REPORT TO THE CITY COUNCIL
December 15, 2016
FROM: BRIAN R. MARSHALL, Director
Department of Transportation
BY: TIM OLDAY, Fleet Manager
Department of Transportation/Public Safety
SUBJECT
Title
Award a purchase contract in the amount of $1,817,920.26 to Swanson Fahrney Ford for the purchase of OEM Police Patrol Vehicles - City-Wide Bid File 9387
Body
RECOMMENDATION
Staff recommends Council award a purchase contract in the amount of $1,817,920.26 for the purchase of sixty OEM police patrol vehicles.
EXECUTIVE SUMMARY
The Police Department is in need of sixty replacement vehicles. Several vehicles have reached the end of their economic lifecycle. Replacement of these patrol units is critical for the Police Department to effectively and efficiently provide public safety services within the city of Fresno. The vehicles will be delivered to the City of Fresno; after delivery, they will be upfitted with police radios, computers, emergency equipment, decals, prisoner transport seats, and cages, as well as other varied safety equipment.
BACKGROUND
The Police Department is in need of sixty replacement vehicles. In prior years, budget constraints have required the life span of patrol units to be extended from five years up to seven years and more. Improvements in vehicle technology have helped to lengthen the lifespan; however, the department is still in need of replacing nearly one-third of the fleet, which is nine years or older. These units have far surpassed the typical cost-effective lifecycle of a patrol unit.
A competitive bid was prepared and distributed to perspective proposers, and 17 perspective proposers opened and reviewed the bid file. One response was received in a public opening on October 11, 2016. The proposal from Swanson Farney Ford was deemed responsive and responsible, and staff recommends Council award the contract to Swanson Farney Ford.
Council may award a purchase contract to Swanson Farney Ford located in Selma, California, for the amount of $1,817,920.26, or Council may reject the proposal. If the proposal is rejected, the project will be re-bid resulting in a delay of approximately sixty days.
ENVIRONMENTAL FINDINGS
The award of this contract is not a project for the purposes of CEQA Guidelines Section 15378.
LOCAL PREFERENCE
Local preference is not applicable because this was only one responsive and responsible bidder. However, Swanson Farney Ford is a local business.
FISCAL IMPACT
The City is in the process of negotiating a Master Equipment Lease Purchase Agreement (MELPA) that will be used to finance these patrol Units. The MELPA allows the City to expedite financing of certain equipment that is approved for purchase and financing where competitive procurement, budgeting, and appropriation requirements are completed. The appropriations for FY17 lease payments on the equipment in this staff report have been approved in the FY17 budget. The City will make an initial lease payment in FY17. Beginning in FY18, lease payments will be made twice per year. At the end of the five-year lease agreement, the vehicles will be owned by the City.
Attachment
Evaluation Bid for PD Vehicles