12-20-2005 - Purchase of Police Vehicles0
•
TO: Andrew G. Pasmant, City Manager
and City Council
FROM: Tom Bachman, Finance Director
SUBJECT: PURCHASE OF POLICE VEHICLES
RECOMMENDATION:
City of West Covina
Memorandum
AGENDA
ITEM NO. D-1 d
DATE December 20, 2005
It is recommended that the City Council take the following actions:
1. Authorize the purchase of eight police vehicles along with eight Extended Service Plans
(ESP) from the lowest responsible bidder Clippinger Ford, for a total cost of $195,211.98
which includes sales tax.
2. Direct City staff to dispose of Unit P6 by auction.
DISCUSSION:
West Covina's adopted fiscal year 2005-06 budget includes $236,000 for the scheduled
replacement (and conversion, etc.) of the eight police vehicles, each of which are beyond the useful
life for the extreme demands of a Patrol vehicle. Bid packages were mailed to 15 Ford dealerships
that have requested to be included on the City's Bid List, and the Request for Quotations was
noticed in the San Gabriel Valley Tribune on November 14, 2005. Seven responses were received
at the bid opening on December 1, 2005, and a Summary of Quotations is attached to this report.
In addition to the purchase of these eight cars, other small purchases (conversion of vehicles,
purchasing decals, mounting equipment, purchasing extended warranties effective when the
vehicles are road -ready, etc.) are included in the current budget. City Yard staff will supervise the
refurbishment and rotation of the replaced vehicles as listed below. Because unit P6 is not suitable
for a different City use, it is recommended that this vehicle be auctioned.
P2
2001 Ford Interceptor - 77,200 miles
Will replace D3, which will be used by
other City Departments or Auctioned
P6
2001 Ford Interceptor - 92,500 miles
Direct to Auction
P8
2001 Ford Interceptor - 83,400 miles
Will replace D28, which will be used by
other City Departments or Auctioned
P9
2001 Ford Interceptor - 95,700 miles
Will be used by other City Departments
P 15
2001 Ford Interceptor - 97,000 miles
Will be used by other City Departments
P37
1997 Crown Victoria - 60,000 miles
Wiil be used by other City Departments
P23
2003 Ford Interceptor - 76,700 miles
Will replace D 15, which will be used by
other City De artments:or Auctioned
P25
2001 Ford Interceptor - 77,600 miles
Will replace D1, which will be used by
other City De artments or Auctioned
ALTERNATIVES:
The alternatives are:
1. Award the vehicles to Clippinger Ford per Bid 0305-C, or
2. Re -bid the Police Patrol vehicles, or
3. Not purchase the vehicles.
FISCAL IMPACT:
Funding for this vehicle replacement was budgeted in 110.31.3120.7170. Subsequent smaller
purchases and costs will also come from this account.
Prepared by: Sue Sindelar,
Purchasing Manager
Reviewed and approved by:
Public Works
Attachment No. 1 — Summary of Quotations
Review Approved by: Tom Bachman,
Finance Director
,i-ei
Police Chief
SUMMARY OF QUOTATIONS
POLICE VEHICLES
PER. BID 1105-A
Clippinger Ford
West Covina, CA
Villa Ford
Orange, CA
Person Ford
La Verne, CA
Wondries Fleet Group
Alhambra, CA
Raceway Ford
Riverside, CA
Ed Butts Ford
Industry, CA
Wondries Fleet Group*
Alhambra, CA
Unit Extension
Unit Extension
Unit Extension
Unit Extension
Unit Extension
Unit Extension
Unit Extension
8 ea Police Interceptors
$20,572 $164,576
$20,799.99 $166,399.92
$20,863.55 $166,908.40
$20,936.65 $167,493.20
$20,997 - $167,976
$21,363.65 $170,909.20
$22,590 $180,720
Year
2006
2006
2006
2006
2006
2006
2006
Make
Ford Crown Victoria
Ford Crown Victoria
Ford Crown Victoria
Ford Crown Victoria
Ford Crown Victoria
Ford Crown Victoria
Ford Crown Victoria
Model
P71
P71
P71
P71
P71
P71
P71
Warranty
3 yrs./36K miles
3 yrs./36K miles
3 yrs./36K miles
3 yrs./36K miles
3 yrs./36K miles
3 yrs./36K miles
3 yrs./36K miles
Sub Total
$ 164,576.00
$ 166,399.92
$ 166,908.40
$ 167,493.20
$ 167,976.00
$ 170,909.20
$ 180,720.00
Sales Tax
$ 13,577.52
$ 13,727.99
$ 13,769.94
$ 13,818.19
$ 13,858.02
$ 14,100.01
$ 14,909.40
Less 1 % Sales Tax Return
$ (1,781.54)
California Tire Fee
$ 70.00
$ 70.00
$ 70.00
$ 70.00
Terms
Net 30
Net 30
Net 30
Net 30
Net 30
Net 30
Net 30
TOTAL
$ 176,371.98
$ 180,197.91
$ 180,678.34
$ 181,381.39
$ 181,904.02
$ 185,009.21
$ 195,699.40
Extended Service Plan (ESP)
$2,355 $ 18,840.00
$2,366.66 $ 18,933.28
$2,445 $ 19,560.00
$2,405 $ 19,240.00
$2,355 $ 18,840.00
$2,455 $ 19,640.00
$2,405 $ 19,240.00
(ESP = 3 yrs./75K miles)
GRAND TOTAL
$ 195,211.98
$ 199,131.19
$ 200,238.34
$ 200,621.39
$ 200,744.02
$ 204,649.21
$ 214,939.40
Delivery
100 days ARO
100-140 days ARO
75-120 days ARO
75-90 days ARO
120-150 days ARO
90 days ARO
10 days ARO
* Alternate bid offers immediate delivery for stock vehicles with minor deviations.