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                                                                                     7c
                                                                     ITEM NO.:
                                                                                     October 1, 2008
                                                             MEETING DATE:

                           AGENDA SUMMARY REPORT

SUBJECT: AWARD OF BID FOR PURCHASE OF TWO POLICE PATROL VEHICLES IN
             THE AMOUNT OF $60,016.75 TO UKIAH FORD.


Background: Included in the fiscal year 2008/2009 budget is the purchase of two patrol vehicles and
associated light bars, radios and other equipment for the vehicles at an estimated cost of $80,000 dollars.

Discussion: In August of this year, staff submitted bids to Ford vehicle vendors, including all local Ford
dealers for the purchase of two new patrol cars according to State of California Specifications for Police
Vehicles with preferred additional optional items desired by the Ukiah Police Department.

Bids were opened September 15th, 2008, with four responses. The Ukiah Ford dealership’s bid, met the
specifications provided for in the RFP, at $27,850.00 per vehicle, or a total cost of $60,016.75, including
sales tax, for two vehicles.

Staff checked this bid price against the State of California contract price for police vehicles and found that
our quoted low bid was under the state contract price per vehicle. Staff recommends that Ukiah Ford be
awarded the bid for the police vehicles in the amount of $60,016.75, from accounts 105.2001.800.000
and 698.2001.800.00.

Fiscal Impact:
 X   Budgeted FY 08/09         New Appropriation         Not Applicable         Budget Amendment Required

Amount Budgeted Source of Funds (title and #)           Account Number        Add. Appropriation Requested

$40,000.00          Public Safety Police Dept.          105.2001.800.000              N/A
                    Machinery & Equipment 800
$40,000.00          Equipment Replacement               698.2001.800.000              N/A
                    Police Department 800
                                                                                 Continued on Page 2
Recommended Action(s):
Staff Recommends that Ukiah Ford be awarded the bid for 2 police vehicles in the amount of
$60,016.75

Alternative Council Option(s): Provide Staff with alternative direction

Citizens advised:   N/A
Requested by:       N/A
Prepared by:        Darren Wojcieszak - Police Captain
Coordinated with:   Chris Dewey - Director of Public Safety
Attachments:        1 - Justification Worksheet, 2009 Police Vehicle Listing Chart

Approved: ___________________________
          Jane Chambers, City Manager
                                                                             Page 2 of 8

                                     BID TABULATION
                               September 15, 2008 Bid Opening
                    Two (2) New 2009 4-Door, Full-Size Ford Crown Victoria
                                 P71/730A Police Interceptors


            COMPANY                                        TOTAL PRICE


1.   Ukiah Ford                                            $60,016.75
     1170 S State Street
     Ukiah, CA 95482

2.   Harper Ford Country                                   $60,639.80
     4800 Hwy 101, North
     Eureka, CA 95501

3.   Hoblit Motors                                         $60,599.66
     5 To 6 Main
     Colusa, CA 95932

4.   Northlake Ford Mercury                                $62,554.74
     2575 S Main Street
     Lakeport, CA 95453
                                                                                         Page 3 of 8

                                        City of Ukiah

                                Fleet Vehicle Justification

Proposed Vehicle:                   Police Patrol Car
Department:                         Police
Area of use:                        Patrol
Prepared by:                        Darren Wojcieszak



1     VEHICLE PURPOSE

       Need for vehicle within Department fleet
       The Ukiah Police Department maintains a fleet of 7 marked Police vehicles.
       These vehicles are equipped with safety equipment, radios, lights and sirens,
       provide transportation for police services and are authorized for emergency
       response and pursuit activities.

       The department currently deploys as many as 5 uniformed officers a shift and
       7 vehicles are currently within the fleet, to allow for scheduled maintenance
       activities, unanticipated mechanical failures and other emergencies which may
       require additional personnel.



2     REPLACEMENT JUSTIFICATION
2.1   Current Vehicle

       Description, Mileage, Funding Source and Market Value
       Vehicle #4114 is a 2005 Ford Crown Victoria Pursuit Interceptor that has
       75,000 miles. This vehicle has been in service with the department’s fleet as a
       marked patrol car since they were purchased in 2005 using general fund
       account 105.2001.800.000. The blue book trade-in value on this vehicle is
       estimated to be $4,030 dollars.

       Vehicle #4291 is a 1995 Ford Crown Victoria sedan that is not rated as a
       pursuit model and has 80,000 miles. The vehicle has been in service with the
       department’s fleet as an administrative vehicle since it was purchased in 1995
       using asset forfeiture funds. The blue book trade-in value on the vehicle is
       estimated to be $1,620 dollars.
                                                                                         Page 4 of 8
2.2   Maintenance Costs

       Overall Condition, Maintenance Costs, Out of Service Time, Parts
       Availability, and Associated Safety Issues

       Overall Mechanical Condition:

       The 2005 vehicle has 75,000 miles of high demand police activities. The
       vehicle is requiring more maintenance and replacement parts from its in
       service time and at this time has been assigned to the Community Services
       Officer because it’s mechanical systems are in poor condition and it is not
       reliable as a emergency response vehicle.

       The 1995 vehicle has 80,000 miles of moderate driving conditions, but due to it
       being 13 years old it has developed problems.

       During the last scheduled maintenance period, the department’s mechanic
       discovered that the air assisted shock absorbing suspension needed a
       complete overhaul or replacement. The replacement of this system was found
       to be estimated at twice the value of the blue book value of the vehicle.

       Maintenance Costs:

       Vehicle maintenance records combined for both vehicles indicate the
       department has spent $2,021.30 dollars in parts and labor, maintaining the
       vehicles from Jan. 2008 until September 2008.

       Out of Service Time:

       Each vehicle usually spends one to two days out of service each time one
       goes in for service or repair. The department’s mechanic initiates a timely
       diagnostic inspection on these vehicles after maintenance or repair to ensure
       that these vehicles are safe to put back into service due to the high mileage
       and age of the vehicles.

       Parts Availability:

       Most parts are still available for both model years.

       Associated Safety Issues:

       If sold at auction, potential buyers should be made aware of the age and
       mileage.
                                                                                                   Page 5 of 8
2.3   Shared Resources

       Define any resources currently available within the City of Ukiah fleet which could
       be utilized for this purpose.
       Police Pursuit Interceptors are specific purpose vehicles, with legislated specifications
       for emergency driving applications. A review of the City fleet was conducted and no
       other vehicle exists for this purpose.




3     PROPOSED VEHICLE SPECIFICATIONS

       Proposed Vehicle Specifications
       Police pursuit rated vehicles are tested and certified in California at the Riverside
       Sheriff’s Office proving grounds, and at the Michigan State Police proving grounds.
       Certified emergency response vehicles include a number of additional safety measures
       to protect occupants in emergency response situations.

       The Ford Crown Victoria Police Interceptor leads the market in these safety design
       features. It is the only vehicle available that has been tested to withstand a 75mph rear
       crash, uses a Kevlar lined fuel tank, an automatic fire suppression system, bullet proof
       doors, and hardened windows to protect its occupants.




3.1   2009 Ford Crown Victoria Police Interceptor Specifications


STANDARD EQUIPMENT

AXEL-3.55                                                H.DUTY RUBBER FLOOR COVERING
ENGINE – 4.6L Overhead Cam, SEFI V8                      AIR CONDITIONING- manual w/positive
Gasoline with revised air induction system for           shutoff registers
increased horsepower                                     AIR INDUCTION SYSTEM
TRANSMISSION – Electronically Controlled                 ANTENNA,RADIO-Hidden in rear window
Automatic w/OD Lockout w/Final Drive Ratio of            defroster
3.27:1                                                   RADIO DELETE-Deletes AM/FM stereo radio.
TRANSMISSION OIL COOLER-Oil to air                       Speakers and wiring remain.
4-DOOR                                                   RADIO SPEAKERS-Door-mounted, located
PAINT - WHITE Monotone Factory                           above armrests (two additional speakers mounted
Paint/Clearcoat, Anti-Chip Primer, Body Color            in package tray)
“B” Pillars                                              LIGHTS-Low Profile Dual Aero Headlamps
URETHANE PROTECTION – Lower Bodyside                     w/halogen bulbs.
SCUFF PLATES – Color-Keyed,Front & Rear                  LIGHT BAR CONNECTOR-40-Amp battery
Doors                                                    circuit at base of right hand B-pillar underneath
CLOTH FRONT BUCKETS – BLUE or GRAY                       trim
 w/power lumbar driver seat and manual recline           MIRRORS – Black Fold-Away Dual Remote
VINYL REAR SEAT- Excludes Center Armrest                 Control Pwr/Molding-Black Rocker Panel/Black
                                                                                          Page 6 of 8
Windshield & Backlight/Bright Surround on Side     GLOVE BOX-Illuminated, large bin, lockable
Windows/Color-Keyed Bodyside(except special        with dampened glove box door. Zippered
paint colors which have narrow black moldings)     owner’s pouch with embossed carline logo
HUB CAPS-Steel                                     HEADLINER-Removable w/high intensity dome
WHEEL RIMS – Heavy Duty (16x7)                     lamp (incl. 5” round map light mounted behind
TIRES – P225/60VRx16 All Season Goodyear           rearview mirror)
BSW                                                HEAD RESTRAINTS-2-way
CONVENTIONAL FULL-SIZE SPARE TIRE                  LAMPS-Dome, luggage and engine
& WHEEL                                            compartment
DISC BRAKES – Power 4-wheel Anti-Lock              BATTERY SAVER-Turns Off Lights after 30
Braking System (ABS)                               mins.
DRIVE SHAFT-Aluminum                               LUGGAGE COMPARTMENT TRIM-Luxury
UPPER BALL JOINTS-Low Friction, non-               Full Carpet
greaseable                                         JACK-Scissors
VOLTAGE REGULATOR-Electronic; integral             DECKLID RELEASE-On instrument panel,
to generator                                       Battery Operated
REAR STABLIZER BAR                                 MAP POCKETS – Integral Front Door
BUMPERS-Concealed w/One piece full wrap            MIRROR – Day/Night Inside Rearview
cover-body color                                   STEERING WHEEL-Color Keyed w/Center
DECKLID-Low Liftover Design                        Horn blow
GRILLE–Black/Center Ford Oval Design               TILT STEERING WHEEL-Mounted stalk
GLASS–Solar Tinted, full with ceramic shade        controls for washer/wipers, hi/low headlamp
band behind rearview mirror                        beam, turn signal, and flash-to-pass
AIR BAG-Dual 2nd Generation front                  TRIP ODOMETER
supplemental restraint system-driver and           TRUNK-Deep well
passenger front air bags                           SUNVISORS-Cloth covered with retention clips
PERSONAL SAFETY SYSTEM W/DUAL                      SAFETY BELTS-3-point active for front and
STAGE AIR BAGS, 2ND GENERATION-Driver              rear outboard occupants (safety belt
and right front passenger (includes safety belt    pretensioners on front seat shoulder belts)
pretensioners, dual stage airbags, seat position   POWER STEERING
and weight sensors)                                POWER STEERING OIL COOLER
CIGARETTE LIGHTER – In Instrument Panel
center stack
INSTRUMENT PANEL – w/Side Window
Demisters
INSTRUMENT CLUSTER – Analog Gauges
GAUGE CLUSTER – Four (Volt, Oil Pressure,
Water Temperature & Fuel)
SPEEDOMETER-140 mph Certified Calibration
CUPHOLDERS – Dual Ashtray Mounted
DEFROSTER GRILLE – w/Integral Vertical
Ribs
DEFROSTER-Rear Window
HEAT DUCTS-Rear Floor Mounted
HEAVY DUTY FRAME, STEERING
GEAR/RACK AND PINON, BODY MOUNTS
AND SUSPENSION
HOOD ASSISTANTS-Gas cylinder
FUSE PANEL – Easy Access, Labeled
                                                                                         Page 7 of 8
POWER DOOR LOCKS
RELEASE HANDLES-Easy Access Inside Door
CHILD SAFETY LATCHES-Rear Doors
WINDOWS-Pwr w/Express-Down Driver’s Window
WINDSHIELD WASHERS-Dual jet
WINDSHIELD WIPERS-Interval
PARKING BRAKE RELEASE-Manual
BRAKE SHIFT INTERLOCK
HORN-dual note
BODY-ON-FRAME CONSTRUCTION
BATTERY-Maintenance Free 78-AH, 750 CCA
BATTERY SAVER-Turns off lights after 30 minutes
IGNITION SYSTEM-Electronic Distributorless; coil on plug
COOLANT RECOVERY SYSTEM
ENGINE OIL COOLER
FAIL SAFE COOLING
FAN-Multi-speed electrodrive
EXHAUST SYSTEM-Stainless Steel, dual
FRONT STABILIZER BAR
FRONT SUSPENSION-Short/Long Arm
FUEL FILLER CAP-Tethered
FUEL TANK-19 Gallons
GENERATOR, HIGH OUTPUT-200-Amp maximum output, 132-Amps at idle (80 deg F)
HEADLAMPS-ON REMINDER CHIME
PARKING BRAKE-Single stroke
PASSENGER CAPACITY-Five
PLASTIC HEAD IGNITION KEY-Primary only
REAR POWER ACCESS POINT-Power junction block providing power to trunk-mounted equipment
located on right hand side of trunk. Power provided to terminal via two 10-gauge wires, each fused at 50-
amps. An associated ground stud is located within the same junction box
REAR SUSPENSION-Watt’s linkage
SHOCK ABSORBERS-Nitrogen pressurized; monotube
DRIVER FOOTREST-Under Carpet
SINGLE KEY LOCKING SYSTEM-Vehicle
KEYED w/FORD KEY CODE: 1294X
WARRANTY-3 year/100,000 Mile Powertrain Warranty-$0 Deductible
Advise on any “Pay on Time Discounts”

3.2   MUST INCLUDE THE FOLLOWING OPTIONS:

65A) BASE POLICE PREP PACKAGE
(68P) COMPLETE POLICE PREP PACKAGE
(53M) RADIO SUPPRESSION PACKAGE
(14T) TRUNK PAKTM
(61H) DECKLID RELEASE ON DOOR & I/P, IGNITION POWERED
(51Y) LAMP, DUAL SPOT ASSEMBLY
(51B) WIRING, SPOT LAMP PREP, DRIVER SIDE
Subject:
Meeting Date:
Page 8 of 8




4     ALTERNATIVE FUEL AND CARB REGULATIONS
4.1   Alternative Fuels Availability

       Proposed Vehicle Alternative Fuels Availability
       Staff continues to research the feasibility of deploying alternative fuel marked patrol
       vehicles. While many alternative fuel vehicles are now available, their deployment as
       an emergency response vehicle is not yet practical.

       Ford has recently developed this vehicle for use with E85 Bio-Fuel, which if offered in
       our area, may serve as an alternative in the future.




4.2   CARB STANDARDS

       CARB STANDARDS
       CARB regulations do not apply to this purchase
       .
                                              Ukiah Police Department FY 08/09
                                              Vehicle Inventory 09/16/08

            Number       Description / Model   Year        Mileage / June 08   Purpose                      Purchase Funds         Days Used
Administration
      1       3105       Ford Explorer              2001             86,000    Chief of Police              Supplemental Grant         5
      2       3101       Ford Explorer              2001             87,000    Services Commander           Supplemental Grant         5
      3       4101       Ford CVPI                  1998             70,000    Operations Commander         General Fund               5
      4                  None Assigned                                         Administrative Commander
      5       3111       Ford Ranger P/U            2004             20,000    Public Safety Mechanics      Asset Forfeiture           5
Community Response Team
      6       4114       Ford CVPI - Pursuit        2005             75,000    Community Services Officer   General Fund               7
      7       4195       Ford CVPI - Pursuit        2007             15,000    School Resource Officer      General Fund               5
Patrol
      8       4115       Ford CVPI - Pursuit        2007             20,000    Patrol                       Measure S                  7
      9       4146       Ford CVPI - Pursuit        2007             20,000    Patrol                       Measure S                  7
     10       4145       Ford CVPI - Pursuit        2005             85,000    Patrol                       General Fund               7
     12       4212       Ford CVPI - Pursuit        2005             60,000    Patrol                       General Fund               7
     13       4166       Ford CVPI - Pursuit        2006             50,000    Patrol                       General Fund               7
     14       4231       Ford CVPI - Pursuit        2006             50,000    Patrol                       General Fund               7
     15       4202       Ford CVPI - Pursuit        2005             80,000    Patrol                       General Fund               7
Detectives
     15       4134       Ford Taurus                2001             90,000    Detectives                   Supplemental Grant         5
     16       4222       Ford Taurus                2001             85,000    Detectives                   Supplemental Grant         5
     17       4262       Ford Taurus                2000            100,000    Detectives                   Supplemental Grant         5
     18       4235       Ford Taurus                1999             86,000    Detectives                   Supplemental Grant         5
     19       4265       Ford Taurus                1996            115,000    Detectives                   General Fund               5
Specialty Vehicles
     20       2350       Ford F700 Armored Car      1991            259,000    High Risk Special Events     Donated
     21       4291       Ford CV Non-Pursuit        1995             80,000    Academy/Training             Asset Forfeiture           7
Purchases FY 07/08
Arrival date Dec. 08     Ford CVPI - Pursuit        2008                  0    Replace 4145 - Patrol        Gen / Measure S            7
Arrival date Dec. 08     Ford CVPI - Pursuit        2008                  0    Replace 4202 - Patrol        Gen / Measure S            7
Arrival date Dec. 08     Chevy Tahoe - Pursuit      2009                  0    Patrol - Watch Commander     Insurance Settlement
Planned Vehicles for Retirement
     10       4145       Ford CVPI - Pursuit        2005             85,000    Patrol                       General Fund               7
      5       4202       Ford CVPI - Pursuit        2005             80,000    Patrol                       General Fund               7
      6       4114       Ford CVPI - Pursuit        2005             75,000    Community Services Officer   General Fund               7
     21       4291       Ford CV Non-Pursuit        1995            80,000     Academy/Training             Asset Forfeiture           7
Assigned / Shared

Assigned
Assigned
Assigned

Assigned

Assigned
Assigned

Shared
Shared
Shared
Shared
Shared
Shared
Shared

Assigned
Assigned
Assigned
Assigned
Assigned

Shared
Shared

Shared
Shared
To replace 3106

Shared
Shared
Shared
Shared

				
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