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FROM
CITY OF
NEWPORT BEACH
City Council Staff Report
November 28, 2017
Agenda Item No. 11
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
Jon Lewis, Chief of Police - 949-644-3701, jlewis@nbpd.org
PREPARED BY: Damon Psaros, Lieutenant
PHONE: 949-644-3660, dpsaros@nbpd.org
TITLE: Approval for the Purchase of Police Patrol Vehicles
ABSTRACT:
The Police Department seeks City Council approval to purchase four Ford Police
Interceptor Utility vehicles from Fairview Ford Sales, Inc. in accordance with the
Department's annual vehicle replacement plan. Fairview Ford provided the lowest
responsible bid for the vehicles in a competitive Request for Bid (RFB) process
conducted by the Finance Department. The four black -and -white patrol vehicles
scheduled for replacement meet the time, mileage and condition replacement criteria of
Council Policy F-9.
RECOMMENDATION:
a) Determine this action is exempt from the California Environmental Quality Act
(CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines
because this action will not result in a physical change to the environment, directly or
indirectly; and
b) Approve the purchase of four (4) Ford Police Interceptor Utility vehicles from
Fairview Ford of San Bernardino, California, and authorize the City Manager to
execute a Purchase Order in the amount of $127,631.
FUNDING REQUIREMENTS:
The current Fiscal Year 2017-18 adopted budget includes sufficient funding for this
purchase. It will be expensed to the Police Department's Vehicle Replacement Account,
75303-911016.
DISCUSSION:
The Police Department continually evaluates the condition of its fleet and schedules
vehicles for replacement during the annual budget preparation process.
The replacement criteria in the City Vehicle/Equipment Replacement Guidelines
(Council Policy F-9) are used to determine which vehicles will be replaced. Police patrol
and traffic vehicles should normally be replaced after 4 years or 75,000 miles.
Approval for the Purchase of Police Patrol Vehicles
November 28, 2017
Page 2
The vehicles scheduled for replacement have all exceeded both the mileage and
condition criteria of Council Policy F-9 and are beyond their recommended service life.
The Ford Police Interceptor Utility vehicle was chosen from the available police package
vehicles in 2012. It remains the Police Department's standard platform for black -and -
white and plain patrol vehicles. The police package vehicle market is continuously
reviewed to ensure the Police Department deploys the safest, most efficient vehicle that
is best suited for heavy duty patrol use and the unique demands of Newport Beach.
The Ford Police Interceptor Utility vehicle has performed extremely well throughout its
service life, and it continues to be the police fleet industry standard for patrol vehicles.
The replacement cost of the four vehicles is $127,631 which was the lowest bid
obtained from a competitive bid process.
RFB Process
Using specifications developed by the Police Department, the City's Purchasing staff
facilitated a competitive Request for Bid (RFB) solicitation for four (4) Ford Police
Interceptor Utility vehicles. RFB No. 18-11 was published on September 19, 2017, and
posted on the City's public bidding portal. The bid closed on October 6, 2017, and the
City received five (5) bids. The table below provides a listing of all bidders and their
respective bid prices for the requested vehicles, including a State of California -
mandated tire recycling fee and any applicable documentation fees.
The City's Purchasing policy calls for RFB solicitations to be awarded to the lowest
responsive and responsible bidder. For this solicitation, Fairview Ford Sales, Inc.
submitted the lowest bid of $127,631 and took no exceptions to the vehicle
specifications published by the City. Furthermore, the City has experience in purchasing
vehicles from Fairview Ford Sales, Inc., demonstrating to the City that this company is
indeed the lowest responsive and responsible bidder. As such, following this
competitive public procurement process, the City recommends selecting Fairview Ford
Sales, Inc.
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Fairview
Fairway
Raceway
Santa
Tom's
Ford
Ford
Ford
Margarita
Truck
Sales, Inc.
Ford
Center
Unit Price
$31,899.00
$36,410.00
$32,079.00
$31,958.23
$35,215.00
Ext. Price
$127,596.00
$145,640.00
$128,316.00
$127,832.92
$140,860.00
CA Tire
$35.00
$35.00
$35.00
$35.00
$35.00
Recycling Fee
Documentation
$00.00
$00.00
$00.00
$320.00
$116.00
Fee
Total Bid
$127,631.00
$145,675.00
$128,351.00
$128,187.92
$141,011.00
Rank
1
5
3
2
4
The City's Purchasing policy calls for RFB solicitations to be awarded to the lowest
responsive and responsible bidder. For this solicitation, Fairview Ford Sales, Inc.
submitted the lowest bid of $127,631 and took no exceptions to the vehicle
specifications published by the City. Furthermore, the City has experience in purchasing
vehicles from Fairview Ford Sales, Inc., demonstrating to the City that this company is
indeed the lowest responsive and responsible bidder. As such, following this
competitive public procurement process, the City recommends selecting Fairview Ford
Sales, Inc.
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Approval for the Purchase of Police Patrol Vehicles
November 28, 2017
Page 3
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
None
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