Item 6-E

City Council Meeting: 02-23-99 Santa Monica, California

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation to Award Bid to Furnish and Deliver Nineteen New Ford Crown Victoria Sedans, Bid #2745 and Notify Council of an Exception to Resolution No. 8966 (CCS).

Introduction

This report recommends award of bid to furnish and deliver nineteen new 1999 Ford Crown Victoria Sedans for the Office of Administrative Services Division, Police Department ($315,399.75) and the Office of Criminal Investigations Division, Police Department ($66,186.46).

Background

Ford is currently the only manufacturer of a full-sized Police packaged car on the market since General Motors discontinued the Chevrolet Caprice. A full-sized vehicle is necessary to accommodate computers, video recording cameras and equipment control consoles used in City patrol vehicles. Additionally, the City's current fleet of patrol vehicles is exclusively Ford Crown Victorias. For ease of maintenance and staff training, it is recommended that future purchases be consistent and compatible with equipment already in use.

Of the vehicles to be purchased, ten will be used as police patrol vehicles, three will be used as unmarked detective vehicles and six will be used as unmarked, dual-purpose vehicles (patrol and special enforcement details).

In response to published Notices Inviting Bids (published January 7 and 8, 1999) in accordance with City specifications, bids were received and publicly opened and read on January 19, 1999. Proposal forms were mailed to twenty-five vendors, and notices were advertised in accordance with City Charter and Municipal Code provisions. Seven proposals were received as follows:

A. Police Patrol Vehicles:

B. Unmarked Detective Vehicles:

C. Unmarked, Dual-Purpose Vehicles:

The total amount of all nineteen vehicles (A-C) is $417,890.54. Staff has evaluated the bid submitted by Villa Ford and finds that it meets City specifications.

Staff recommends the purchase be made from Villa Ford as an exception to the Council's policy of not doing business with businesses doing business in Burma per Resolution No. 8966 (CCS). The purchase of these gasoline powered vehicles is consistent with the City's reduced emission policy, as these vehicles will be used for emergency response.

Budget/Financial Impact

Fiscal Year 1998/99 appropriation authority for these purchases are in the Office of Administrative Services Division, Police Department account number 01-300-304-00000-8806-00000 in the total amount of $315,399.75; the Office of Criminal Investigations Division, Police Department account number 01-300-307-00000-8806-00000 in the total amount of $66,186.46 and the Automobile Self Insurance Fund account number 58-700-234-00000-2200-00000 in the total amount of $36,304.33 as reimbursement to the Police Department for damage to vehicles that have been determined a total loss.

Recommendation

It is recommended that the award of Bid #2745 be made to Villa Ford in the total amount of $417,890.54, including applicable sales tax, as the lowest responsible bidder.

Prepared By: Pam Wortham, Purchasing Agent

Diane Howell, Buyer

Sgt. Don Quinn, Office of Administrative Services