SR 05-09-2017 3D
Ci ty Council
Report
City Council Meeting : May 9, 2017
Agenda Item: 3.D
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Street & Fleet Services
Subject: Purchase of 26 Ford Police Interceptor Utility Vehicles
Recommended Action
Staff recommends that the City Council authorize the Purchasing Services Ma nager to
issue a purchase order with Folsom Lake Ford, a California -based company, for the
purchase and delivery of 2 6 Police Interceptor Utility Vehicles . This recommended
award is made as an exception to the com petitive bidding process pursuant to Sectio n
2.24.080(b) as competitive bidding has already occurred, and is for a total amount not to
exceed $840,807 with future year funding contingent on Council budget approval .
Executive Summary
The City uses P olice Interceptor Utility vehicles for emergency r esponse, patrol, pursuit,
traffic enforcement, and many other duties. This purchase would replace 2 6 Police
Interceptor Utility (PIU) vehicles that have reached the end of their cost -effective useful
lives through the Vehicle Replacement Program. Staff r ecommends purchasing 2 6
Ford Police Interceptor Utility Vehicles from Folsom Lake Ford , based on the validity of
the competitive contract pricing that the State of California (contract number 1 -15 -23 -
14B) awarded to the vendor , in an amount not to exceed $840,807 .
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 2 6 vehicles in the Poli ce Department that are
used for a variety of purposes and assignments, including emergency response, routine
patrol, and specialized details and assignments.
The Police Department considered police -package sedans offered by Dodge, Chevrolet,
and Ford. Al l three sedans are considered mid -sized vehicles and have poorer visibility
for the driver and less capacity to carry equipment than the Ford Police Interceptor
Utility (PIU) vehicle. The Ford Police Interceptor Utility Vehicle, which is designed based
on a Ford Explorer, has been built specifically for law enforcement. Ford worked closely
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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 PI U 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 f or the Santa Monica Police Department to replace the legacy Ford
Crown Victoria.
Vehicle Data
Replacing
Unit(s) Year
Cost -
Effective
Useful
Life Age
Rep
lacement FY
Original
Cost
Total
Maintenance
Cost %
1 15866 2004 8 13 FY12/13 $35,000 $10,462.12 30%
15 904 2005 8 12 FY12/13 $35,000 $24,503.32 70%
16000 2007 8 10 FY14/15 $26,862 $17,569.73 65%
16042 2007 8 10 FY14/15 $54,321 $36,394.52 67%
16043 2007 8 10 FY14/15 $52,429 $40,134.02 77%
16067 2008 8 9 FY15/16 $29,131 $11,571.44 40%
16068 2007 8 10 FY1 5/16 $29,131 $17,612.58 60%
16080 2007 8 10 FY15/16 $32,833 $22,471.84 68%
16180 2009 8 8 FY16/17 $29,283 $16,494.19 56%
16186 2009 8 8 FY16/17 $29,034 $10,692.75 37%
16192 2008 8 9 FY16/17 $68,602 $40,567.97 59%
16195 2008 8 9 FY16/17 $45,496 $30,302 .91 67%
16231 2009 8 8 FY16/17 $28,920 $11,497.66 40%
16232 2009 8 8 FY16/17 $30,229 $14,460.47 48%
16262 2009 8 8 FY16/17 $30,008 $11,100.84 37%
16263 2009 8 8 FY16/17 $30,008 $10,845.14 36%
16266 2009 8 8 FY16/17 $29,941 $16,404.17 55%
16267 2009 8 8 FY16/17 $30,008 $10,382.67 35%
16268 2009 8 8 FY16/17 $30,008 $11,622.80 39%
16282 2009 8 8 FY16/17 $29,716 $12,816.80 43%
16283 2009 8 8 FY16/17 $29,716 $12,509.53 42%
16284 2009 8 8 FY16/17 $29,716 $14,863.13 50%
20028 2010 4 7 FY13/14 $23,064 $1 8,773.14 81%
20069 2011 4 6 FY14/15 $24,123 $15,913.05 66%
20143 2011 4 6 FY15/16 $24,852 $16,530.31 67%
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1 20168 2011 4 6 FY14/15 $24,852 $6,556.84 26%
1 – Unit was totaled in an accident.
Example of a Ford Police Interceptor Utility Vehicle
Vend or Selection
Section 2.24.080(b) of the S anta M onica M unicipal C ode, 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 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 and utilized
by law enforcement and emergency response agencies. Many local government
agencies take advantage of the pricing offered under State contracts for these reaso ns.
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 o ne year to
complete , utilizing significant staff time and resources.
Fleet Management obtained copies of the or i ginal bidding documentation from 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
confirm that pricing was below market pricing. Staff determined that Ford Police
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Interceptor Utility Vehicles are available through the State of California Enforcement
Vehicle Contract; contrac t 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 $13 ,000.
Fleet Management and Finance staff confirm ed that these vehicles would be supplied to
the City at the same or better price ($840,807 total) as was obtained through
competitive bid procedures of Federal, State, County, City or special district govern ment
agencies, or cooperative purchasing agencies consisting of such agencies.
Financial Impacts and Budget Actions
The purchase order to be awarded to Folsom Lake Ford is for an amount not to exceed
$840,807 . Funds are available in the FY 2016 -17 Cap ital Improvement Program budget
in account C540167.589200.
Prepared By: Heidi Duran, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Folsom Lake Ford Oaks Form