TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Anthony Conrad, Police Chief
PREPARED BY: Dawnn Jackson, Management Analyst - Administration
SUBJECT:
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Delayed Purchase and Upfitting of Police Vehicles from FY 2022/23 Budget
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RECOMMENDATION
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Approve the purchase of three police vehicles from Phil Long Dealerships, Inc.; and
Approve an additional appropriation of $15,641.67 from the Supplemental Law Enforcement Fund (Fund 411) for this purchase in the Fiscal Year 2023/24 Operating Budget.
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PRIOR ACTION/VOTE
On June 1, 2021, the City Council approved Resolution 21-4405, adopting the City’s Operating Budget for Fiscal Years 2021/22 and 2022/23 (Vote 5-0).
On February 7, 2023, the City Council approved the purchase of eight police vehicles and the associated purchase and installation of emergency equipment (Vote: 5-0).
On June 6, 2023, the City Council approved Resolution No. 23-4671, adopting the City’s Operating Budget for Fiscal Years 2023/24 and 2024/25 (Vote: 4-0-1).
On December 5, 2023, the City Council approved the amendment of the Fiscal Year 2023/24 Operating Budget to include the Fiscal Year 2022/23 Rollovers and appropriate the Unassigned Fund Balance (Vote 5-0).
CITY COUNCIL GOAL
Provide a high level of innovative public safety.
BACKGROUND
On February 7, 2023, the City Council authorized the Murrieta Police Department (PD) to purchase eight police vehicles from 72-Hour LLC and upfit them with American Emergency Products (AEP). After this approval, the PD ordered eight (8) 2023 Ford Explorer EcoBoosts from 72-Hour LLC. Unfortunately, due to a shortage of Ford Explorer EcoBoosts, the PD has still not received any of these vehicles, and we have now been informed that 72-Hour LLC can only guarantee five (5) of the eight (8) requested vehicles. Even though the five (5) vehicles we expect to receive from 72-Hour LLC will now be 2024 models, 72-Hour LLC has agreed not to increase the purchase price. However, this has forced the PD to find other dealerships that can supply three Ford Explorers to complete our fleet purchase for FY 2022/23.
Phil Long Ford dealership of Denver (Phil Long) supplies Ford Explorers to the County of Riverside Sheriff’s Department and is a part of The Interlocal Purchasing System (TIPS), which is a government cooperative purchasing program. Phil Long has confirmed they have three (3) 2024 Ford Explorer EcoBoosts that they will hold and ship to Murrieta PD. The per-unit purchase price of $54,511.06 was approved on February 7, 2023. The three (3) vehicles from Phil Long will cost $56,974.13 each, which includes taxes and transport (Attachments 1-2). The total additional cost of $7,389.21 is needed to purchase the three (3) remaining vehicles.
Due to the change in the model of these three (3) vehicles, the upfitting costs have also increased by $2,750.82 per unit (Attachment 3). This will result in a total additional cost of $8,252.46 to upfit these vehicles.
Section 3.08.295 of the Municipal Code authorizes the City to join with other public and quasi-public agencies in a cooperative purchasing program for the purchase of supplies, services, and/or equipment from a vendor at a price established by another public agency when the other public agency has made its purchase in a competitive manner. Police staff have confirmed that the above-requested procurements and associated agreements comply with the Municipal Code provisions.
FISCAL IMPACT
Staff requests that the City Council approve an additional appropriation of $15,641.67 from 411 the Supplemental Law Enforcement Fund (Fund 411) in the FY 2023/24 Operating Budget account 4110030-71060 (vehicles) to cover the additional cost of the vehicles. $163,533.18 is available in the General Fund 1103120-71060 operating budget account for the remainder of the purchase costs.
ATTACHMENTS
1. Quote from Phil Long of Denver ref. TIPS contract
2. TIPS Contract
3. Updated Upfitting Quote from AEP