Fort Walton Beach Council agenda — 12-16-14--regular — reading text

E i---,-,--_-..,-_,„--,,,,, Packet Pg. 46 1  8 5 City Council of Fort Walton Beach POLICE MEMORANDUM To: Michael D. Beedie, City Manager From: Ted Litschauer, Police Chief Date: December 16, 2014 Subject: Award of Purchase for Police Vehicles 1. BACKGROUND: 1. 1. Vehicles are necessary equipment for law enforcement work and replacement is required when their dependability is adversely affected by excessive mileage, repairs, and damage. 1. 1. 1. Residual funds are available from the FY 2013- 14 budget for the purchase and replacement of two ( 2) additional patrol vehicles. 1. 1. 2. The General Fund Budget for FY 2014- 15 also provides funding for the purchase and replacement of five ( 5) patrol vehicles. 1. 2. Ford Motor Company has ceased manufacturing Crown Victoria Police Purpose vehicles and has replaced them with several other model police purpose vehicles. Dodge and Chevrolet have also introduced several new police purpose vehicles. 1. 2. 1. During FY 2013- 14, the Police Department purchased eight ( 8) new patrol vehicles. 1. 2. 1. 1. Ford Interceptors were the replacement vehicles selected. 1. 2. 1. 2. Four( 4) of the Interceptor utility models and four( 4) of the Interceptor sedan models were purchased. 1. 2. 1. 3. A goal of the City' s Fleet Division is to standardize vehicles, in order to make the maintenance of the fleet more efficient. Replacements to the police patrol fleet will continue to be of these models. 1. 2. 2. Add- on equipment, such as prisoner partitions, light bars, weapon mounts, computer mounts, protective door panels, and other assorted equipment is generally transferred from old vehicles, as they are removed from the fleet, to newly purchased vehicles. This practice will not be available, during this transition time, because only different model vehicles are now available. 2. DISCUSSION: 2. 1. Each year, the City is permitted the opportunity to utilize the Florida State Contract and/ or the Florida Sheriff' s Association ( FSA) Contract to purchase vehicles and equipment. These contracts are annual contracts that complete the competitive solicitation process to provide vehicles and equipment for state and local agencies. The Page 1 of 3 Pg. 47`  85 contracts for FY 2014- 15 are currently available to the City. 2. 1. 1. Bid Award # 14- 22- 0904 covers Police Rated Vehicles, Motorcycles, Sedans, Utility Vehicles, Light Trucks, and Full- Size Utility Vehicles. 2. 1. 2. The contract is divided into zones throughout the State, and the City falls within the Western Zone. 2. 1. 3. The contract for Police Sedan and small Police Utility Vehicles-was awarded to Don Reid Ford, Inc. in Orlando, Florida. 2. 2. Proposals were received from Don Reid Ford for the two models of vehicles from the FSA contract. The utility vehicle model is priced at $ 25, 461. 00 each and the sedan model is priced at$ 23, 688. 00 each. 2. 2. 1. The total cost for the utility model, outfitted with add- on equipment installed, is 33, 978. 23 each. 2. 2. 2. The total cost for the sedan model, outfitted with add- on equipment installed, is 31, 795. 71 each. 2. 2. 3. The overall cost for four ( 4) utility model patrol vehicles and three ( 3) sedan model patrol vehicles is $ 231, 300. 05. 3. FINANCIAL INFORMATION: 3. 1. The total price for the seven ( 7) patrol vehicles, including the required add- on equipment, is $ 231, 300. 05. 3. 2. The FY 2014- 15 General Fund budget for five ( 5) vehicles is $ 170, 000. 00, or $ 34, 000 per vehicle. 3. 3. Although all closings for last fiscal year have not yet been made, Police Department carry-over funds from last year, through fund balance, are more than sufficient to purchase two ( 2) additional vehicles. This would amount to $ 68, 000. 3. 4. The total available budget for the purchase of the seven ( 7) Police Department vehicles is $ 238, 000. 4. RECOMMENDATION: 4. 1. Pursuant to the City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4. 01, Paragraph 4. 01. 02 and the Purchasing Policies and Procedures, Staff respectfully recommends City Council approval to purchase three ( 3) Ford Police Interceptor Sedan Vehicles and four ( 4) Ford Police Small Crossover Utility Vehicles for a total not- to- exceed cost, including add- on equipment, of$ 238, 000. 00 through the State Contract and/ or.Florida Sheriff's Association Contract. ATTACHMENTS: Don Reid Ford 2015 Police Vehicle Quotes ( PDF) DSS 2015 Equipment and Vehicle. Data Sheets ( PDF) SIGNATURE BLOCK: Ted Litschauer Completed 12/ 09/ 2014 10: 04 AM Page 2 of 3 Packet Pg °48  8. 5` Finance Completed 12/ 09/ 2014 10: 11 AM Carole Jones Completed 12/ 09/ 2014 10: 19 AM City Manager Completed 12/ 10/ 2014 8: 21 AM City Council Pending 12/ 16/ 2014 6: 00 PM Page 3 of 3 Packet Pg. 49_  salolyan aollod ao; aseyoand; o paeM ' : ZLZ£) salon° alolyan aallod SI.OZ Pod piab uop : luauayoeliV ccE PROPOSAL a a DATE:-DECEMBER 4, 2014 NAME: CITY OF FORT WALTON BEACH EMAIL: TSAILOR@FWB. ORG ATTN: CORPORAL SAILOR 2015 FORD POLICE INTERCEPTOR UTILITY AWD (K8A) 24699. 00 3. 7L V6 TIVCT ENGINE 6 SPEED AUTOMATIC TRANSMISSION 21B) REAR VIEW CAMERA 244. 00 43D) COURTESY LAMP DISABLED 19. 00 51T) DRIVER' S SIDE LED SPOTLAMP 205. 00 595) KEYLESS ENTRY 259. 00 TEMPORARY TAG 35. 00 TOTAL 25461. 00 PER FSA CONTRACT 14- 22- 0904 SPEC# 7 DELIVERY 90- 120 DAYS ARO We thank you for the opportunity to make this proposal and will appreciate your acceptance. Acceptance of this proposal will not be binding upon us until this proposal is approved hereonin writing by an official of Don Reid Ford, Inc. Return of one copy of this proposal and your purchase order number constitutes your official acceptance. Respectfully submitted, Please return this form via Fax:( 407) 647- 4779 or ERIC JORE email- EJore@aol. com, FLEET MANAGER DON REID FORD, INC. ACCEPTED: PO#  salalgaA aollod aoJ aseyoand Jo paemv : ZLZ£) salon() aplyan aallod S LOZ plod piab uoa : luauayoelly PROPOSAL a t6- DATE: DECEMBER 4, 2014 a NAME: CITY OF FORT WALTON BEACH EMAIL: TSAILOR@FWB. ORG ATTN: CORPORAL SAILOR 2015 FORD POLICE INTERCEPTOR SEDAN AWD ( P2M) 22770. 00