DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Police Patrol Vehicles
SUMMARY:
This ordinance authorizes a contract with Silsbee Ford to provide the San Antonio Police Department (SAPD) with up to 230 model year 2015-2016 Ford Police Interceptor Utility All Wheel Drive (AWD) vehicles for a total cost up to $6,162,390.00. Funding in the amount of $5,599,737.00 is available from the Equipment Renewal and Replacement Fund (ERRF) for the purchase of 209 vehicles and Funding in the amount of $53,586.00 is available from the Aviation Operations Fund for two vehicles. This contract gives the City the ability to purchase up to 19 additional vehicles at the same unit price. In the event this occurs, SAPD and the Building and Equipment Services (BES) Department will identify funding sources.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of two offers to purchase up to 230 model year 2015-2016 Police Interceptor Utility AWD vehicles for a total cost of up to $6,162,390.00.
Through extensive testing and evaluation, the SAPD and San Antonio Police Officers' (SAPOA) Labor Relations Committee (LRC) unanimously chose the Ford Police Interceptor Utility vehicle. The LRC reviews equipment requirements in support of law enforcement operations. The patrol units are replaced at 70,000 miles in accordance with the Collective Bargaining Agreement (CBA). The proposed recommendation complies with all requirements as set forth in the CBA. The recommendation to purchase Ford Police Interceptor Utility vehicles was presented to the Public Safety Council Committee on October 24, 2012.
Vehicles and equipment that meet their expected life cycle are usually sold at auction. If the fleet asset is in the City's fleet replacement program the proceeds of the sale are returned to the fund. The proceeds will be used to purchase new similar vehicles and equipment for the same department that operated the sold fleet asset. All of the vehicles purchased will be placed in the City of San Antonio's ERRF.
The ERRF charges a monthly lease rate to each respective department/fund the entire time a department/fund has possession of a vehicle or equipment. When the vehicle reaches 70,000 miles or the five year life cycle, the replacement fund will provide the financial resources for its like replacement. All of the vehicles being replaced have met or exceeded the replacement criteria or will do so before replaced.
ISSUE:
This contract will provide up to 230 model year 2015-2016 Ford Police Interceptor Utility AWD Vehicles as replacement units to the City's fleet. These vehicles will be utilized by SAPD, Municipal Courts and Park Police. Two hundred vehicles are for the Police Department and will be used for routine law enforcement services, nine vehicles are for Park Police and Municipal Courts and two vehicles are for the Aviation 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.
The vehicles will have a 36 month/ 36,000 mile, bumper to bumper warranty and a five year/100,000 powertrain warranty.
The Small Business Economic Development Advocacy Ordinance requirements were waived due to the lack of qualified SMWBE's available to provide the goods and services.
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 Business Program does not apply to good/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
At this time, no alternative exists due to the requirement of the Collective Bargaining Agreement to replace vehicles at 70,000 miles.
FISCAL IMPACT:
Funding in the amount of $5,599,737.00 is available from the ERRF for the initial purchase of 209 vehicles and funding in the amount of $53,586.00 is available from the Aviation Operations Fund for two vehicles. This contract gives the City the ability to purchase additional vehicles at the same unit price. In the event this occurs, SAPD and BES will identify funding sources.
The ERRF charges a monthly lease rate to each respective department/fund that has possession of a vehicle or equipment. When the vehicle or equipment reaches the end of its life-cycle or the contractually obligated period the replacement fund provides the financial resources for its like replacement.
RECOMMENDATION:
Staff recommends the approval of the purchase with Silsbee Ford for a total cost up to $6,162,390.00.
The contracts were procured on the basis of Public Health or Safety Exemption and a Contracts Disclosure Form is not required.