Consent 1.G.
Regular City Council Meeting
- Meeting Date:
- 11/12/2019
- TITLE
- Purchase Eleven (11) Police Utility Vehicles
- PRESENTED BY:
- Rich St. John
- Department:
- Police
Presentation:
No
PROBLEM/ISSUE STATEMENT
The State of Montana conducts an annual competitive bidding process for law enforcement vehicles. Pursuant to MCA 18-4-402, local government agencies are permitted to take advantage of the cost savings realized by the State's purchasing volume. Cooperative purchasers benefit by purchasing through State term contracts through cost savings, expedited order processing, as well as insuring all procurement is completed via proper procurement rules governed by the State and City.
Historically, BPD has acquired new vehicles through the State's bid process, and the State has always included an awarded contract to each of the three main manufacturers. In 2018, a bid was issued and an award was made for a midsize pursuit-rated SUV to Duval Ford of Jacksonville, Florida, and no other awards were made to other manufacturers. Fortunately, the awarded contract was for the vehicle in BPD's fleet and the City was able to utilize the State's contract.
Although the 2019 bid called for a midsize SUV, the State of Montana awarded the vehicle contract for another manufacturer that does not fit with the consistency of the BPD fleet. At the time of contract award, BPD was approved for 9 vehicles through the City's ERP budget process, but there were no vehicles that met the specifications on the State's bid. Since that time, BPD has lost the use of 2 additional vehicles.
If BPD is required to directly issue their own call for sealed bid, the process adds 2 months prior to order date. From the date of order, there is a 6-month lead time on the construction of these vehicles for law enforcement purposes. Additionally, once the vehicles are received on-site, each car takes approximately 6 working days to assemble and outfit for service.
Therefore, through discussions with City Administration, Finance and Purchasing, it has been determined that a quote process could be allowable under these exigent circumstances. BPD staff has received two new quotes for the vehicles, as well as completing a comparison to the 2019 model year pricing and will be able to acquire the new vehicles within dollars of last year's State of Montana pricing.
Staff is requesting that the City Council approve the purchase of eleven (11) 2020 Ford Interceptor SUV vehicles from Bison Ford through a quote process, rather than through the State of Montana's Term Contract, as historically completed, in the amount of $395,580.68. Vehicles that are being replaced will be sold a the City's bi-annual auction.
Historically, BPD has acquired new vehicles through the State's bid process, and the State has always included an awarded contract to each of the three main manufacturers. In 2018, a bid was issued and an award was made for a midsize pursuit-rated SUV to Duval Ford of Jacksonville, Florida, and no other awards were made to other manufacturers. Fortunately, the awarded contract was for the vehicle in BPD's fleet and the City was able to utilize the State's contract.
Although the 2019 bid called for a midsize SUV, the State of Montana awarded the vehicle contract for another manufacturer that does not fit with the consistency of the BPD fleet. At the time of contract award, BPD was approved for 9 vehicles through the City's ERP budget process, but there were no vehicles that met the specifications on the State's bid. Since that time, BPD has lost the use of 2 additional vehicles.
If BPD is required to directly issue their own call for sealed bid, the process adds 2 months prior to order date. From the date of order, there is a 6-month lead time on the construction of these vehicles for law enforcement purposes. Additionally, once the vehicles are received on-site, each car takes approximately 6 working days to assemble and outfit for service.
Therefore, through discussions with City Administration, Finance and Purchasing, it has been determined that a quote process could be allowable under these exigent circumstances. BPD staff has received two new quotes for the vehicles, as well as completing a comparison to the 2019 model year pricing and will be able to acquire the new vehicles within dollars of last year's State of Montana pricing.
Staff is requesting that the City Council approve the purchase of eleven (11) 2020 Ford Interceptor SUV vehicles from Bison Ford through a quote process, rather than through the State of Montana's Term Contract, as historically completed, in the amount of $395,580.68. Vehicles that are being replaced will be sold a the City's bi-annual auction.
ALTERNATIVES ANALYZED
The City Council may:
- Approve the purchase of the 11 vehicles from Bison Ford; or,
- Disapprove the purchase of the 11 vehicles from Bison Ford and require BPD to issue a formal call for sealed bids, delaying the procurement by at least 8 months.
FINANCIAL IMPACT
Nine police replacement vehicles are budgeted in the FY 2020 Equipment Replacement Fund budget. Two vehicles were totaled in accidents and will be paid from the City's Insurance Fund.
RECOMMENDATION
Staff recommends that the City Council approve the purchase of eleven (11) 2020 Ford Interceptor SUV vehicles from Bison Ford in the amount of $395,580.68.