Meeting Date: August 19, 2014
Agenda Item #2. City Council Authorize Acceptance of U.S. Department of Agriculture (USDA) Rural Development Grant and Purchase of Two New Police Vehicles.
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AGENDA ITEM: City Council Authorize Acceptance of U.S. Department of Agriculture (USDA) Rural Development Grant and Purchase Two New Police Vehicles
MEETING DATE: August 19, 2014
PREPARED BY: Ruben Chavez, Chief of Police
REVIEWED BY: Jose Antonio Ramirez, City Manager
Staff recommends that the City Council accept the U.S. Department of Agriculture (USDA) grant to fund the purchase of two new police vehicles.
The Police Department’s marked police vehicle fleet currently consists of nine Ford Crown Victorias. Of these vehicles, two are assigned to the School Resource Officers (SRO) and one is used as a spare vehicle and is additionally mounted with a trailer hitch to deploy the radar trailers and other police related trailers.
There are six vehicles shared by patrol officers to perform their duties. The Department received two new police vehicles two years ago from the U.S. Department of Agriculture to replace two aging vehicles.
There are currently two police vehicles in the fleet that need replacing with over 100,000 miles of use. These vehicles Units 3 and 5 were also identified by the City mechanic Jesus Chavez as in need of replacement due to high maintenance costs.
The Department is in desperate need to replace these vehicles and have researched all available sources of funding. Two years ago, the Department submitted an application with the U.S.D.A. for any future funding for two new police vehicles. The USDA recently contacted the Police Department to advise that funding in the amount of $22,000 was now available if the Department had not yet met the request from other sources.
The Department affirmed the request and submitted four new quotes for police vehicles as the old quotes were for Crown Victorias which are no longer available. The new quotes consisted of Ford Police Interceptors and a Chevrolet Caprice. The vehicles are quoted separately and with the police package and all the associated accessories. The acquisition of these two vehicles would provide the Department the ability to meet public safety’s transportation needs for several years to come.
The total costs of the vehicles are estimated at $96,302. The USDA would fund a matching grant in the amount of $22,000. This would be applied towards the total amount of the vehicles or 22.8% of the purchase. The City’s matching obligation would be $74,302.89 or 77.2% of the purchase.
The Department plans to use the City’s Police Development Impact Fees (PDIF) which are designed as a public safety funding source. The PDIF budget must be utilized within five years of collection to ensure fiscal responsibility.
The Department has received four vehicle quotes, however, would like to ensure the vehicles are provided at the lowest price. One dealer quoted a 2014 Ford Police Interceptor while the other quoted a 2015 version of the same vehicle. The last quote was for a different type of vehicle to allow staff to work collaboratively with the patrol staff. Staff would like the opportunity to negotiate the best vehicle that meets the needs of the Department while keeping the matching ratio percentages consistent.
There will likely be a reduction in maintenance costs due to the replacement of aged and high mileage vehicles. As previously described, the City’s matching portion would not exceed $74,302 or 77.2% of the purchase.
The Police Development Impact Fees would be utilized for the matching funds. The quotes are for both vehicles only and also comprehensive to outfit both vehicles using new accessories as well as removing and installing the radio, unitrol, and other equipment from the old vehicles to the new ones.
There is one quote for the outfitting of vehicles which can be utilized for the each vehicle.
1. Wonderies Fleet Group National Auto Fleet Group quote at $27,662 per vehicle without outfitting
2. Razzari Ford Mazda quote at $39,585 per vehicle
3. Downtown Ford quote at $23,026 for sedan and $26,603 for AWD without outfitting
4. Chase Chevrolet quote at $32, 134.39 net for sedan
5. Emergency Vehicle Outfitters quote at $18,311.65 per vehicle to outfit