REPORT TO THE CITY COUNCIL
FROM: BRIAN BARR, Director
General Services Department
BY: CLIFF TRAUGH, Administrative Manager
General Services Department
SUBJECT
Title
Approve the award of a purchase contract to Elk Grove Dodge of Elk Grove, California, for the purchase of 78 Dodge Durango marked patrol vehicles in the amount of $3,676,998 for the Police Department and Airports Department (Bid File 12400501)
Body
RECOMMENDATION
Staff recommends Council approve the award of a purchase contract to Elk Grove Dodge of Elk Grove, California, for the purchase of 78 Dodge Durango marked patrol vehicles in the amount of $3,676,998.
EXECUTIVE SUMMARY
The City of Fresno Police Department and Airport Department (FYI) are requesting approval to purchase 78 Dodge Durango marked patrol vehicles as replacements and additions. The new units will mobilize law enforcement officers and transport all needed equipment safely and securely. The vehicles will be purchased through a competitive bidding procurement process and will be funded by the adopted FY2024 budget. The Purchasing Division notified multiple local vendors to gain interest, however no City of Fresno located dealership submitted a bid.
Bids were received and reviewed on August 22, 2023. The manufacturer began to accept factory orders on model year 2024 pursuit vehicles in early August. Due to post pandemic supply constraints the factory order window will close quickly. Should Council delay approval or reject all bids, the General Services Department could lose the opportunity to purchase model year 2024 vehicles adding a delay of an additional 12 months or more above normal lead times.
BACKGROUND
With an emphasis on community partnerships, the Police Department is responsible for daily policing operations within the city of Fresno. The overall goal of the Police Department is to maintain the highest level of service while keeping our community safe. To accomplish this goal, officers utilize 424 active marked units to conduct daily patrols, respond to emergency calls, and proactively engage in community outreach. Of the 75 units requested for the Police Department, 68 units will serve as replacements for older units, and seven will be new additions to grow the Fleet.
FYI provides service to the residents of Fresno through the continuous operation and maintenance of airport properties. FYI is requesting three Durango’s as replacements for the Airport Police to be utilized in daily patrols and emergency response.
In FY2022, Fleet Management Division in collaboration with the Police Department selected the Dodge Durango Pursuit to replace aging Dodge Chargers and Ford Explorers. On December 2, 2021, Council approved the purchase of 91 units and the first batch of Durango’s began to enter service in October of 2022. Since the adoption of the Durango, the Fresno Police Department has been pleased with the product and would like to continue to purchase for Marked Patrol moving forward.
Prior to the selection, both departments considered the three major American manufacturers. After reviewing basic specifications, the Chevrolet Tahoe was removed from consideration based on overall size and base price. On September 21, 2021, a comparison between the Ford Explorer and the Dodge Durango was conducted at the Police Regional Training Center. Both units were driven by Police Department staff and feedback was given that the Dodge Durango was more comfortable, provided better handling, and included more standard features. Once delivered, the new SUV’s will be equipped with emergency lighting, prisoner restraint systems, and safety equipment to complete the vehicle.
The Dodge Durango is powered by a conventional gasoline combustion engine which has an estimated combined fuel economy rating of 21 miles per gallon, versus 19 for the outgoing Ford Explorer. The Durango meets the latest vehicle emissions standard set by the California Air Resource Board and complies with all safety standards required for a vehicle of this class. Hybrid or electrical powertrains are not offered by Dodge for marked patrol pursuit rated vehicles. Although, hybrid or electric powertrains are not included in this purchase, the Police Department plans to purchase hybrid vehicles for non-marked patrol purposes as required by the Administration in FY2024.
The Patrol units are on a ten year or 100,000-mile replacement schedule which has been established by the Fleet Management Division as the optimum replacement time. Of the 78 units, 71 units have been identified for replacement as they are over this limit by age or mileage. The remaining seven vehicles will be additions to the fleet. The General Services Department recommends this purchase based on the replacement schedule and the needs of the Police and Airports Department.
Competitive bids were solicited for the Dodge Durango marked patrol vehicles on August 4, 2023, and advertised in the Fresno Business Journal. The Notice Inviting Bids was sent to two exchanges and specifications were distributed to four potential bidders. The Purchasing Division notified multiple vendors to gain interest, however no City of Fresno located dealership submitted a bid. One bid was received and reviewed on August 22, 2023. Elk Grove Dodge was determined to be the lowest responsive and responsible bidder with a total bid price of $3,676,998. This price includes delivery and local sales tax at 8.35 percent. After the close of the bids Fleet Management identified a need to increase the award an additional three units (78 total), to meet the needs of the Airports Department. The Purchasing Division has approved this contract and recommends Council to approve. The City Attorney’s Office has reviewed and approved to form.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act Guidelines Section 15378, the award of this contract does not qualify as a project.
LOCAL PREFERENCE
Local preference is applicable to this award, however no local businesses pursuant to FMC 4-108 submitted a bid.
FISCAL IMPACT
General Funds will be used to lease purchase 75 marked patrol vehicles for the Police Department. The vehicles will be financed through the Master Equipment Lease Purchase Agreement (MELPA) with the first payment estimated to be $851,600 in FY2024. The estimated lease payment is inclusive of the cost of the patrol vehicles and police vehicle hardware purchased separately through a Requirements Contract previously approved by Council. The funding to cover the biannual lease payments has been included in the FY2024 adopted budget under the operations of the Police Department. Three units will be purchased utilizing the Fresno Yosemite International airport Operating fund.
Attachments:
Bid Evaluation 12400501