SR 01-12-2016 3F
City Council
Report
City Council Regular and Special Joint Meeting: January 12, 2016
Agenda Item: 3.F
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To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Street & Fleet Services
Subject: Purchase of 22 Police Interceptor Utility Vehicles
Recommended Action
Staff recommends that the City Council authorize the Purchasing Services Man ager to
issue a purchase order with Folsom Lake Ford, a California-based company, for the
purchase and delivery of 22 Ford Police Interceptor Utility Vehicles pursuant to Section
2.24.080(b) of the Santa Monica Municipal Code, in an amount not to exceed $701,100.
Executive Summary
Staff seeks to purchase would replace 22 Public Safety vehicles that have reached the
end of their useful life through the Vehicle Replacement Program. Staff recommends
purchasing 22 Ford Police Interceptor Utility Vehicles from Folsom Lake Ford based on
the validity of the competitive contract pricing that the State of California awarded to
Folsom Lake Ford the vendor in an amount not to exceed $701,100.
Discussion
The City replaces vehicles that have reached the end of their cost-effective useful life
based on age, mileage, and repair history in accordance with the Vehicle Replacement
Program. This Program would replace 22 vehicles in the following departments: 15 in
the Police Department and seven in the Fire Department.
The 15 vehicles for the Police Department would replace existing vehicles that are used
for a variety of purposes and assignments, including emergency response, routine
patrol, and specialized details and assignments. The seven vehicles for the Fire
Department would replace existing vehicles that are used for two Assistant Fire
Marshals, one Nurse Educator, one Paramedic Coordinator, one Tactical Emergency
Medical Service/SWAT Medic, and two Senior Fire Inspectors.
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The Police Department considered police-package sedans offered by Dodge, Chevrolet
and Ford. All three sedans are considered mid-sized vehicles and do not offer nearly
the visibility for the driver, nor the capacity to carry equipment as the Ford Police
Interceptor Utility (PIU) vehicle does. The Ford Police Interceptor Utility Vehicle, which
is designed based on a Ford Explorer, has been built specifically for law enforcement.
Ford worked closely with representatives of the Los Angeles County Sheriff’s
Department and Michigan State Police to design the vehicle to meet the demanding
needs of law enforcement. The PIU has been widely selected as a standard vehicle by
law enforcement agencies throughout the nation due to its design, safety rating and
flexibility for various assignments and purposes. Therefore, the PIU vehicle has been
selected as the standard vehicle for the Santa Monica Police Department to replace the
legacy Ford Crown Victoria.
Vendor Selection
Section 2.24.080(b) of the Santa Monica Municipal Code, Exception to Competitive
Bidding, allows the City to utilize a competitive bidding process that has already been
completed by Federal, State, County, City or special district government agencies, to
purchase the same supplies or equipment that the other entity has already purchased
under an existing bid. Staff recommends utilizing this process in this case in order to
obtain the most competitive pricing, expedite vehicle purchases, and ensure that vehicle
specifications match those that have already been specifically developed for a nd utilized
by law enforcement and emergency response agencies. Many local government
agencies take advantage of the pricing offered under State contracts for these reasons.
Using the State’s bid allows the City to obtain the most competitive price as a result of
discounts afforded by vendors that have established contract pricing. If Santa Monica
were to conduct its own Formal Bid, staff estimates it would take at least one year,
utilizing significant staff time and resources.
Fleet Management obtained copies of the original bidding documentation for the State
award and reviewed them with the Finance Department. The documentation was
compared to purchasing documentation for like vehicles purchased by other agencies to
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confirm that pricing was below market pricing. Staff determined that Ford Police
Interceptor Utility Vehicles are available through the State of California Enforcement
Vehicle Contract; contract number 1-15-23-14B, awarded to Folsom Lake Ford on June
1, 2015. The contract is valid through June 29, 2017. The validity of the competitive
contract pricing that the State of California awarded to Folsom Lake Ford was verified.
Fleet Management also contacted another vendor who was unable to match or beat the
State contract. The State contract provides discount terms of $500 per vehicle if the
invoices are processed within 20 days, which the other vendor did not offer, saving the
City potentially $11,000. Staff confirmed that these vehicles would be supplied to the
City at the same or better price ($701,100 total) as was obtained through competitive
bid procedures of the State.
Financial Impacts and Budget Actions
The purchase order to be awarded to Folsom Lake Ford is for an amount not to exceed
$701,100. Funds are available in the FY 2015-16 Capital Improvement Program budget
in account C540167.589200.
Prepared By: Heidi Duran, Administrative Analyst
Approved
Forwarded to Council