HomeMy WebLinkAbout5P 2019 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: SEPTEMBER 17, 2018
AGENDA #: 5P
PREPARED BY: JASON WEDEL, PUBLIC WORKS DIRECTOR/CITY ENGINEER
PRESENTED BY: JASON WEDEL
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE
PRUCHASE OF THREE POLICE INTERCEPTOR UTILITY VEHICLES
GOAL AREA AND
OBJECTIVE:
DISCUSSION:
Public Safety
1. Ensure a safe and quality built environment.
Introduction
The purpose of this agenda item is to seek City Council approval to
purchase three 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 not placed by September 21, 2018 the City will
not be able to obtain these vehicles in 2019.
The impact for the City is twofold: 1. As police vehicles age they become
less nimble, dependable and more expensive to retain: 2. W e use the old
police vehicles for our seasonal workers instead or renting or providing
mileage allowances. If the old vehicles are not available because the
new orders are delayed that will put additional burden on both our police
department and our public works department.
We will take delivery in 2019 and as such they will be considered a 2019
budget expenditure.
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Current Circumstances
For 2019 there are three patrol squads programmed to be replaced that
require council approval (>$20,000)
Existing:
Unit #116, a Ford SUV
Unit #316, a Ford SUV
Unit #1014, an unmarked Ford sedan
Replaced with:
Three Ford Interceptor SUVs
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
2-2019 Ford Police
interceptor Utility
(marked)
State Bid $27,909 x 2 $5,333 x 2 $66,484
1- 2019 Fold Police
Interceptor Utility
(unmarked)
State Bid $27,909 $5,333 $33,242
Total for 3 vehicles $99,725
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 City has been informed that all orders for 2019 need
to be submitted by September 21, 2018 to ensure delivery in 2019.
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 will be approving the 2019 budgets and tax levy later this
year. The authorization for purchase of the three squads in this agenda
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item will obligate the City to the purchase of these vehicles in 2019 and
will therefore need to be included in the approved 2019 CIP.
The draft 2019 Equipment Replacement Plan (ERP) and Revolving
Equipment Fund as presented to the City Council in past work sessions
included $99,725 for the replacement of the 3 squads including the lights
and safety equipment. The replacement cost for the fleet purchases as
proposed are consistent with what was presented to the City Council
previously.
ALTERNATIVES: 1. Approve a resolution as part of the consent agenda authorizing
the purchase of the three proposed vehicles and appurtenant
equipment and disposal of the existing equipment as detailed in
this report.
2. Remove this item from the consent agenda for additional
discussion.
RECOMMENDED
MOTION:
Alternative #1.
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 18-___
A RESOLUTION AUTHORIZING THE PURCHASE OF THREE POLICE INTERCEPTOR
UTILITY 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 2019 Equipment Replacement Plan contemplates the replacement of three police
squads with three Police Interceptor Utility Vehicles; and
WHEREAS, The 2019 Equipment Plan programmed $99,725 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 #116, Unit #316 and Unit #1014
3. Staff is authorized to purchase three 2019 Ford Police Interceptors through the State Cooperative
Venture for an amount of $99,725 by 9/21/2018.
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 17th day of September 2018
VOTE Briggs McGuire Thompson Braid Burkart
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
______________________________
Frank Boyles, City Manager