HomeMy WebLinkAbout5E 2018 Fleet Purchases - Squads Report
Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: DECEMBER 11, 2017
AGENDA #: 5E
PREPARED BY: JASON WEDEL, PUBLIC WORKS DIRECTOR/CITY ENGINEER
PRESENTED BY: JASON WEDEL
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE
PURCHASE OF THREE POLICE INTERCEPTOR UTILITY VEHICLES
AND ONE POLICE INTERCEPTOR SEDAN
DISCUSSION: Introduction
The purpose of this agenda item is to seek City Council approval to
purchase four police vehicles.
History
In 1998 the Equipment Replacement Plan was created as a budgeting tool
to assist in financial planning for major expenditures and to help moderate
the annual fleet replacement budget. The goal is to replace the equipment
in a timely and cost-effective manner.
Annually the plan is reviewed and updated based on the current condition
of the City’s fleet and adopted by the City Council as part of the Capital
Improvement Program. The purchases for the coming year are
incorporated into the annual budget requests and adopted by Council in
December. As per state statute, all purchases over $20,000 are brought
back to Council for final purchase authorization.
It has been our practice to authorize vehicle purchases early in the new
budget year. However, in an effort to get our order in as early as possible
and avoid extensive delays we are requesting City Council approval of this
order. If the order is placed in January, many of the other governmental
agencies throughout the state will be placing their orders at the same time.
This combination of orders can result in additional delays of three to four
months for delivery.
The impact for the City is that we use the old police vehicles for our
seasonal workers until they are auctioned. If the old vehicles are not
available because the new orders are delayed that will put additional
burden on our public works department.
We will take delivery in 2018 and as such they will be considered a 2018
budget expenditure.
2
Current Circumstances
For 2018 there are three patrol squads programmed to be replaced and
one additional squad purchased for new position that require council
approval (>$20,000)
Existing:
Unit #214, a Ford SUV
Unit #514, a Dodge Charger
Unit #615, a Ford SUV
Replaced with:
Three Ford Interceptor SUVs
Ford Interceptor Sedan (additional vehicle for new position)
Since the retirement of the Ford Crown Victoria, the City has been
standardizing on the Ford Utility Vehicle for use as patrol squads. This
standardization provides for a couple of efficiencies. First, the officers can
easily transition from squad to squad where equipment and controls are
found in the same place. This is especially important during emergency
operations not only with the placement of the controls but the handling of
the vehicle itself. Second, the lights and other safety equipment generally
have a life span two to three times that of the squad itself. With
standardization, the old equipment generally fits the new squad so it allows
it to be reused for two to three replacement cycles.
Squads can only be purchased through the State of Minnesota
Cooperative Purchasing Venture (CPV). Note that the old squads will be
retained for the summer months to be used by our 25+ seasonal Public
Works staff and then sold at auction in the fall with little to no loss in
residual value.
Police Vehicle Purchases 2018 Budget Allotment: $
Make, Model Vendor Base Vehicle Appurtenant
Equipment
Total Equipment
Cost
2-2018 Ford Police
interceptor Utility
(marked)
State Bid $28,682.45 x 2 $5,333 x 2 $68,030.90
1- 2018 Fold Police
Interceptor Utility
(unmarked)
State Bid $29,007.45 $5,333 $34,340.45
1- 2018 Fold Police
Interceptor Sedan
State Bid $25,916.45 $5,333 $31,249.45
Total for 4 vehicles $133,620.80
Conclusion
The Council is being asked to authorize the purchase of the base vehicles
and the disposal of the old equipment.
ISSUES: The Ford Interceptor Utility Vehicles have a short window at which they are
available. The sooner we can order the vehicles the sooner in the
production schedule they will be. Once we receive the squads it takes
3
another 2-4 weeks to build-out and have them ready for service. Ideally
the new squads would be available for use mid to late May so the old
squads are available for the summer seasonal employees.
FINANCIAL
IMPACT:
The Council approved the 2018 budgets and tax levy as part of the
December 4, 2017 city council agenda. This authorization for purchase of
the four squads is in accordance with the 2018 budget as presented for the
fleet replacement program as approved in the 2018 CIP.
The 2018 Equipment Replacement Plan (CIP) and the 2018 Revolving
Equipment Fund budgeted $163,800 for the replacement of the 4 squads
including the lights and safety equipment. The replacement cost for the
proposed fleet purchases are actually $133,620.80 which is within the 2018
budgeted amount.
ALTERNATIVES: 1. Motion and second to approve a resolution as part of the consent
agenda authorizing the purchase of the four proposed vehicles and
equipment and disposal of the existing equipment as detailed in this
report.
2. Motion and second to remove this item from the consent agenda for
additional discussion.
RECOMMENDED
MOTION:
Alternative #1.
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 17-___
A RESOLUTION AUTHORIZING THE PURCHASE OF THREE POLICE INTERCEPTOR
UTILITY VEHICLES, ONE POLICE INTERCEPTOR SEDAN AND DISPOSAL OF USED
VEHICLES
Motion By: Second By:
WHEREAS, Each year the City Council adopts an Equipment Replacement Plan as part of the Capital
Improvement Program (CIP); and
WHEREAS, The 2018 Equipment Replacement Plan contemplates the replacement of three police
squads with three Police Interceptor Utility Vehicles as well as the addition of one Police
Interceptor Sedan; and
WHEREAS, The 2018 Equipment Plan programmed $163,800 for the replacement of these vehicles and
appurtenant equipment and;
WHEREAS, Quotes were received through the Minnesota Cooperative Purchasing Venture and
are incorporated in the agenda report.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. Staff is authorized to dispose of Unit #214, Unit #514 and Unit #615
3. Staff is authorized to purchase three 2018 Ford Police Interceptor utility vehicles and one Ford Police
Interceptor Sedan through the State Cooperative Venture for an amount of $133,620.80 by 12/31/2017.
4. Funds will be drawn from the Revolving Equipment Fund (410-42100.00-55550.00)
Passed and adopted by the Prior Lake City Council this 11th day of December 2017
VOTE Briggs McGuire Thompson Braid Burkart
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
______________________________
Frank Boyles, City Manager