For City Council Meeting [December 10, 2019]
TO: Honorable Mayor and City Council
APPROVAL: Rod Foster, City Administrator
FROM: Mark P. Kling, Chief of Police
Title
Request City Council to Approve the Purchase of Fourteen (14) Ford Explorer Utility, Three (3) Ford Interceptor Utility and One (1) Ford Prisoner Transport Van with Fairview Ford in the Amount of $685,296.65.
(ACTION)
Body
BACKGROUND
The Police Department has vehicles assigned to various uses from K-9, jail operations, school resource officers, traffic and patrol. Currently there are several vehicles assigned to these units within the Police Department’s fleet with mileage in excess of 100,000 with excessive wear and tear.
According to the American Public Works Association’s emergency vehicle guidelines, emergency vehicles should be replaced between 3 and 4 years of service or between 85,000 to 100,000 miles.
ANALYSIS/DISCUSSION
Ford vehicles are currently used in field operations for continuity and fleet maintenance. The Ford Explorer and Ford Interceptor Utility vehicles will be used for field patrol and K9 operations as replacements for vehicles deemed as inoperable, vehicles with high mileage and those with excessive wear and tear.
On September 26, 2019 the bid process was opened. A total of 300 requests for proposals (RFP’s) were sent out for this project with only 1 from Fairview Ford San Bernardino, being received by the due date of October 17, 2019.
Pursuant to Section 2.48.110, subsections B, C, D and E of the Rialto Municipal Code, Staff recommends approval of the bid through Fairview Ford. Fairview Ford is able to provide the vehicles within the required timeframe, transportation costs and access to the dealer for maintenance or warranty issues which will result in lower transportation cost. In addition, they have shown themselves to be a reputable and reliable vendor during previous purchases for similar equipment of which has always been met with the highest of quality and service.
Department staff completed an assessment of the fleet and determined 15 of the marked (black and white) vehicles were among the most crucial in need of immediate replacement. This assessment has been outlined in Attachment A, which is included in this report.
The Police Department recently suffered the total loss of one Crown Victoria, a Police K9 SUV, and an Interceptor Utility vehicle due to traffic collisions. The City is currently requesting replacement costs from the insurance company of responsible parties. This revenue will be used for the purchase of the replacement of lost inventory.
The vehicles are not manufactured with law enforcement specific emergency equipment such as emergency lights or police radios. Requests to purchase emergency equipment will be brought to Council in a separate staff report at a later date. The City of Rialto will not take delivery of any equipment or modifications prior to final inspection and acceptance.
ENVIRONMENTAL IMPACT
The proposed action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
The City of Rialto has outlined key goals and objects relating to public safety. The purchase of this equipment is consistent with meeting these objectives.
Goal 5-8: Provide effective and comprehensive policing services that meet the safety needs of Rialto.
LEGAL REVIEW
The City Attorney has reviewed and supports this staff report.
FINANCIAL IMPACT
Operating Budget Impact
The report does not impact the FY2019/2020 operating budget.
Capital Improvement Budget Impact
Funding in the amount of $685,296.65 is included in the FY2019/2020 Capital Budget Account 300-500-6150-3050 for the purchase of replacement fleet from Fairview Ford.
The vendor disclosure form pertaining to Rialto Municipal Code section 2.48.145 is attached.
Licensing
This action does not trigger a requirement for a business license.
RECOMMENDATION
Staff recommends that the City Council approve a Purchase Order through Fairview Ford in the amount of $685,296.65 for the purchase of fourteen (14) Ford Explorer Utility, three (3) Ford Interceptor Utility vehicles and one (1) Ford Prisoner Transport Van.