SR 08-28-2018 3F
City Council
Report
City Council Meeting: August 28, 2018
Agenda Item: 3.F
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Street & Fleet Services
Subject: Award Bid for the Purchase of up to 122 Police Interceptor Utility Vehicles for
the Police and Fire Departments
Recommended Action
Staff recommends that the City Council:
1. Authorize the Purchasing Services Manager to issue a purchase order with
Folsom Lake Ford, a California-based company, for the purchase and delivery of
up to 112 Police Interceptor Utility (PIU) vehicles. This recommended award is
made as an exemption to the competitive bidding process pursuant to Section
2.24.080(b), as competitive bidding has already occurred, and is for a total
amount not to exceed $4,503,883, with future year funding contingent on Council
budget approval; and
2. Authorize the Purchasing Services Manager to issue any necessary change
orders to the purchase order for the purchase of an additional 10 vehicles
through the life of the state contract, expiring on June 6, 2020, to replace those
vehicles damaged beyond repair during the course of Police Department
activities, for an additional amount not to exceed $466,163, for a total amount not
to exceed $4,970,046, with future year funding contingent on Council budget
approval.
Summary
The City uses Police Interceptor Utility vehicles for a variety of duties including
emergency response, patrol, pursuit, and traffic enforcement. Of the 221 emergency
response vehicles used by the Police Department, 108 are older Crown Victoria
vehicles which are scheduled for replacement within the next two years. In addition the
Fire Department has four older Crown Victoria vehicles requiring replacement in FY
2019-20. All of these vehicles would be replaced with new Police Interceptor Utility
vehicles purchased under this contract. Staff recommends purchasing up to 122 Ford
Police Interceptor Utility (PIU) vehicles from Folsom Lake Ford through June 6, 2020, as
an exemption to the competitive bid process, based on the validity of the competitive
contract pricing that the State of California (contract number 1-18-23-14B) awarded to
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the vendor, in an amount not to exceed $4,970,046. Staff recommends utilizing this
process 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.
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 99 Crown Victoria vehicles for the Police
Department in FY 2018-19 and 13 Crown Victoria vehicles in FY 2019-20 (nine for the
Police Department and four for the Fire Department) that have reached the end of their
cost-effective useful lives. It would also allow staff to purchase an additional 10 vehicles
through the purchase order change order process within the state contract timeframe to
replace vehicles damaged beyond repair during Police Department pursuit activities,
allowing for a shorter replacement turnaround time. The 99 police vehicles consist of
patrol and pursuit units with a useful life of four years, and detective vehicles with a
lifecycle of eight years. The vehicles in the Police Department are used for a variety of
purposes and assignments including emergency response, routine patrol, and
specialized details and assignments, and those in the Fire Department are used as
Code 3 capable emergency response vehicles for fire investigator staff. Currently the
Police Department has 83 emergency response vehicles that are overdue for
replacement due to a backlog in the replacement process, necessitating the purchase of
such a large number of vehicles over the next two years. Additionally, the fact that Ford
stopped production of the Crown Victoria pursuit vehicle in 2011 has made it
increasingly difficult to find certain repair and maintenance parts, as they are no longer
produced. Due to a pending model change on the 2020 model year vehicles, which
would require a re-design of the upfitting equipment in the Police Department’s vehicles,
it is necessary to purchase nine units due for replacement in FY 2019-20 a year early in
FY 2018-19. Purchasing the 2019 model would help the City realize cost savings
though the transfer of existing equipment from the old to the new vehicles. The units
would not be placed in service until FY 2019-20, their year of replacement. The
following table shows costs per fiscal year:
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# of Vehicles Description Amount/Cost Notes
108 Purchase Police PIUs in FY
2018-19 $4,320,658
4 Purchase Fire PIUs in FY
2019-20 $ 183,225
Subtotal: $4,503,883
Amount needed for known
replacements noted in
recommended action
10 Possible additional vehicle
purchases $ 466,163 For change order noted in
recommended action
122 Total: $4,970,046 Total Not to Exceed Amount
Minus cost needed in FY
2019-20 for Fire vehicles ($ 183,225)
Total funds needed in FY
2018-19: $4,786,821 Noted in Financial Impacts
section
In 2017, the Police Department considered police-package sedans offered by Dodge,
Chevrolet, and Ford. All three sedans were considered mid-sized vehicles, which had
poorer visibility for the driver and less capacity to carry equipment than the Ford Police
Interceptor Utility 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 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 was
selected as the standard vehicle for the Santa Monica Police Department to replace the
legacy Ford Crown Victoria. Also, the City purchased 26 Police Interceptor Utility
vehicles off of the previous State of California contract number 1-15-23-14B. The Fire
Department currently has seven PIU vehicles in its vehicle inventory. Fleet
Management continues to strive to meet the goals of the Sustainable City Plan, and
purchases electric vehicles whenever possible. There is currently not an electric
pursuit-rated police vehicle option on the market at this time. The Police Department
has incorporated electric vehicles into their inventory for their parking enforcement
operation.
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Vendor Selection
Exception to Competitive Bidding
b. Item was already competitively bid by another governmental agency or is part of
cooperative purchasing with another agency, where item or services are supplied at
same price or better.
Staff recommends Folsom Lake Ford to furnish and deliver up to 122 Police Interceptor
Utility vehicles as an exception to competitive bidding per Municipal Code 2.24.080(b).
The Police Interceptor Utility vehicle was already competitively bid by the State of
California and awarded to Folsom Lake Ford under contract number 1-18-23-14B, which
is valid until June 6, 2020. Staff recommends utilizing this process 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 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. The state contract also
provides discount terms of $500 per vehicle if the invoices are processed within 20 days,
potentially saving the City up to $61,000 on this purchase. If Santa Monica were to
conduct its own formal bid, staff estimates it would take approximately nine months to
complete, utilizing significant staff time and resources.
Financial Impacts and Budget Actions
Staff seeks authority to award a purchase order with Folsom Lake Ford to furnish and
deliver up to 122 Police Interceptor Utility vehicles.
Purchase Order Request
Request Amount FY 2018-19 Budget
CIP Account #
Total Purchase Order Amount
$4,786,821 C7000010.689000 $4,970,046
Future year funding is contingent on Council budget approval.
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Prepared By: Ryan Kraemer, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Folsom Lake Ford Oaks Form