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AGENDA STAFF REPORT - •
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DATE: February 27, 2017
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Steve Myrter, P.E., Director of Public Works
SUBJECT: FISCAL YEAR 2016-17 FLEET REPLACEMENT
SUMMARY OF REQUEST:
That the City Council adopt Resolution No. 6715:
1. Authorizing the purchase of twelve-fourteen replacement vehicles
and equipment for the City's fleet at a total of $1 ,107,390859.79, in
accordance with the breakdown set out in this staff report;
2. Authorizing the City Manager to approve purchase orders for the
new vehicles, equipment, up-fitting and payment of all State taxes
and fees required for delivery for vehicle and equipment purchases;
3. Authorizing the City Manager to execute a Purchase Order in the
amount of $50,000 to Hi Standard Automotive, LLC for retrofitting
the Police Fleet pursuant to Seal Beach Municipal Code Section
3.20.025(B); and
4. Authorizing the City Manager to surplus existing vehicles and
equipment upon the completion of the new vehicle and equipment
purchase and retrofitting.
BACKGROUND AND ANALYSIS:
On June 11, 2012, the City Council adopted the 2012 Fleet Management Plan
and directed staff to implement the recommendations contained therein. The
Fleet Management Plan established a vehicle and equipment replacement
schedule based on years of service and mileage. Currently, the replacement
schedule allows the City to effectively plan and budget for vehicle and equipment
replacements. The overall goal of the Fleet Management Plan is to maximize
efficiency and value.
Agenda Item G
As part of the annual budget process, staff hosted a Budget Study Session on
June 13, 2016, presenting vehicles to be replaced as part of the 2016/17 Fleet
Replacement Program to the City Council
Procurement Process
The City's purchasing and contract policies are set out in the Seal Beach
Municipal Code (SBMC) and Charter. The cost for goods or services to be
purchased dictates how they are to be procured such as through an informal or
formal bidding process. SBMC Section 3.20.025 lists certain exemptions from
the bidding process, including for purchases of a commodity that can be obtained
only from one vendor.
The following are a list of procurement methods used to obtain quotes to
purchase the vehicles.
1. "Piggy-back" — Is a commonly used term to competitively bid contracts
awarded by other Federal General Services Administration (GSA) and
State public agencies to ensure the best pricing for purchases. The
following table shows which vehicle is being purchased through which
piggy-back contract:
Vehicle Vendor Piggy-Back Contract I Contract#
Ford Interceptor Folsom Lake Ford I State of California 1-15-23-14B
Ford 250 Truck Sacramento Ford 4 State of California 1-14-23-20A
Dodge Ram ! Elk Grove Auto State of California 1-16-23-20
Cheer Tahoe Winner Chevy I State of California 1-16-23-23-D
BMW Motorcycle Long Beach BMW —_County of Los Angeles PO_SH-15323008-1
Surf Rake -- Barber City of Santa Monica BID#48478-OR
Marine Vessel Willard Marine I Federal GSA GS-07F-0123H
2. Multiple local bids — Staff obtained cost proposals for the new Toyota and
Ford units and received quotes from local dealers.
Toyoto Tacoma (PD) Ford F350 x2 (PW)
Dealer Amount Dealer Amount
Huntington Beach Toyota $33,538.19 Ford of Orange $80,129.66
Orange Toyota No Response Worthington Ford $83,819.88
Elmore Toyota No Response Downtown Ford $86,129.40
Toyoto Tacoma (MS) Kia Sportage (CD)
Dealer Amount Dealer Amount
Huntington Beach Toyota $36,120.27 Garden Grove Kia $24,421.91
Orange Toyota $36,841.00 Irvine Kia $24,527.00
Elmore Toyota $36,356.79 Carson Kia $25,025.43
Page 2
With the remaining police patrol vehicles being replaced, the Police Department
desires to equip all the police patrol, pursuit and detective vehicles to standardize
controls for lighting and vehicle operations. In addition, the siren and light
controls is over 25 years old and support and parts are no longer available. In
standardizing all police vehicles, it will allow any personnel to operate all police
vehicles in the same way. This will provide and maximize the most efficient way
to run the police fleet.
Hi Standard Automotive, LLC is the sole source supplier that the City has
previously selected to standardize and retrofit the City's police vehicles. Hi
Standard's proposed cost to standardize and retrofit the police fleet is
$45,768.85. A 9% contingency is requested for any unforeseen cost yielding a
total of $50,000 to Hi Standard.
Vehicle and Equipment Surplus
After the new vehicles are purchased and up-fitted with necessary equipment
and placed into service, the vehicles that were replaced will be sent to auction.
The sales proceeds from those auctions will be deposited back into the fleet
replacement fund.
ENVIRONMENTAL IMPACT:
There is no environmental impact associated with this item.
LEGAL ANALYSIS:
The City Attorney has reviewed and approved as to form.
FINANCIAL IMPACT:
In the approved FY 2016-17 Budget, funds have been allocated to replace
vehicles, purchase new maintenance equipment and fund vehicle up-fitting costs.
The following is a funding breakdown of the budgeted funds.
Fleet Replacement $343,0 00
Water Enterprise $45,000
Beach Maintenanc $151,000
Marine Safety $56886,3000
Total $1,107325600
Page 3
Below is a complete breakdown of the recommended vehicle and equipment
purchases:
Dept Purpose Make Model Dealer Procurement Qty Total wltax
PD Patrol Ford Police Interceptor Folsom Lake State 2 $67,042.46
PD Detective Ford Police Interceptor Folsom Lake State 1 $33,251.23
PD Detective Dodge Ram Elk Grove Auto State 1 $42,463.33
PD Motor BMW Motorcycle Long Beach Honda County of LA 1 $30,049.93
PD Parking Toyota Tacoma Huntington Beach Multiple Bid 1 $33,538.19
P12 Patrol Chevy Tahoe Winner Chew State 1 $39,266.75
CD Code Enforcement Kia Sportaqe Garden Grove Kia Multiple Bid 1 $24.421 91
PW Beach&Streets Ford F350 Ford of Orange Multiple Bid 2 $80,129.66
PW Beach Barber Surf Rake Barber City 1 $50,442.00
MS Patrol Toyota Tacoma Huntington Beach Multiple Bid 1 $36,120.27
PW Water Ford F250 Downtown Ford State 1 $27,997.06
MS Marine Vessel Crystaliner Willard Marine Federal GSA 1 $443,137.00
Subtotal $841,171.13 $907,859.79
Estimated Up-Fitting $263428:87 $200,000.00
Grand Total $4407,300.00 $y107.859.79
The total cost for the vehicle purchases is $844,171.13907,859.79. The estimate
total cost for up-fitting the above vehicles is $263,128.87200,000 which includes
the $50,000 to retrofit the -3xis q police fleet. The complete total cost for all
vehicle purchases and up-fitting is $1,107,300859.79. Any remaining funds will
be returned back the original funding source.
RECOMMENDATION:
That the City Council adopt Resolution No. 6715:
1. Approving the purchase of twettve fourteen replacement vehicles, up-
fitting and equipment for the City's fleet at a total of $1,107,300859.79,
in accordance with the following breakdown:
Dept Purpose Make Model Dealer Procurement Qty Total wltax
PD Patrol Ford Police Interceptor Folsom Lake State 2 $67,042.46
PD Detective Ford Police Interceptor Folsom Lake State 1 $33,251.23
PD Detective Dodge Ram Elk Grove Auto State 1 $42,463.33
PD Motor BMW Motorcycle Long Beach Honda County of LA 1 $30,049.93
PD Parking Toyota Tacoma Huntington Beach Multiple Bid 1 $33,538.19
PD Patrol Chew Tahoe Winner Chew State 1 $39.255 75
CD Code Enforcement Kia Sportaqe Garden Grove Kia Multiple Bid 1 $24 421 91
PW Beach&Streets Ford F350 Ford of Orange Multiple Bid 2 $80,129.66
PW Beach Barber Surf Rake Barber City 1 $50,442.00
MS Patrol Toyota Tacoma Huntington Beach Multiple Bid 1 $36,120.27
PW Water Ford F250 Downtown Ford State 1 $27,997.06
MS Marne Vessel Crystaliner Willard Marine Federal GSA 1 $443,137.00
Subtotal $841,171.13 $907,859.79
Estimated Up-Fitting 1263,1-28,87 $200,000.00
Grand Total $1407-,-30040 $1,107,859.79
Page 4
2. Authorizing the City Manager to approve purchase orders for the new
vehicles, equipment, up-fitting and payment of all State taxes and fees
required for delivery for vehicle and equipment purchases;
3. Authorizing the City Manager to execute a Purchase Order in the
amount of $50,000 to Hi Standard Automotive, LLC for retrofitting the
Police Fleet; and
4. Authorizing the City Manager to surplus existing vehicles and
equipment upon completion of the new vehicle and equipment
purchase and retrofitting.
SUBMITTED BY: NOTED AND APPROVED:
/ '
S eve yrter, P.E. ill R: Ingram, City ManA-r
Director of Public Works
Prepared by: Michael Ho, P.E., Dep. Dir. PW/City Engineer
Attachments:
A. Resolution No. 6715
B. Quotation from HI STANDARD AUTOMOTIVE, LLC to retrofit Police Fleet
C. Crystaliner Rescue Boat
Page 5
RESOLUTION NUMBER 6715
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING
THE PURCHASE OF REPLACEMENT VEHICLES AND EQUIPMENT
FOR THE CITY'S FLEET, RETROFITTING OF POLICE FLEET, AND
AUTHORIZING THE CITY MANAGER TO SURPLUS EXISTING
VEHICLES AND EQUIPMENT FOR FISCAL YEAR 2016-17
WHEREAS, the City Council adopted the 2012 Fleet Management Plan on June
12, 2012; and
WHEREAS, the Fleet Management Plan established a vehicle and equipment
replacement schedule and scoring methodology to evaluate the condition of
vehicles and equipment requiring replacement; and
WHEREAS, the City's fleet is evaluated on an annual basis and sixteen existing
vehicles and equipment require replacement; and
WHEREAS, the City Council approved funds for replacement vehicles and new
maintenance equipment in the Fiscal Year 2016-17 Operating Budget; and
WHEREAS, in accordance with the Seal Beach Charter and the City's
purchasing ordinance set forth in Chapter 3.20 of the Seal Beach Municipal
Code, in order to obtain the replacement vehicles and new maintenance
equipment, the City solicited requests for quotations for purchase of vehicles,
and also determined that the retrofitting of the police fleet can be obtained only
from one vendor in order to ensure the standardized retrofitting of the police
vehicles and equipment.
NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY
RESOLVE:
Section 1. The City Council hereby approves the purchase of -fourteen
replacement vehicles, up-fitting and equipment for the City's fleet a total cost of
$1 ,107,859.79, in accordance with the following breakdown:
Dept Purpose Make Model Dealer Procurement Qty Total w/tax
PD Patrol Ford Police Interceptor Folsom Lake State 2 $67,042.46
PD Detective Ford Police Interceptor Folsom Lake State 1 $33,251.23
PD Detective Dodge Ram Elk Grove Auto State 1 $42,463.33
PD Motor BMW Motorcycle Long Beach Honda County of LA 1 $30,049.93
PD Parking Toyota Tacoma Huntington Beach Multiple Bid 1 $33,538.19
PD Patrol Chew Tahoe Winner Chew State 1 $39,266.75
CD Code Enforcement Kia Sportade Garden Grove Kia Multiple Bid 1 $24,421.91
PW Beach&Streets Ford F350 Ford of Orange Multiple Bid 2 $80,129.66
PW Beach Barber Surf Rake Barber City 1 $50,442.00
MS Patrol Toyota Tacoma Huntington Beach Multiple Bid 1 $36,120.27
PW Water Ford F250 Downtown Ford State 1 $27,997.06
MS Marine Vessel Crystaliner Willard Marine Federal GSA 1 $443,137.00
Subtotal $844;1Z-1-43 $907,859.79
Estimated Up-Fitting $283428:87 $200,000.00
Grand Total $1,407,2■088 $1,107,859.79
Resolution Number
Section 2. The City Council hereby authorizes the City Manager to approve
purchase orders for the new vehicles, equipment, up-fitting and to pay all sales
tax and fees required for delivery for vehicle and equipment purchases.
Section 3. In accordance with Seal Beach Municipal Code Section 3.20.025,
which provides an exemption from bidding procedures for purchases of a
commodity that can be obtained only from one vendor, the City Council hereby
authorizes the City Manager to execute a purchase order to Hi Standard
Automotive, LLC, in the amount of $50,000 to retrofit the police fleet.
Section 4. The City Council hereby authorizes the City Manager to surplus
existing vehicles and equipment upon the completion of the new vehicle and
equipment purchase and retrofitting.
PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a
regular meeting held on the 27th day of February , 2017 by the following vote:
AYES: Council Members
NOES: Council Members None
ABSENT: Council Members None
ABSTAIN: Council Members None
Sandra Massa-Lavitt, Mayor
ATTEST:
Robin L. Roberts, City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Robin Roberts, City Clerk of the City of Seal Beach, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 6715 on file in
the office of the City Clerk, passed, approved, and adopted by the City Council at
a regular meeting held on the 27th day of February , 2017.
Robin L. Roberts, City Clerk