rfof( AGENDA STAFF REPORT e~ti E4 Ai Q DATE: February 27, 2017 TO: THRU: FROM: Honorable Mayor and City Council Jill R. Ingram, City Manager Steve Myrter, P. E., Director of Public Works SUBJECT: FISCAL YEAR 2016-17 FLEET REPLACEMENT SUMMARY OF REQUEST: That the City Council adopt Resolution No. 6715: 1. Authorizing the purchase of twelve- fourteen replacement vehicles and equipment for the City' s fleet at a total of $ 1, 107,390859. 79, in accordance with the breakdown set out in this staff report; 2. Authorizing the City Manager to approve purchase orders for the new vehicles, equipment, up- fitting and payment of all State taxes and fees required for delivery for vehicle and equipment purchases; 3. Authorizing the City Manager to execute a Purchase Order in the amount of $ 50, 000 to Hi Standard Automotive, LLC for retrofitting the Police Fleet pursuant to Seal Beach Municipal Code Section 3. 20. 025( B); and 4. Authorizing the City Manager to surplus existing vehicles and equipment upon the completion of the new vehicle and equipment purchase and retrofitting. BACKGROUND AND ANALYSIS: On June 11, 2012, the City Council adopted the 2012 Fleet Management Plan and directed staff to implement the recommendations contained therein. Fleet Management Plan established a vehicle and equipment replacement schedule based on years of service and mileage. Currently, the replacement schedule allows the City to effectively plan and budget for vehicle and equipment replacements. The overall goal of the Fleet Management Plan is to maximize efficiency and value. The Agenda Item G
As part of the annual budget process, staff hosted a Budget Study Session on June 13, 2016, presenting vehicles to be replaced as part of the 2016/ 17 Fleet Replacement Program to the City Council Procurement Process The City' s purchasing and contract policies are set out in the Seal Beach Municipal Code (SBMC) and Charter. The cost for goods or services to be purchased dictates how they are to be procured such as through an informal or formal bidding process. SBMC Section 3. 20.025 lists certain exemptions from the bidding process, including for purchases of a commodity that can be obtained only from one vendor. The following are a list of procurement methods used to obtain quotes to purchase the vehicles. 1. " Piggy- back" Is a commonly used term to competitively bid contracts awarded by other Federal General Services Administration ( GSA) and State public agencies to ensure the best pricing for purchases. The following table shows which vehicle is being purchased through which piggy- back contract: Vehicle Vendor Piggy- Back Contract I Contract# Ford Interceptor Folsom Lake Ford I State of California 1-15- 23-14B Ford 250 Truck Sacramento Ford State of California 1-14-23-20A 4 Dodge Ram Elk Grove Auto State of California 1-16- 23-20 Cheer Tahoe Winner Chevy I State of California 1-16- 23-23- D BMW Motorcycle Long Beach BMW _ County of Los Angeles PO_SH- 15323008-1 Surf Rake Barber of City Santa Monica BID# 48478-OR Marine Vessel Willard Marine I Federal GSA GS- 07F- 0123H 2. Multiple local bids Staff obtained cost proposals for the new Toyota and Ford units and received quotes from local dealers. Toyoto Tacoma ( PD) Ford F350 x2 ( PW) Dealer Amount Dealer Amount Huntington Beach Toyota 33, 538. 19 Ford of Orange 80, 129. 66 Orange Toyota No Response Worthington Ford 83, 819. 88 Elmore Toyota No Response Downtown Ford 86, 129. 40 Toyoto Tacoma ( MS) Kia Sportage ( CD) Dealer Amount Dealer Amount Huntington Beach Toyota 36, 120. 27 Garden Grove Kia 24, 421. 91 Orange Toyota 36, 841. 00 Irvine Kia 24, 527. 00 Elmore Toyota 36, 356. 79 Carson Kia 25, 025. 43 Page 2
With the remaining police patrol vehicles being replaced, the Police Department desires to equip all the police patrol, pursuit and detective vehicles to standardize controls for lighting and vehicle operations. In addition, the siren and light controls is over 25 years old and support and parts are no longer available. In standardizing all police vehicles, it will allow any personnel to operate all police vehicles in the same way. This will provide and maximize the most efficient way to run the police fleet. Hi Standard Automotive, LLC is the sole source supplier that the City has previously selected to standardize and retrofit the City' s police vehicles. Hi Standard' s proposed cost to standardize and retrofit the police fleet is 45, 768. 85. A 9% contingency is requested for any unforeseen cost yielding a total of $50, 000 to Hi Standard. Vehicle and Equipment Surplus After the new vehicles are purchased and up- fitted with necessary equipment and placed into service, the vehicles that were replaced will be sent to auction. The sales proceeds from those auctions will be deposited back into the fleet replacement fund. ENVIRONMENTAL IMPACT: There is no environmental impact associated with this item. LEGAL ANALYSIS: The City Attorney has reviewed and approved as to form. FINANCIAL IMPACT: In the approved FY 2016-17 Budget, funds have been allocated to replace vehicles, purchase new maintenance equipment and fund vehicle up- fitting costs. The following is a funding breakdown of the budgeted funds. Fleet Replacement 343, 0 00 Water Enterprise 45, 000 Beach Maintenanc 151, 000 Marine Safety 56886, 3000 Total 1, 107325600 Page 3
Below is a complete breakdown of the recommended vehicle and equipment purchases: Dept Purpose Make Model Dealer Procurement Qty Total wltax PD Patrol Ford Police Interceptor Folsom Lake State 2 67, 042. 46 PD Detective Ford Police Interceptor Folsom Lake State 1 33, 251. 23 PD Detective Dodge Ram Elk Grove Auto State 1 42, 463. 33 PD Motor BMW Motorcycle Long Beach Honda County of LA 1 30, 049. 93 PD Parking Toyota Tacoma Huntington Beach Multiple Bid 1 33, 538. 19 P12 Patrol Chevy Tahoe Winner Chew State 1 39, 266. 75 CD Code Enforcement Kia Sportaqe Garden Grove Kia Multiple Bid 1 24. 421 91 PW Beach& Streets Ford F350 Ford of Orange Multiple Bid 2 80, 129. 66 PW Beach Barber Surf Rake Barber City 1 50, 442. 00 MS Patrol Toyota Tacoma Huntington Beach Multiple Bid 1 36, 120. 27 PW Water Ford F250 Downtown Ford State 1 27, 997.06 MS Marine Vessel Crystaliner Willard Marine Federal GSA 1 443, 137. 00 Subtotal $ 841, 171. 13 $ 907,859. 79 Estimated Up-Fitting $ 263428:87 $ 200, 000. 00 Grand Total $ 4407, 300.00 $y107. 859. 79 The total cost for the vehicle purchases is $ 844, 171. 13907,859. 79. The estimate total cost for up-fitting the above vehicles is $ 263, 128.87200, 000 which includes the $ 50, 000 to retrofit the -3xis q police fleet. The complete total cost for all vehicle purchases and up- fitting is $ 1, 107, 300859. 79. Any remaining funds will be returned back the original funding source. RECOMMENDATION: That the City Council adopt Resolution No. 6715: 1. Approving the purchase of twettve fourteen replacement vehicles, upfitting and equipment for the City' s fleet at a total of $ 1, 107,300859. 79, in accordance with the following breakdown: Dept Purpose Make Model Dealer Procurement Qty Total wltax PD Patrol Ford Police Interceptor Folsom Lake State 2 67, 042. 46 PD Detective Ford Police Interceptor Folsom Lake State 1 33, 251. 23 PD Detective Dodge Ram Elk Grove Auto State 1 42,463. 33 PD Motor BMW Motorcycle Long Beach Honda County of LA 1 30, 049. 93 PD Parking Toyota Tacoma Huntington Beach Multiple Bid 1 33, 538. 19 PD Patrol Chew Tahoe Winner Chew State 1 39. 255 75 CD Code Enforcement Kia Sportaqe Garden Grove Kia Multiple Bid 1 24 421 91 PW Beach& Streets Ford F350 Ford of Orange Multiple Bid 2 80, 129. 66 PW Beach Barber Surf Rake Barber City 1 50,442. 00 MS Patrol Toyota Tacoma Huntington Beach Multiple Bid 1 36, 120. 27 PW Water Ford F250 Downtown Ford State 1 27, 997. 06 MS Marne Vessel Crystaliner Willard Marine Federal GSA 1 443, 137. 00 Subtotal $ 841, 171. 13 $ 907,859.79 Estimated Up-Fitting 1263, 1-28, 87 $ 200, 000. 00 Grand Total $ 1407-,- 30040 $ 1, 107, 859.79 Page 4
2. Authorizing the City Manager to approve purchase orders for the new vehicles, equipment, up- fitting and payment of all State taxes and fees required for delivery for vehicle and equipment purchases; 3. Authorizing the City Manager to execute a Purchase Order in the amount of $ 50, 000 to Hi Standard Automotive, LLC for retrofitting the Police Fleet; and 4. Authorizing the City Manager to surplus existing vehicles and equipment upon completion of the new vehicle and equipment purchase and retrofitting. SUBMITTED BY: NOTED AND APPROVED: S eve yrter, P. E. ill R: Ingram, City ManA- r Director of Public Works Prepared by: Michael Ho, P. E., Dep. Dir. PW/City Engineer Attachments: A. Resolution No. 6715 B. Quotation from HI STANDARD AUTOMOTIVE, LLC to retrofit Police Fleet C. Crystaliner Rescue Boat Page 5
RESOLUTION NUMBER 6715 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING THE PURCHASE OF REPLACEMENT VEHICLES AND EQUIPMENT FOR THE CITY' S FLEET, RETROFITTING OF POLICE FLEET, AND AUTHORIZING THE CITY MANAGER TO SURPLUS EXISTING VEHICLES AND EQUIPMENT FOR FISCAL YEAR 2016-17 WHEREAS, the City Council adopted the 2012 Fleet Management Plan on June 12, 2012; and WHEREAS, the Fleet Management Plan established a vehicle and equipment replacement schedule and scoring methodology to evaluate the condition of vehicles and equipment requiring replacement; and WHEREAS, the City' s fleet is evaluated on an annual basis and sixteen existing vehicles and equipment require replacement; and WHEREAS, the City Council approved funds for replacement vehicles and new maintenance equipment in the Fiscal Year 2016-17 Operating Budget; and WHEREAS, in accordance with the Seal Beach Charter and the City' s purchasing ordinance set forth in Chapter 3. 20 of the Seal Beach Municipal Code, in order to obtain the replacement vehicles and new maintenance equipment, the City solicited requests for quotations for purchase of vehicles, and also determined that the retrofitting of the police fleet can be obtained only from one vendor in order to ensure the standardized retrofitting of the police vehicles and equipment. NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. The City Council hereby approves the purchase of - fourteen replacement vehicles, up-fitting and equipment for the City' s fleet a total cost of 1, 107, 859. 79, in accordance with the following breakdown: Dept Purpose Make Model Dealer Procurement Qty Total w/ tax PD Patrol Ford Police Interceptor Folsom Lake State 2 67,042. 46 PD Detective Ford Police Interceptor Folsom Lake State 1 33, 251. 23 PD Detective Dodge Ram Elk Grove Auto State 1 42, 463. 33 PD Motor BMW Motorcycle Long Beach Honda of County LA 1 30, 049. 93 PD Parking Toyota Tacoma Huntington Beach Multiple Bid 1 33,538. 19 PD Patrol Chew Tahoe Winner Chew State 1 39,266. 75 CD Code Enforcement Kia Sportade Garden Grove Kia Multiple Bid 1 24, 421. 91 PW Beach& Streets Ford F350 Ford of Orange Multiple Bid 2 80, 129. 66 PW Beach Barber Surf Rake Barber City 1 50, 442.00 MS Patrol Toyota Tacoma Huntington Beach Multiple Bid 1 36, 120. 27 PW Water Ford F250 Downtown Ford State 1 27, 997. 06 MS Marine Vessel Crystaliner Willard Marine Federal GSA 1 443, 137. 00 Subtotal $ 844; 1Z-1-43 $ 907, 859. 79 Estimated Up- Fitting $ 283428:87 $ 200, 000. 00 Grand Total $ 1, 407,2 088 $ 1, 107, 859.79
Resolution Number Section 2. The City Council hereby authorizes the City Manager to approve purchase orders for the new vehicles, equipment, up-fitting and to pay all sales tax and fees required for delivery for vehicle and equipment purchases. Section 3. In accordance with Seal Beach Municipal Code Section 3. 20. 025, which provides an exemption from bidding procedures for purchases of a commodity that can be obtained only from one vendor, the City Council hereby authorizes the City Manager to execute a purchase order to Hi Standard Automotive, LLC, in the amount of $ 50, 000 to retrofit the police fleet. Section 4. The City Council hereby authorizes the City Manager to surplus existing vehicles and equipment upon the completion of the new vehicle and equipment purchase and retrofitting. PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a regular meeting held on the 27th day of February, 2017 by the following vote: AYES: Council Members NOES: Council Members None ABSENT: Council Members None ABSTAIN: Council Members None ATTEST: Sandra Massa- Lavitt, Mayor Robin L. Roberts, City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Robin Roberts, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6715 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 27th day of February, 2017. Robin L. Roberts, City Clerk