vehicle that was deemed a total loss after being involved ln a
trafflc accident; and Fire Suppression Division, Fire Department,
account number 01-310-313-00000-8805-00000 in the amount of
$1,864.81.
RECOMMENDATION
It 18 recommended that this report be received and filed.
Prepared By:
Pam Wortham, Purchasing Agent
Diane Howell, Buyer
07-19-94
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