05-07-2019 - Item 15 - Purchasing and Equipping Police Patrol VehiclesAGENDA ITEM NO. 15
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE:May 7, 2019
TO:Mayor and City Council
FROM:David Carmany
Interim City Manager
SUBJECT:PURCHASING AND EQUIPPING POLICE PATROL VEHICLES
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1.In accordance with Municipal Code Chapter 2, Article VII, Division 2, Sec. 2-333 (i) (2), and
the findings of the West Covina Finance Department/Purchasing Officer, find that the
Sourcewell/National Joint Powers Alliance (NJPA) Master Vehicle Contract # 120716-NAF
satisfies West Covina’s bid process, and authorize the purchase of a total of ten (10) police
interceptor utility vehicles per specifications, directly from Wondries Fleet Group of
Alhambra (part of National Auto Fleet Group) for a total of $376,942.69, including taxes and
fees, from Account No. 367.31.3120.7170 and No. 365.41.4170.6417.
2.Authorize the purchase of vehicle mounted equipment and installation services for these new
vehicles from Black & White Emergency Vehicles (the City’s currently authorized public
safety equipment purchase and installation vendor), totaling $168,083.49, from Account
No. 117.31.3120.7160.
DISCUSSION:
The patrol vehicle is a basic tool needed by a patrol officer to perform the job of providing police
service to residents and businesses. For patrol officers, their office space is their vehicle, and they
count on those vehicles performing every time they enter them. These vehicles are used in intense
pursuits, and often run nonstop supporting multiple patrol shifts around the clock—this greatly
reduces these vehicle’s useful lifespan in comparison to regular civilian passenger vehicles. In
comparison to a standard civilian car, the actual mileage and wear and tear on these units’ engines
far exceeds the odometer numbers, because these patrol units frequently idle for long periods of time
at crime scenes and traffic stops while Officers use vehicle-mounted lights, mobile data computers,
and communications equipment. Currently, eight high-mileage vehicles (including one K-9 vehicle)
have been identified as needing immediate replacement, and an additional two vehicles have been
damaged beyond repair and also need replacement. Of these ten vehicles, eight of them are 2011 or
older model Ford Crown Victoria Interceptors.
Wondries Fleet Group of Alhambra (part of National Auto Fleet Group) has offered the ten vehicles
to West Covina, under the Sourcewell/National Joint Powers Alliance (NJPA) program, Master
Vehicle Contract No. 120716-NAF—see Attachment No. 1. The NJPA program is a public agency,
member-driven service cooperative that serves over 50,000 members. NJPA offers a multitude of
contracted products, equipment, and service opportunities to local government agencies. The NJPA
offers its members purchasing contracts that are competitively bid nationally to enable contracted
suppliers and member agencies to work smarter and more efficiently and bring considerable value to
member agencies. By utilizing the NJPA purchasing contract services, local government agencies
can expedite and purchase critical equipment much quicker than using traditional acquisition
methods. NJPA products and suppliers are already approved by the United States General Service
Administration, so no request for proposal or bidding is required. The City of West Covina’s
purchasing policy as specified in Municipal Code Chapter 2, Article VII, Division 2, Sec. 2-333 (i)
(2), allows the bidding to be waived in favor of this type of contract pricing, saving considerable
staff time. On June 5, 2018 (agenda item # 10), the City Council approved the purchase of a
Command Vehicle, under this exact Sourcewell/NJPA vehicle contract, for the Fire Department.
Funds for this vehicle purchase (totaling $376,942.69) are available from two special funding
sources previously appropriated by the City Council specifically for police vehicles, as follows:
$296,865 from unclaimed police evidence money (Account No. 367.31.3120.7170); and $80,077.69
from vehicle uninsured loss funds (Account No. 365.41.4170.6417).
The ten police vehicles will be equipped with public safety vehicle-mounted gear by Black & White
Emergency Vehicles—the Police Department’s currently authorized vehicle conversion vendor. On
January 1, 2017 (Agenda item No. 14), the City Council authorized City Staff to “piggyback” on a
competitive bid for public safety equipment and installation that was completed by the City of
Arcadia, and enter into agreements with Black & White Emergency Vehicles, the lowest priced bid,
for public safety vehicle equipment and installation services through Fiscal Year 2019-2020. Eight
of the vehicles will require all new equipment, costing $17,776.92 each. The one K-9 vehicle
requires additional equipment, for a total cost of $19,287.48. The equipment for the final vehicle
can be stripped from an old Ford Utility Patrol vehicle and installed into the new one, for a total cost
of $6,580.65. The entire equipment and installation costs will total $168,083.49—see Attachment
No. 2. This amount will be funded using asset forfeiture funds previously appropriated for police
vehicle equipment (Account No. 117.31.3120.7160).
After the vehicles have been ordered, staff will purchase extended “Premium Care” warranties from
Wondries, totaling $20,045, using asset forfeiture funds previously appropriated for police vehicles.
This extended “bumper to bumper” warranty covers virtually all vehicle components (e.g., drive
train, air conditioning, etc.), lasts five years or 100,000 miles with a zero (0) deductible, and will go
into effect after the vehicles are received and equipped. When replaced, the old Crown Victoria
vehicles will be rotated to non-patrol uses, or auctioned.
OPTIONS:
The City Council has the following options:
1.Approve staff's recommendation; or
2.Provide alternative direction.
Prepared by: Alex B. Houston, Police Administrative Services Manager
Additional Approval: Doug Murray, Acting Chief of Police
Additional Approval: Robbeyn Bird, Interim Finance Director
Fiscal Impact
FISCAL IMPACT:
The purchase (totaling $376,942.69) and equipping (totaling $168,083.49) of these police vehicles
will constitute no cost to the General Fund. Special funding for police vehicles was previously
appropriated in Account Nos. 367.31.3120.7170 (unclaimed police property money),
365.41.4170.6417 (uninsured vehicle loss), and 117.31.3120.7160 (federal asset forfeiture). After
the vehicles have been ordered, staff will purchase extended “Premium Care” warranties from
Wondries, totaling $20,045, also from Account No. 117.31.3120.7160.
Attachments
Attachment No. 1 - Quotes & Specifications from Wondries Fleet Group
Attachment No. 2 - Quotes from Black & White Emergency Vehicles
CITY COUNCIL GOALS & OBJECTIVES: