HomeMy WebLinkAbout22D - PO FAIRWAY FORD SALESREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 21, 2020
TITLE:
AWARD A PURCHASE ORDER FOR AN
AMOUNT NOT TO EXCEED $489,619 TO
FAIRWAY FORD SALES, INC. FOR TWELVE
FORD POLICE INTERCEPTOR VEHICLES
(SPECIFICATION NO. 19-135)
{STRATEGIC PLAN NO. 1, 5 and 6,21
/s/Kristine Ri
CITY MANAGER
CLERK OF COUNCIL USE ONLY:
_••e• 97
❑ As Recommended
❑ As Amended
❑ Ordinance on 1"Reading
❑ Ordinance on 2ntl Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
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RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase order to Fairway Ford Sales, Inc for
twelve Ford Police Interceptor vehicles for the Santa Ana Police Department for a total amount not
to exceed $489,619, subject to non -substantive changes approved by the City Manager and City
Attorney.
DISCUSSION
The Santa Ana Police Department has a fleet of 272 vehicles. 102 of these vehicles are patrol
vehicles assigned to Field Operations and the Gang Unit. The Police Department uses Ford Police
Interceptor vehicles, similar to Ford Explorers, as the standard vehicle in Field Operations. The
City's Vehicle Replacement Policy provides guidelines and criteria for determining when a vehicle
needs replacement. The Equipment Lifecycle Guidelines include the replacement of all police patrol
vehicles every four years or 80,000 miles. This recommended replacement schedule is based on
the constant use and high mileage put on these vehicles, along with hard driving conditions that
accompany many police patrol vehicles.
This contract award will provide 12 Ford Police Interceptor vehicles for the Police Department. The
FY 2019-20 budget includes funding for six additional vehicles to support the needs of the Field
Operations Bureau and the new MET Team. In addition, six vehicles have reached the end of their
useful life. Four were totaled and two are scheduled replacements. For the damaged vehicles,
insurance claims will be processed by the City's Risk Management Division.
Ford has a four month lead time for the delivery of these vehicles from receipt of order. Once the
vehicles are received, they are equipped with the required, radios, light bars, and equipment. With
these timelines, it is expected that the new vehicles will go in service in the summer of 2020.
22D-1
Award Purchase Order for Ford Police Interceptor Vehicles
January 21, 2020
Page 2
The Notice Inviting Bids was advertised on December 9, 2019, on the City's online bid management
and publication system. A summary of the Invitation for Bids and bids received is as follows:
379 Vendors notified
16 Santa Ana vendors notified
9 Vendors downloaded the bid packet
4 Bids received
0 Bids received from Santa Ana vendors
The Purchasing Division advertised this project on the City's online bid management and
publication system, which directly notified 16 Santa Ana vendors. None of the Santa Ana Vendors
submitted bid packets for consideration. The bid was opened on January 3, 2020, and evaluated
(Exhibit 1). The bid submitted from Fairway Ford Sales, Inc. is responsive to the specifications and
meets the City's requirements.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Strategic Plan Goal #1 — Community Safety,
Objective #5 (provide high quality Police and Fire/Emergency Medical Services response within
the City of Santa Ana); and Goal #6 — Community Facilities and Infrastructure, Objective #2
(address deferred maintenance on City buildings and equipment).
FISCAL IMPACT
Funds for this purchase are available in the following Fleet and Police Department accounts:
Fund/Account
Description
Amount
07017100 66400
Fleet Replacement
$247,104
01114420 66400
Field Operations
$82,368
16614450 66400
Equitable Sharing - DOJ
$160,147
Total
$489,619
22D-2
Award Purchase Order for Ford Police Interceptor Vehicles
January 21, 2020
Page 3
David Valentin
Chief of Police
Santa Ana Police Department
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APPROVED AS TO FUNDS AND ACCOUNTS:
Kathryn Downs, CPA
Executive Director
Finance and Management Services Agency
22D-3
ABSTRACT OF BIDS
FORD POLICE INTERCEPTOR VEHICLES
Fairway Ford Sales, Inc. South Bay Ford Lincoln Theodore Robins Ford Wondries Fleet Group
Placentia, CA Hawthorne, CA Costa Mesa, CA Alhambra, CA
AGATE BLACK WITH OXFORD WHITE ROOF & DOORS
Total Price per vehicle $41,183.98 $42,595.48 $41,190.13 $41,457.11
Quantity 8 8 8 8
Purchase Total $329,471.86 $340,763.85 $329,521.07 $331,656.86
SOLID COLOR AGATE BLACK
Total Price per vehicle
Quantity
Purchase Total
$40,036.86
$41,413.40
$40,316.02
$40,528.48
4
4
4
4
$160,147.43
$165,653.59
$161,264.10
$162,113.93
EXHIBIT 1
22D-4