CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the applicable provisions of the Naperville Procurement Code in order to award Procurement 22-249, Police Patrol Vehicle Replacements (Units 164 and 188 Dodge Charger sedans), Sutton Ford for an amount not to exceed $77,946 (requires 6 positive votes)
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BACKGROUND:
Units 164 and 188 were reviewed and approved by the Fleet Economic Committee and Fleet Services Manager for replacement in the 2022 budget. Vehicles are scored for replacement based on four criteria: age, usage, condition and repair costs. Recommending a vehicle for replacement requires a score of 23.0 or greater. Unit 164 scored 29.28 and Unit 188 scored 29.97.
Unit 164 (2017 Dodge Charger PPV sedan) had catastrophic engine failure and was removed from service. A recently retired unit has been serving as reserve until we are able to replace the unit.
Unit 188 ( 2016 Dodge Charger PPV sedan) is assigned to the Police Department - Patrol Division and used daily for patrol and police emergency response.
Staff planned to replace the units with Dodge Charger PPV sedans, however Dodge has not yet renewed cooperative contracts with Sourcewell or the Suburban Purchasing Cooperative. Therefore, there are with no in-stock units available at dealerships under cooperative contract pricing.
Moving forward, the City will phase the Dodge Charger PPV sedan out of the fleet to reduce overall costs and replace them with Ford Interceptor Utility Hybrid units.
DISCUSSION:
Staff contacted three dealerships and only Sutton Ford has 24 units on order with assigned build dates. Due to unprecedented nationwide lack of inventory coupled with high market demand, the dealership requires a Purchase Order to reserve units for customers.
The units on order are similar in specification to the City’s standard specification, with the exception that they are gasoline, rather than hybrid.
The vehicles have build dates in September and should be delivered within three months.
Sutton Ford has quoted $38,973 each for the two units as specified, for a total cost of $77,946. Retail price for the units is $40,560 each. Total discount is $1,587 per unit.
Approval of the award requires a Waiver of Section 1-9B-4 (Methods of Source Selection) of the Naperville Procurement Code because the recommended process is not one of the enumerated methods under the Code.
FISCAL IMPACT:
CIP#: VEH002
Police Department vehicle replacements are expensed to the Vehicles and Equipment account below. The department budgeted $97,400 for Unit 164 and Unit 188 replacements in 2022. The requested award of $77,946 is within the amount budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
21212200-551505 |
Capital Projects Fund |
$558,200 |