COUNCIL COMMUNICATION
TO: Mayor and Council FROM: Maria DAndrea DEPARTMENT: Public Works DATE: March 18, 2019 Vehicle Purchase: Police Department Patrol Vehicles & Victim's SUBJECT: Assistance Vehicle
DESCRIPTION: Vehicle Purchase: Police Department Patrol Vehicles & Victim's Assistance Vehicle
RECOMMENDATION: Staff recommends approving a resolution to purchase five marked Dodge Chargers, one unmarked Dodge Charger, and one Dodge Grand Caravan, under the terms of the Sate of Colorado Price Agreement with Larry H. Miller Chrysler Dodge Jeep Ram 104th, at a total cost of $190,075.00.
PREVIOUS COUNCIL ACTION: N/A
SUMMARY: Staff is proposing to utilize the State of Colorado contract with Larry H. Miller Chrysler Dodge Jeep Ram 104th to purchase five (5) marked Dodge Chargers, one (1) unmarked Dodge Charger and one (1) Dodge Grand Caravan. The six Chargers will replace six existing vehicles within the Patrol Division. The Grand Caravan is an addition to the fleet (included in the 2019 budget) to be used by the Victim's Assistance group.
The State solicited bids in 2018 and awarded contracts to vendors to provide various vehicles. The State contract allows for the purchase of vehicles by other government agencies. The marked Chargers cost $27,990 each, the unmarked Charger costs $27,746, and the Grand Caravan costs $22,379, for a total cost of $190,075.00. These costs are budgeted in the Capital Equipment Replacement Fund (CERF). Upfit costs (lights, siren, etc.) will be installed after delivery of the vehicles.
ANALYSIS: The City accounts for the replacement of capital equipment and vehicles in its Capital Equipment Replacement Fund (CERF). Equipment replacement is based on its average useful life. The 2019 budget includes funding for the planned replacement of various vehicles including several in the Police Department. The 2019 budget also includes funds to purchase an additional vehicle for the Victim's Assistance group.
The State of Colorado solicited bids in 2018 for various vehicles including patrol vehicles & minivans. The contract with Larry H. Miller Chrysler Dodge Jeep Ram 104th extends through November 2019. Six (6) existing vehicles will be replaced with six (6) new vehicles and one additional vehicle will be purchased. Five of the new vehicles will be similar to the replacement vehicles, (Chevrolet Caprices/Tahoe). The unmarked Charger will replace the existing Chevrolet Impala.
FINANCIAL IMPLICATIONS: The table below shows the budgeted costs, by vehicle, along with the respective actual costs. The difference in cost over the budgeted amount ($4,969.00) will be taken from the CERF fund balance. CERF budgeted costs are estimated so there is typically some overages as well as some savings for individual vehicles. Also, interest accrues and is available for variations between budgeted and actual costs. The current CERF fund balance is $3,353,687.
Vehicle Expected Planned Budget Purchase Budgeted Actual Unit # to be Vehicle Replacement Less Year Cost Cost Replaced Life Year Cost 2011 7440 Chevrolet 2011 7 yrs 2018 $22,218 $27,746 ($5,528) Impala 2013 7450 Chevrolet 2013 4 yrs. 2017 $27,388 $27,990 ($602) Tahoe 2013 7454 Chevrolet 2014 5 yrs. 2019 $28,875 $27,990 $885 Caprice 2013 7456 Chevrolet 2014 5 yrs. 2019 $28,875 $27,990 $885 Caprice 2013 7460 Chevrolet 2014 5 yrs. 2019 $28,875 $27,990 $885 Caprice 2014 7467 Chevrolet 2014 5 yrs. 2019 $28,875 $27,990 $885 Caprice Added N/A N/A N/A N/A $20,000 $22,379 ($2,379) Vehicle Total $185,106 $190,075 ($4,969)
A summary of the planned 2019 Police Department vehicle purchases is attached.
ALTERNATIVES: The alternative is to solicit bids from vendors for the purchase of these vehicles.
CONCLUSION: Staff recommends approving a resolution to purchase five marked Dodge Chargers, one unmarked Dodge Charger, and one Dodge Grand Caravan, under the terms of the Sate of Colorado Price Agreement with Larry H. Miller Chrysler Dodge Jeep Ram 104th, at a total cost of $190,075.00.
ATTACHMENTS: Resolution Contract Approval Summary Dodge Charger (marked) Bid Dodge Charger (unmarked) Bid Dodge Grand Caravan Bid State of Colorado Contract No. 113488 State of Colorado Contract No. 121836, Amendment No. 1 Dodge Charger Specifications 2019 Police Department Vehicle Purchase Summary RESOLUTION NO. _____ SERIES OF 2019
A RESOLUTION AWARDING A CONTRACT FOR THE PURCHASE OF ONE UNMARKED DODGE CHARGER, FIVE MARKED DODGE CHARGERS AND ONE DODGE GRAND CARAVAN UNDER THE TERMS OF THE STATE OF COLORADO PRICE AGREEMENT WITH LARRY H. MILLER CHRYSLER DODGE JEEP RAM 104th
WHEREAS, Section 4-1-3-1(C) of the Englewood Municipal Code 2000 allows for the purchase of commodities, supplies and equipment under any general bid or purchase contract of the United States Government, State of Colorado or other governmental jurisdiction at the prices, terms and conditions contained therein, when, in the opinion of the City Manager, the prices available to the City through such agreement are deemed to be the lowest and best price available to the City;
WHEREAS, the City of Englewood Police Department requires the replacement of six vehicles, scheduled for replacement in 2017, 2018, and 2019, and has determined that the replacement of these vehicles with one unmarked Dodge Charger, and five marked Dodge Chargers as well as the addition of one vehicle to the fleet, one Dodge Grand Caravan will best meet the needs of the special operations, detective and victim’s assistance units of the police department;
WHEREAS, the City, as a municipality, has the opportunity for a limited time to take advantage of the pricing offered under the State of Colorado Price Agreement 113488/121836, which is currently allowing local jurisdictions to take advantage of the pricing structure negotiated by the State through the cooperative bidding process;
WHEREAS, the funds for this purchase would come from the Public Works 2019 Capital Equipment Replacement Fund (CERF), 62-1001-61402, in the amount of $190,075.00;
WHEREAS, the cost of the unmarked Dodge Charger under the State agreement is $27,746.00, and the cost of the five marked Dodge Chargers under the State agreement is $27,990.00 each; and
WHEREAS, the cost of the Dodge Grand Caravan under the State agreement is $22,379.00. . NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, AS FOLLOWS:
Section 1. The Englewood City Council hereby authorizes the purchase of one unmarked Dodge Charger, five marked Dodge Chargers and one Dodge Grand Caravan Impala from Larry H. Miller Chrysler Dodge Jeep Ram 104th, in lieu of the internal competitive bid process, by using the State of Colorado Price Agreement 113488/121836 for a purchase in the total amount of $191,075.00, as set forth in the Larry H. Miller Chrysler Dodge Jeep Ram 104th proposal, attached hereto as Exhibit A.
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ADOPTED AND APPROVED this 18th day of March, 2019.
Linda Olson, Mayor ATTEST:
______Stephanie Carlile, City Clerk
I, Stephanie Carlile, City Clerk for the City of Englewood, Colorado, hereby certify the above is a true copy of Resolution No. _____, Series of 2019.
______Stephanie Carlile, City Clerk
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Contract Approval Summary
Contact Identification Information (to be completed by the City Clerk) ID number: Authorizing Resolution/Ordinance: Recording Information:
City Contact Information Staff Contact Person: Maria D’Andrea Phone: 303-762-2506 Title: Director of Public Works Email: [email protected]
Vendor Contact Information Vendor Name: Larry H. Miller Chrysler Dodge Vendor Contact: Mel Glover Jeep Ram 104th Vendor Address: 1800 W. 104th Ave. Vendor Phone: 720-240-2025 City: Thornton Vendor Email: [email protected] State: Colorado Zip Code: 80234- 3602
Contract Type Contract Type :Other (describe below) Description of ‘Other’ Contract Type: State of Colorado Contract #113488 and Amendment No. 1 (#121836)
Description of Contract Work/Services: Purchase and delivery of five (5) marked Dodge Chargers, one (1) unmarked Dodge Charger, and one (1) Dodge Grand Caravan
Attachments: ☒Contract -- ☐Original ☒Copy ☐Addendum(s) ☐Exhibit(s) ☐Certificate of Insurance
Summary of Terms: Start Date: March 2019 End Date: September 2019 Total Years of Term: 1 Total Amount of Contract for term (or estimated amount if based on item pricing): $190,075.00 If Amended: Original Amount Amendment Amount Total as Amended: $ $ $ Renewal options available: N/A
Payment terms (please Billed upon delivery describe terms or attach schedule if based on deliverables):
V10/25/2017 Page | 1 Contract Approval Summary
Attachments: ☐Copy of original Contract if this is an amendment ☒Copies of related Contracts/Conveyances/Documents
Source of funds:
CAPITAL ONLY CAPITAL & OPERATING EXPENSE A B C 1 = A-B-C Tyler / New Capital World Line Item Contract Budget Operating Year Project # / Task# Fund Division Object Description Budget Spent to Date Amount Remaining O 2019 62 1001 61402 Vehicles CERF $ 1,456,234.00 $ 167,212.00 $ 190,075.00 $ 1,098,947.00 $ - $ - Total by Fund and Current Year $ 1,456,234.00 $ 167,212.00 $ 190,075.00 $ 1,098,947.00
C 2020 $ - $ - $ - $ - O 2020 $ - $ - $ - $ -
Total by Fund and Next Year $ - $ - $ - $ -
Grand Total $ 1,456,234.00 $ 167,212.00 $ 190,075.00 $ 1,098,947.00
NOTES (if needed): For Operating Expense Line Item Detail, please review information provided in OpenGov. For Capital items, please review Attachment - Prior Month Project Status and Fund Balance Report
Process for Choosing Vendor: ☐Bid: ☐ Bid Evaluation Summary attached ☐ Bid Response of proposed awardee ☐RFP: ☐ RFP Evaluation Summary attached ☐ RFP Response of proposed awardee ☐Quotes: Copy of Quotes attached ☐Sole Source: Explain Need below ☒Other: Please describe
State of Colorado Contract #113488 and Amendment No. 1 (#121836)
V10/25/2017 Page | 2 , )/4*./éi. Chrysler Dodge Joan Ram 1043"‘ Driven By Your
October 22"“,2018
City of Englewood, CO Englewood Service Center 2800 S. Platte River Drive Eng1ewood,CO80110 Attn: Scott Edwards, Fleet Manager Re: 2019 Dodge Charger Patrol Vehicle
Scott,
Per our conversationon Friday the 19"‘,government price quote for a 2019 Dodge Charger Pursuit RWD, Pitch Black Clear Coat exterior, Black interior (cloth front bucket/vinyl rear bench): 1. Per CO State Agreement # 2019-O0000000O0O00—113488for the A7 Body; $32,246.00 2. Option# 129 (Small Hubcaps); $-16.00 3. Option# 626 (Delete State Patrol Option/)Removal of GFX items& Le? Post Spotlight; -$4,500.00 4. Option#811 (Rubber Floor Covering) RequiresOEM Mini Floor Console; $60.00 5. Add Left Post LED Spotlight; $200.00 Total, $27,990.00 FOB per unit
FOB is delivery to fleet service/maintenanceshop located in Englewood,
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CO. A
N Mel’Glov Fleet/Commercial Sales Director Larry H Miller Chrysler Dodge Jeep Ram 104th Direct:720-240-2025 Main: 303-469-1931 Email: [email protected]
1800 W 104"‘Avenue "‘ Thornton, CO80234 main : 303-469-1931 fax : 303-469-4107 1800 West 104th Avenue- Thornton, CO80234
main:3o3.469»193i -» (M1303-469-2520 Ln www.lhmdenver)eep.cum Chrysler Dodge Jeeg Rm» 104"’ Driven By You.
February 1*“,2019
City of Englewood,CO EnglewoodPolice Department 3615 South Elati Street Englewood,CO 80110 Attn: Vance Fender, Division Commander Re: 2019 Dodge Charger
Vance,
Per your email dated 01/31/2019, government pricequote for a 2019 Dodge Charger Pursuit, Maximum Steel exterior, Black cloth (front/rear) interior: 1. Per Co State Agreement# 2019-000-1 13488 for the A7 Body Code (Police Large Sedan RWD, 5.7L V8); $32,246.00 2. Option# 626 (Delete CSP Police Pkg. Option# 500, removes; lighting, carpet, OEM Patrol Wiring, Keeps the 5.7L V8 and other OEM options listed on Option#500**); —$4,500.00 Total, $27,746.00 FOB, 90 to 120 Days ARO
FOB is delivery to ?eet service/maintenanceshop locatedin Englewood,CO OR to Up?tter in the Denver metro area. **Contact dealer to conf ad itionalitemsbefore purchase order is
Mel Glover Fleet/Commercial Sales Director Lany H Miller Chrysler DodgeJeep Ram 104th Direct: 720-240-2025 Main: 303-469-1931 Email: [email protected]
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. WM «w.:mm,n.i.masm2:- 1800 West 10-iii] AvenueG Thornton, CO80234 E maln:303-4694931* lax: 303-4l39~2520 M,Ea \i:ww.Ihmdenvorjeeo.nom Gmysfer Dodge JeanRam 104"’ nriven By You.
February 1“,2019
City of Englewood,CO EnglewoodPoliceDepartment 3615 South Elati Street Englewood,CO 80110 Attn: Vance Fender, Division Commander Re: 2019 Dodge Caravan
Vance,
Per our phone conversation today, O2/O1/2019,govemment price quote fora 2019 Dodge Grand Caravan SE, Black Onyx Crystal Pearl coat, Black cloth interior: 1. Per Co State Agreement# 2019-000413488 for the DB Body Code (Minivan, 7 Passenger); $20,973.00 2. Option# 306 Auxiliary Heating (3 Zone Climate Control, Including Rear A/C & Heat); $565.00 3. Option# 658 Extra Keys/Remotes, totalof 4 withvehicle; $546.00 4. Option# 913 Rear Park Assist (Parksense Rear Park System); $295.00 Total, $22,379.00 FOB, 90 to 120 Days ARO
FOB is delivery to ?eet service/maintenanceshoplocatedin Englewood,CO OR to Up?tter in the . enver, etro area.
Fleet/Commercial Sales Director Lany H Miller Chrysler Dodge Jeep Ram 104th Direct: 720-240-2025 Main: 303-469-1931 Email:[email protected]
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Emma muoo>_uom Egg _o:mn_u_=...._:n.amuwm Egg _o.;m._~95 emuum Il| 55 B053 QZ< H..—D=._m_> AGU .=m=.—Xm— 35 >.uom_ mmmm muoo l\ ona_N_ mEU 53:52 _uu.=:oU _:uEu:uE< State.co.us Executive Branch Mail - Body Code A7 & A8 Dodge Charger Leo - DPA, Brenda Body Code A7 & A8 Dodge Charger 2 messages Risley - DPA, Amy Dear Mel, Body Code A7 & A8 Dodge Charger Please provide clarification on Option Code #626 Delete State Patrol Options. “N/A with option #540, must be noted on purchase order” means that if option #540 delete left spotlight is chosen and written on the purchase order than option code 626 does not apply – please confirm. Additionally, please verify the price listed of -$4,500.00 is accurate. Please reply Monday September 17 no later than 10 am. Thank you Amy Amy Risley, MBA, CPPB State Procurement Administrator State Purchasing & Contracts Office P 303-866-5663 1525 Sherman Street, 3rd Floor, Denver CO 80203 [email protected] | www.colorado.gov/osc/spo Interested in Colorado's Procurement Code Modernization? Visit us online for helpful resources to stay informed. Mel Glover Amy, Clarification for A7 & A8: 1. It's kind of vice versa in regards to Option# 540. If Option# 626 is selected then the credit for Option# 540 is not available because it is included with Option# 626. Option# 540 is a stand alone option and I didn't want anyone adding the credit for both together. So if someone want's just Option# 540 they select that. If they want Option# 540 & Option# 626 they only select #626. Because the left post spotlight is part of Option# 500 (which is part of standard bid price) I would file:///dpa-fs-01/.../State.co.us%20Executive%20Branch%20Mail%20-%20Body%20Code%20A7%20&%20A8%20Dodge%20Charger.html[9/18/2018 2:06:03 PM] State.co.us Executive Branch Mail - Body Code A7 & A8 Dodge Charger automatically remove the spotlight when Option# 626 is selected. 2. The -$4,500.00 credit for Option# 626 is correct. It's based on removing GFX items, the left post spotlight, and leaving the rest of the vehicle alone. However, if the intention of Option# 626 was/is to remove ALL of Option# 500, making the Police Charger a base/stripped down model, which I did not think it was, then the following additional credit is available: 1. A7; -$4,494.00. This still includes the 5.7L Hemi V8 because alternate engine is listed for Option# 291. So this would make the credit for Option# 626 -$8,994.00. 2. A8; -$4,154.00. So this would make the credit -$8,654.00. Hope this clears things up. Mel Mel Glover Fleet/Commercial Sales Director Larry H Miller Chrysler Dodge Jeep Ram 104th Thornton, CO 80234-3602 Direct: 720-240-2025 Main: 303-469-1931 Main Fax: 303-469-2520 Email: [email protected] From: Risley - DPA, Amy file:///dpa-fs-01/.../State.co.us%20Executive%20Branch%20Mail%20-%20Body%20Code%20A7%20&%20A8%20Dodge%20Charger.html[9/18/2018 2:06:03 PM] 2019 Planned Police Vehicle Purchases 2/25/2019 Planned Replacement Replacement Estimated Unit # Vehicle to be Replaced Year Budget Replacement Cost Budget Less Cost Chevy Traverse 7418 2008 Chevrolet Impala 2015 $19,037 $29,798 ($10,761) 7441 2011 Chevrolet Impala 2018 $22,218 $29,798 ($7,580) 7443 2012 Chevrolet Impala 2019 $22,382 $29,798 ($7,416) 7449 2013 Chevrolet Tahoe 2017 $41,888 $29,798 $12,090 $105,525 $119,192 ($13,667) Chevy Equinox 6351 2011 Ford Escape Hybrid 2019 $37,821 $24,010 $13,811 7413 2007 Chevy Trailblazer 2016 $26,741 $24,010 $2,731 $64,562 $48,020 $16,542 Sub-Total John Elway Chevrolet (Arapahoe County Contract) $170,087 $167,212 $2,875 Dodge Charger 7440 2011 Chevrolet Impala 2018 $22,218 $27,746 ($5,528) 7450 2013 Chevrolet Tahoe 2017 $27,388 $27,990 ($602) 7454 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7456 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7460 2013 Chevrolet Caprice 2019 $28,875 $27,990 $885 7467 2014 Chevrolet Caprice 2019 $28,875 $27,990 $885 $165,106 $167,696 ($2,590) Dodge Grand Caravan Addition $20,000 $22,379 ($2,379) Sub-Total Larry H Miller Chrysler Dodge Jeep Ram 104th $185,106 $190,075 ($4,969) Chevy Colorado 2373 2009 Ford F150 2017 $23,747 $26,452 ($2,705) Addition $24,452 $24,452 $0 Sub-Total Dellenbach Motors $48,199 $50,904 ($2,705) Chevy Tahoe 7451 2013 Chevrolet Tahoe 2017 $37,888 $37,533 $355 Chevy Impala 7464 2014 Chevrolet Impala 2019 $22,583 $21,022 $1,561 Sub-Total John Elway Chevrolet (State of Colorado Contract) $60,471 $58,555 $1,916 Total $463,863 $466,746 ($2,883) 2019 Planned Police Vehicle Purchases Contract No./ Unit # Quantity Contract Agency Addendum No. Vendor Chevy Traverse 4 Arapahoe County 15-60 John Elway Chevrolet Chevy Equinox 2 Arapahoe County 15-60 John Elway Chevrolet Dodge Charger 6 State of Colorado 113488/121836 Larry H Miller Chrysler Dodge Jeep Ram 104th Dodge Grand Caravan 1 State of Colorado 113488/121836 Larry H Miller Chrysler Dodge Jeep Ram 104th Chevy Colorado 2 State of Colorado 121815/127012 Dellenbach Motors Chevy Tahoe 1 State of Colorado 113483 John Elway Chevrolet Chevy Impala 1 State of Colorado 113483 John Elway Chevrolet Total 17