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AGENDA ITEM REVIEW FORM |
7.B.
Regular City Council Meeting
- Meeting Date:
- 07/09/2025
- Department Head:
- Nigel Reynoso
- Submitted By:
- Nigel Reynoso, Chief of Police, Police Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding authorization to purchase one (1) new fully marked and equipped 2025 Chevrolet 1500 Silverado Police vehicle using the Arizona Department of Homeland Security Operation Stonegarden Grant Program Equipment funds. (Damian Miller, Lieutenant)
SUMMARY:
Purchase of Vehicle
The City of San Luis Police Department is seeking approval for the purchase of one (1) new fully equipped and marked 2025 Chevrolet 1500 Silverado Police vehicle. The fully marked and equipped vehicle will be assigned for Operation Stonegarden deployments, as awarded by the Arizona Department of Homeland Security Operation Stonegardent Grant Program Equipment, #OPSG-240431-02. Order No. 2025-02, an Intergovernmental Agreement, was presented and approved by the City Council on February 12, 2025.
The vehicle will be purchased from Chapman Chevrolet of Yuma, AZ, which has provided a bid of $57,415.00 for the 2025 vehicle, including tax. We have obtained a second quote from Earnhardt Chevrolet in Queen Creek, AZ, for $ 63,384.22 and a third quote from Courtesy Chevrolet in Phoenix, AZ, for $56,253.63 for a 2026 model. The quote from Courtesy Chevrolet, although less than Chapman Chevrolet, is for a 2026 model that will need to be ordered since they can not obtain a 2025 model. We are requesting to purchase the vehicle from Chapman Chevrolet as it is available now and held locally, saving the cost and time to pick it up. We contacted other dealerships, and none were able to provide a quote for the same model.
Purchase of Equipment to up-fit Vehicles
The equipment and upfit will be provided and installed by Waltz Outfitting LLC using the City of Chandler Contract #PD5-055-4859, which provides a cost reduction from the state dealership contract. The bid provided is $31,440.89 to fully equip the vehicle, including tax. The total amount for the vehicle, equipment, and installation totals $88,855.89.
Total Purchase
Funds were budgeted for Fiscal Year 2025-2026 based on the awarded OPSG 230432-01 Grant, totaling $83,000.00. The San Luis Police Department will receive $57,415.00 in vehicle reimbursement and $25,585.00 in equipment and installation reimbursements. There are insufficient funds to cover the total cost of the equipment and installation, as the purchase of the vehicle ($57,415.00) increased from when we originally applied for the grant. We are requesting to use funds from the General Fund of the Mobile Digital Computer Replacement (LBS Grant) to cover the additional amount needed for this purchase. The additional amount needed will be $6,000.
San Luis City Code Purchasing
The equipping of the vehicle comes under the San Luis City Code-Purchasing, Section 3.05.090 Cooperative Purchasing, since it is using the City of Chandler Contract.
Since the quote from Chapman Chevrolet is lower than the second vendor quote and no other dealership has a vehicle available in order to meet the OPSG agreement, we will be asking the City Council to waive the formal purchase procedures under the San Luis City Code-Purchasing, Section 3.05.010 (F), so we can continue with the purchase.
The City of San Luis Police Department is seeking approval for the purchase of one (1) new fully equipped and marked 2025 Chevrolet 1500 Silverado Police vehicle. The fully marked and equipped vehicle will be assigned for Operation Stonegarden deployments, as awarded by the Arizona Department of Homeland Security Operation Stonegardent Grant Program Equipment, #OPSG-240431-02. Order No. 2025-02, an Intergovernmental Agreement, was presented and approved by the City Council on February 12, 2025.
The vehicle will be purchased from Chapman Chevrolet of Yuma, AZ, which has provided a bid of $57,415.00 for the 2025 vehicle, including tax. We have obtained a second quote from Earnhardt Chevrolet in Queen Creek, AZ, for $ 63,384.22 and a third quote from Courtesy Chevrolet in Phoenix, AZ, for $56,253.63 for a 2026 model. The quote from Courtesy Chevrolet, although less than Chapman Chevrolet, is for a 2026 model that will need to be ordered since they can not obtain a 2025 model. We are requesting to purchase the vehicle from Chapman Chevrolet as it is available now and held locally, saving the cost and time to pick it up. We contacted other dealerships, and none were able to provide a quote for the same model.
Purchase of Equipment to up-fit Vehicles
The equipment and upfit will be provided and installed by Waltz Outfitting LLC using the City of Chandler Contract #PD5-055-4859, which provides a cost reduction from the state dealership contract. The bid provided is $31,440.89 to fully equip the vehicle, including tax. The total amount for the vehicle, equipment, and installation totals $88,855.89.
Total Purchase
Funds were budgeted for Fiscal Year 2025-2026 based on the awarded OPSG 230432-01 Grant, totaling $83,000.00. The San Luis Police Department will receive $57,415.00 in vehicle reimbursement and $25,585.00 in equipment and installation reimbursements. There are insufficient funds to cover the total cost of the equipment and installation, as the purchase of the vehicle ($57,415.00) increased from when we originally applied for the grant. We are requesting to use funds from the General Fund of the Mobile Digital Computer Replacement (LBS Grant) to cover the additional amount needed for this purchase. The additional amount needed will be $6,000.
San Luis City Code Purchasing
The equipping of the vehicle comes under the San Luis City Code-Purchasing, Section 3.05.090 Cooperative Purchasing, since it is using the City of Chandler Contract.
Since the quote from Chapman Chevrolet is lower than the second vendor quote and no other dealership has a vehicle available in order to meet the OPSG agreement, we will be asking the City Council to waive the formal purchase procedures under the San Luis City Code-Purchasing, Section 3.05.010 (F), so we can continue with the purchase.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE THE PURCHASE OF ONE (1) NEW 2025 CHEVROLET 1500 SILVERADO POLICE VEHICLE, FOR A TOTAL AMOUNT NOT TO EXCEED $92,000.00 AND TO WAIVE THE PURCHASE PROCEDURE UNDER THE SAN LUIS CITY CODE SECTION 3.05.010 (F) FOR THE REASONS EXPLAINED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- State
- TOTAL:
- $57,415.00
- BUDGETED AMOUNT:
- $83,000.00
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- Capital Outlay-Equipment/250-181-90000.194/$57,415.0
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
The expense will be made using account 250-181-90000.194. The total amount for the vehicle purchase is $57,415.00. Funds were budgeted for Fiscal Year 2025-2026 based on the awarded OPSG 230432-01 Grant, totaling $83,000.00. The San Luis Police Department will receive $57,415.00 in vehicle reimbursement.
The account numbers for this purchase will be 250-181-90000.194.
The account numbers for this purchase will be 250-181-90000.194.
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- State
- TOTAL:
- $31,440.89
- BUDGETED AMOUNT:
- $83,000.00
- AVAILABLE AMOUNT TO TRANSFER:
- $6,000.00
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- Capital Outlay-Equipment/250-181-90000.194/$25,585.00 &100-999-90000/$6,000.00
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
The expense will be made using account 250-181-90000.194. The total amount for the purchase of the equipment and installation is $31,440.89. Funds were budgeted for Fiscal Year 2025-2026 based on the awarded OPSG 230432-01 Grant, totaling $83,000.00. The San Luis Police Department will receive $25,585.00 in equipment and installation reimbursements.
There are insufficient funds to cover the total cost of the equipment and installation, as we are also purchasing the vehicle ($57,415.00). We are requesting to use funds from the General Fund of the Mobile Digital Computer replacement (LBS Grant) to cover the additional amount needed for this purchase. The additional amount needed will be $6,000.
The account numbers for this purchase will be
250-181-90000.194 - $25,585.00
100-999-90000 - $6,000.00
There are insufficient funds to cover the total cost of the equipment and installation, as we are also purchasing the vehicle ($57,415.00). We are requesting to use funds from the General Fund of the Mobile Digital Computer replacement (LBS Grant) to cover the additional amount needed for this purchase. The additional amount needed will be $6,000.
The account numbers for this purchase will be
250-181-90000.194 - $25,585.00
100-999-90000 - $6,000.00
Attachments
- OPSG & SLPD Agreement
- Chapman Proposal
- Earhardt Chevrolet Proposal
- Courtesy Chevrolet Proposal
- Waltz Outfitting Estimate
- Agreement letter between Waltz Outfitting & City of Chandler