DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Annual Contract for Police Interceptor Utility Vehicles
SUMMARY:
This ordinance authorizes an annual contract with Silsbee Ford to provide the City of San Antonio up to 200 Ford Explorer Police Interceptor Utility Vehicles annually for an estimated total contract value of $10,582,472.00 over a two year period. These vehicles will be used by the San Antonio Police, Airport Police, Park Police and Fire Department. Funding in the amount of $5,487,550.00 for the FY2017 replacement vehicles is available from the Equipment Renewal and Replacement Fund (ERRF). Additional Ford Explorer Police Interceptor Utility Vehicle purchases would be subject to appropriation of funds.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of four offers to provide the Building and Equipment Services Department with a contract for the purchase of Ford Explorer Police Interceptor Utility Vehicles for the San Antonio Police, Airport Police, Park Police and Fire Department. Silsbee Ford submitted the low offer for an estimated total cost of $10,582,472.00 over a two year period.
The San Antonio Police Department and San Antonio Police Officers’ (SAPOA) Labor Relations Committee (LRC) unanimously recommended purchasing Ford Explorer Police Interceptor Utility vehicles to the Public Safety Council Committee on October 24, 2012. The LRC reviews equipment requirements in support of law enforcement operations. Police patrol vehicles are replaced in accordance with the Collective Bargaining Agreement (CBA). The proposed contract award complies with all requirements as set forth in the Collective Bargaining Agreement.
The initial term of this contract is upon award through September 30, 2017. One additional one year renewal at the City’s option shall also be authorized by this Ordinance. This annual contract is expected to supply approximately 195 replacement vehicles in FY2017 and 175 replacement vehicles in FY2018. Vehicles will be purchased by the City on an as needed based on available funds for the replacement of existing police patrol, airport police, park patrol and fire first responder units.
ISSUE:
This annual contract will provide for the purchase of up to 200 Ford Explorer Police Interceptor Utility Vehicles annually over a two year period. Currently, there are 737 marked public safety vehicles active in the City’s fleet. These vehicles are utilized by San Antonio Police, Airport Police, Park Police and the Fire Department. The purchase of these units will provide support of public safety, law enforcement and security for the residents of the City of San Antonio and surrounding areas.
This is a one year contract with a one year renewal option for an estimated total cost of $10,582,472.00.
The vehicles will have a 36 month/ 36,000 mile, bumper to bumper and 5 year/100,000 powertrain warranty.
Due to the lack of small, minority, and/or women businesses available to provide these goods and services, the SBEDA Program did not apply to this solicitation.
In accordance with the Local Preference Program, no local preference was applied, since the local bidder is not within 3% of the recommended lowest non-local bidder.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
All of the replaced equipment has met or will meet its age or mileage requirement cycles before replacement. The replacement date is considered the optimum time for replacement as delaying the acquisition could make the vehicles no longer economically feasible to repair and could lead to the department’s inability to provide essential services to the residents of San Antonio. The alternative is to continue utilizing the current equipment; however, the ability to support security and safety of the community may be negatively impacted.
FISCAL IMPACT:
This ordinance authorizes a contract with Silsbee Ford to provide up to 200 Ford Explorer Police Interceptor Utility Vehicles annually. Funding in the amount of $5,487,550.00 is available from the FY 2017 ERRF Budget. This contract gives the City the ability to purchase additional vehicles at the same unit price through September 30, 2018. Purchase of additional Ford Explorer Police Interceptor Utility Vehicles are subject to appropriation of funds.
RECOMMENDATION:
Staff recommends the approval of the purchase with Silsbee Ford for the total cost of up to $10,582,472.00. This contract was procured on the basis of a Public Health or Safety exemption and a Contracts Disclosure Form is not required.