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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JANUARY 17, 2012 TITLE: CONTRACT AWARD TO WONDRIES FLEET GROUP FOR REPLACEMENT POLICE PATROL SEDANS (SPEC. NO. 12 -002) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 15t Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Award a contract to Wondries Fleet Group, under the Cooperative Purchase Provision of the County of Los Angeles, for the purchase of 12 police patrol sedans in the amount of $333,221. DISCUSSION The Police Department operates a fleet of 111 Ford Crown Victoria Police sedans of which 88 are dedicated to Police patrol. Equipment replacement is determined on a "lifecycle approach ", which consist of mileage, age, condition, performance, and utilization. In recent years, the standard 70,000 replacement mileage mark has moved up to 80,000 miles or 4 -year requiring a more aggressive replacement, and maintenance program. The vehicles operate a minimum of 8- 12 hours per day, often double shifts, under City conditions. As a result, each vehicle is evaluated based on age, mileage, and increased downtime. Using this model, there are 25 patrol units due for replacement which have been budgeted for in the 2011 -12 vehicle replacement fund. However, considering the current budget situation staff is requesting to replace only 12 patrol units that have the highest maintenance cost, age, mileage and downtime. When patrol units exceed optimum vehicle lifecycle the units become unreliable, high maintenance cost and downtime occurs because critical components tend to fail such as engines, transmissions, axles, and other vital components. The aforementioned 12 patrol units (models ranging from 1997 to 2001) have exceeded their lifecycle by six to eleven years and now cost the City double the average maintenance costs (approximately $7,000 annually). Furthermore, new equipment is more reliable, fuel efficient and requires less maintenance, which is critical when determining the proper "Technician to Vehicle Ratio ". The replacement will allow staff to focus their efforts on maintaining the balance of the City's aging fleet with existing staffing levels. At such time that future budget conditions allow, staff will recommend the purchase of the remaining 13 patrol vehicles. 22B -1