REPORT TO THE CITY COUNCIL
October 10, 2019
FROM: GREGORY A. BARFIELD, Director
Department of Transportation
BY: BRIAN BARR, Assistant Director
Department of Transportation
TIM OLDAY, Fleet Manager
Department of Transportation/Public Safety Fleet Division
SUBJECT
Title
Approve the award of a purchase contract to Swanson Fahrney Ford of Selma, California, for the purchase of twenty-five (25) police patrol sport utility vehicles in the amount of $955,200.84 (Bid File 3680)
Body
RECOMMENDATION
Staff recommends Council approve the award of a purchase contract to Swanson Fahrney Ford of Selma, California, for the purchase of twenty-five (25) police patrol sport utility vehicles (SUV) in the amount of $955,200.84.
EXECUTIVE SUMMARY
The Department of Transportation, Public Safety Fleet Division is requesting approval to purchase twenty-five (25) new Ford police patrol SUVs to provide to the Police Department for daily law enforcement operations. The patrol units will replace units that have surpassed their economic and useful lifecycle within the Police Department patrol fleet.
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 communities safe. Maintaining vehicles in a good state of repair is critical to this mission, as vehicles are used to transport officers while providing public safety services throughout the city.
The Public Safety Fleet Division is responsible for the procurement, maintenance, and disposal of vehicles operated by the Police Department. The twenty-five SUVs will be used for police patrol operations throughout the city of Fresno and will provide the assigned officers with an emergency response vehicle. The SUVs will be equipped with emergency lighting, police communications radios and computer, prisoner restraint, and safety equipment.
To provide for the most competitive purchase of the police patrol SUV, the three major American manufacturers were considered. After demonstrations from all three brands, the Dodge unit was removed from consideration due to only offering a center console transmission shifter. Police patrol SUVs must have a steering column transmission shifter to allow for an aftermarket center console installation. This center console is fully loaded with radios, microphones, charging ports, computers, and a siren controller. The elimination of Dodge left Ford and Chevrolet to compete in the bidding process. This purchase meets the latest vehicle emission standards set forth by California Air Resource Board. Moreover, the Department of Transportation will return to Council later in FY20 to request approval to purchase hybrid model police patrol SUVs.
Competitive bids were solicited for the twenty-five (25) new Ford Police Patrol SUVs on July 5, 2019. Seventeen (17) specifications were distributed to prospective bidders. The public bid opening took place on July 30, 2019, resulting in three bids received, one was determined to be non-responsive, due to the absence of a bid bond or bid deposit. Swanson Fahrney Ford was determined to be the lowest responsive and responsible bidder. If the proposal is rejected by Council, the project will be re-bid, resulting in a delay of approximately 90 days.
ENVIRONMENTAL FINDING
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, and Swanson Fahrney Ford is a local business pursuant to FMC 4-108.
FISCAL IMPACT
The City of Fresno has completed a Master Equipment Lease Purchase Agreement (MELPA) that will be used to finance these twenty-five (25) Ford Police Patrol SUVs. 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 FY20 lease payments on this equipment have been approved in the FY20 budget. Revisions will be made to other FY20 police vehicle purchases to account for the minor budget deficit of this purchase. For future years, the budget for the lease payment will be adjusted to reflect the actual cost during the annual budget process.
Attachment:
Bid Evaluation 3680