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HomeMy WebLinkAbout2010/09/14 Item 13 CITY COUNCIL AGENDA STATEMENT ~(f?- CITYOF . ~- .:CHUlA VISTA SEPTEMBER 14, 2010 Item-1.3..- ITEM TITLE: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA WAIVING THE COMPETITIVE BIDDING PROCESS AND AUTHORIZING THE POLlCE DEPARTMENT TO CONTRACT WITH AMERICAN EMERGENCY PRODUCTS FOR POLICE VEHICLE OUTFITTING SERVICES. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA WAIVING THE COMPETITIVE FORMAL BID REQUIREMENT AND UTILIZE LOS ANGELES COUNTY BID PO DPO-SH36508203-1 TO PURCHASE POLICE PATROL VEHICLES CHIEF OF POLIC~~ CITY MANAGER 4/5THS VOTE: YES NO X SUBMITTED BY: REVIEWED BY: SUMMARY On October 6, 2009, Council authorized the Chula Vista Police Department to contract with American Emergency Products to provide vehicle outfitting services for the Police Department. This was in response to the Departments need to outfit a large number of new patrol vehicles in a timely manner. To date, American Emergency Products has outfitted 25 police vehicles. American Emergency Products can provide cost-effective services for outfitting police cruisers and contracting with this company would assist with updating current vehicles and would enhance the operational capabilities of the Police Department. The Police Department has obtained favorable pncmg for patrol vehicles via a competitive bid conducted by the Los Angeles County Sheriffs Department, and the department seeks to waive the City's competitive formal bid requirement to purchase police cruisers from Bob Wondries Ford. ENVIRONMENTAL REVIEW Not Applicable 13-1 SEPTEMBER 14,2010 Item l3 Page 2 01'4 RECOMMENDA nON That Council adopts the resolution. BOARDS/COMMISSION RECOMMENDA nON Not Applicable DISCUSSION Police Fleet Outlitting Services On October 6,2009, the Police Department brought a resolution (Resolution 2009-234) before Council seeking the waiving of the competitive bidding process for vehicle outtitting services to outfit 24 new patrol vehicles. Because of City staffing reductions as a result of budgctary constraints, staff estimated that it would take upwards of one month per vehicle to fully outfit and prepare a police cruiser for service. This would mean that based upon the number of vehicles that were waiting to be outfitted with equipment, it would take as long as 2 years to replace the 24 vehicles that were purchased for replacement of older patrol vehicles. This would have caused severe operational impacts to the Police Department as vehicles which were slated for replacement had at least 100,000 miles of use. This would have meant that cars awaiting replacement could reach nearly 200,000 miles of use. By way of comparison, normal vehicle replacement mileage for patrol cars was at 80,000 miles. It was extended to 100,000 miles during the latest budget crises in order to reduce replacement costs. In order to expedite thc replacement process for these vehicles, the Police Department recommended contracting with American Emergency Products (formerly known as Thunderworks Mobile Engineering) to provide police vehicle outfitting services. American Emergency Products is the only company in San Diego County which offers this service. They currently provide vehicle outtitting services to all of the local law enforcement agencies in San Diego County with the exception of the City of San Diego (The City of San Diego utilizes internal staff for outtitting of police vehicles). They are a large nation-wide company which specializes in public safety vehicle outfitting, and maintain a very good reputation with thc law enforcement agencies throughout the regIon. City stafffrom the Public Works Garage and Police Department conducted a site visit to American Emergency Products, whose facilities are currently located in the City of Santee. They maintain a very clean vehicle outfitting garage and utilize industry standard or better equipment for their builds. Staff was able to inspect several vehicles which were currently under construction and found the workmanship and materials used to be excellent. Over the last 10 months, American Emergency Products successfully outfitted 24 patrol vehicles and one canine vehicle to the Department's satisfaction. Most vehicle builds were completed in less than two weeks. In reviewing the costs associated with contracting these services, staff has determined that there are several benefits both economic and operational with regard to contracting with American Emergency Products. First, American Emergency Products can provide the outtitting services in a cost- 13-2 SEPTEMBER 14, 2010 Item~ Page 3 of4 effective manncr. Secondly, American Emergency Products can order equipment direct from the manufacturcrs at signiticant volume discounts. Staff compared the prices of equipment for police sedans supplied by American Emergency Products with what the City is able to purcbase, and found tbat across tbe board, American Emergency Products prices are lower than what the City has been able to procure. Another advantage to American Emergency Products are that they are located in Santee, and can process up to three cars per week including dismantling usable equipment from old police sedans. This is important as the recycling of usable equipment results in lower outfitting costs to tbc City, and quicker turn-around times for build outs. The tull cost to build out a police sedan varies based upon whicb new equipment is required. Staff estimates the cost to outfit each police sedan to be between $7,000 to $10,000. It is difficult to estimate tbe true cost savings because oftbe ditTerent build requirements, but a conservative estimate is between $1,500 to $3,000 per vebicle. The Police Department wishes to continue utilizing American Emergency Products to provide vebicle outfitting services. Because of the variety of vehicles that the Police Department maintains, the department seeks to utilize their services beyond normal patrol vebicles. The dcpartment maintains specialty vebicles tbat require upgrades to their on- board equipment, and American Emergency Products also specializes in more complex vebicle outfitting services. Tbis resolution would include tbe more complex vebicle outfitting services as well. Again, because of their close proximity, excellent customer service and demonstrated expertise in vebicle outfitting, the Department seeks to utilize American Emergency Products for the entire police fleet. Estimates for these vebicle upgrades are between $75,000 - $125,000. Funds for tbese upgrades bave already been appropriated in tbe Police Grant Fund. Patrol Vebicle Purchase The Department bas budgeted funds to purcbase replacement patrol vebicles via tbe fiscal year 20 II budget process. In order to streamline the order process, and because significant purchasing advantage can be acbieved by piggy-backing onto a current formal bid from tbe Los Angeles County Sheriff, tbe department seeks to waive the competitive bid process, and purchase new patrol vehicles for fiscal year 20 II from Los Angeles County Bid/PO DPO-SH36508203-1. The City's Purcbasing Agent bas reviewed tbis bid for conformance to City policy. DECISION MAKER CONFLICT Staff has reviewed the decision contemplated by tbis action and bas determined tbat it is not site specific and consequently the 500 foot rule found in California Code of Regulations section I 8704.2(a)(l) is not applicable to this decision. CURRENT YEAR FISCAL IMPACT As part of the budget reduction process, replacement for Police vehicles was eliminated from the General Fund. The Police Department has identified funding outside tbe General Fund to replace ten patrol vehicles in the aging neet during tbe current fiscal year. Four vehicles will be purchased by Operation Stone garden grant funding, and six vehicles will be purchased from the Traffic Safety Fund. The vehicle replacement costs 13-3 SEPTEMBER 14, 2010 Item~ Page 4 of4 for these ten vehicles were approved by the City Council during the fiscal year 20] 1 budget adoption process. Additionally, funds to outfit these vehicles have been identified (outside the General Fund) in the adopted fiscal year 201] budget. Therefore, there is no net fiscal impact to the General Fund. Any additional funds for vehicle replacement or outfitting that are not included in the adopted budget will be brought forward for consideration. ONGOING FISCAL IMPACT In succeeding fiscal years, vehicle replacement and outfitting costs will be budgetcd as part of the normal vehicle replacement fund or brought before Council as needed. ATTACHMENTS Nonc. Prepared by Edward Chew, 4dministrative Services /v!anager, Police Department 13-4 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA WAIVING THE COMPETITIVE BIDDING PROCESS AND AUTHORIZING THE POLICE DEPARTMENT TO CONTRACT WITH AMERICAN EMERGENCY PRODUCTS FOR POLICE VEHICLE OUTFITTING SERVICES WHEREAS, the City Council of the City ofChuIa Vista previously authorized the Police Dcpartment to contract with American Emergency Products via Resolution 2009-234; and WHEREAS, the Police Department has utilized American Emergency Products to provide vehicle outfitting services for 25 police vehicles over the last year; and WHEREAS, American Emergency Products provided timely and cost efficient services for the Police Department in order to process this many vehicles in a short time span to the satisfaction of the Police Department; and WHEREAS, the Police Department wishes to continue utilizing American Emergency Products to provide vehicle outfitting services for the entire Police Department fleet; and WHEREAS, American Emergency Products is the only company in San Diego County which provides public safety vehicle equipment installation; and WHEREAS, American Emergency Products installs emergency and safety equipment to all but one local law enforcement agency in San Diego County and their quality of work, competitive market prices, close location and ability to provide one week turn-around for three police vehicles make them an ideal company to perform the required work. NOW, THEREFORE, BE IT RESOLVED the City Council of the City of ChuIa Vista does hereby waive the competitive bidding process and authorize the Police Department to contract with American Emergency Products for police vehicle outfitting services for the entire Police Department tleet. Presented by: Approved as to form by: David Bejarano Police Chief ~~~~;'i?u7y Bart C. Miesfeld City Attorney 13-5 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA WAIVING THE COMPETITIVE FORLYlAL BID REQUIREMENT AND UTILIZE LOS ANGELES COUNTY BfD PO DPO-SH36508203-1 TO PURCHASE PATROL VEHICLES WHEREAS, the City of Chula Vista Police Department needs to replace ten patrol vehicles in fiscal year 20 II; and WHEREAS, the Police Department has identified a Los Angeles County bid which allows other municipal agencies to participate in the preferred pricing; and WHEREAS, Bob Wondries Ford has been awarded a purchase order from Los Angeles County via a competitive bid process (PO DPO-SH36508203-1); and WHEREAS, the City Purchasing Agent has reviewed this process to ensure City policies regarding purchasing off of competitive bids has been adhered too. NOW, THEREFORE, BE IT RESOLVED the City Council of the City ofChula Vista does hereby waive the competitive formal bid requirement and authorize the Police Department to utilize Los Angeles County bid PO DPO-SH36508203-1. Presented by: Approved as to form by: ~_G~ Bart Miesfeld ~ b i;? '-' 7 '-r City Attorney David Bejarano Police Chief 13-6