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APPROVE MOTION FOR THE PURCHASE OF VARIOUS POLICE VEHICLES AND Authorize Contract Change Order No. 5 FOR the police department and city VEHICLE Up-Fitting
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
2. Approve the use of a Leveraged Purchasing Agreement through the State of California, Department of General Services, Contract No. 1-22-23-14C, in the amount of $1,841,418.88, with Folsom Lake Ford of Folsom, CA, for the purchase of 32 police interceptors.
3. Approve the use of a Leveraged Purchasing Agreement through the State of California, Department of General Services, Contract No. 1-22-23-30, in the amount of $182,895.56, with Long Beach BMW Motorcycles of Long Beach, CA, for the purchase of four police BMW motorcycles.
4. Authorize Contract Change Order No. 5, in the amount of $1,260,000, with Stommel, Inc. dba Lehr Auto Electric of Sacramento, CA, for the Police Department and City Vehicle Up-Fitting, Project No. OM-23-022, bringing the contract total to $7,628,083.91.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
Public Works is responsible for maintaining the City’s fleet of vehicles and equipment, including police vehicles. Staff recommends the replacement purchase of 32 police interceptors and four police BMW motorcycles utilized by the Police Department (Attachment A). The proposed replacement units have surpassed their stated life cycles for performance and efficiency of five years and/or 100,000 miles, or are non-operational due to a motor vehicle accident or mechanical failure. Using Leveraged Purchasing Agreements (LPAs) will allow for the procurement of vehicles, meeting the needs of the Police Department.
These LPAs are available to California State and local government agencies to streamline the procurement process and take advantage of volume purchasing. LPA contracts have been competitively bid, reviewed, evaluated, and recommended to the State of California for consideration of award. The specifications for the police interceptors and police BMW motorcycles available through the State of California meet the City’s requirements for their equipment type.
Additionally, on March 7, 2023, by Motion No. 2023-03-07-1206, Council awarded a multi-year Service Contract, in the amount of $2,158,045.80, to Stommel, Inc. dba Lehr Auto Electric of Sacramento, CA, for the Police Department and City Vehicle Up-Fitting, Project No. OM-23-022. To date, four Contract Change Orders (CCOs) have been executed. The CCOs were needed to provide additional funding for the up-fitting of police vehicles. Council approval is required for CCO No. 5, in the amount of $1,260,000, as the cumulative amount of CCO Nos. 1 through 4 will exceed the administrative change order authority allowed under the existing contract.
It is recommended that Council approve a motion authorizing the City Manager to execute two LPAs through the State of California, Department of General Services (DGS), with Folsom Lake Ford of Folsom, CA, in the amount of $1,841,418.88, for the purchase of 32 police interceptors (Attachment B) and with Long Beach BMW Motorcycles of Long Beach, CA, in the amount of $182,895.56, for the purchase of four police BMW motorcycles (Attachment C).
It is also recommended that Council approve a motion to authorize CCO No. 5, in the amount of $1,260,000, with Stommel, Inc. dba Lehr Auto Electric of Sacramento, CA, for the Police Department and City Vehicle Up-Fitting, Project No. OM-23-022 (Attachment D). The revised contract amount will be $7,628,083.91.
DISCUSSION
Background
Public Works is responsible for maintaining the City’s fleet of vehicles and equipment, including police vehicles. The City’s replacement criteria for police interceptors, police BMW motorcycles, and other marked patrol vehicles is five years and/or 100,000 miles. Adherence to this standard replaces equipment before routine failures and breakdowns occur, reducing the demand for extensive mechanical repairs. The replacement standard increases the resources available for preventative maintenance and is critical to the availability and performance of all fleet equipment, which includes all public safety and emergency response vehicles.
The Fiscal Year (FY) 2026-27 replacement budget for the Fleet Internal Service Fund (ISF) Equipment Acquisition account includes funding to replace 32 marked police interceptors and four police BMW motorcycles utilized by the Police Department. Public Works’ staff have identified 32 police interceptors and four police BMW motorcycles that exceed the age and/or mileage criteria, have recurring mechanical or operational problems, and/or are non-operational due to a motor vehicle accident. A total of 36 units is recommended for replacement (Attachment A). All vehicles being replaced will be removed from the fleet and sold at public auction.
On March 7, 2023, by Motion No. 2023-03-07-1206, Council awarded a multi-year Service Contract, in the amount of $2,158,045.80, to Stommel, Inc., dba Lehr Auto Electric of Sacramento, CA, for the Police Department and City Vehicle Up-Fitting, Project No. OM-23-022. To date, four CCOs have been executed. The CCOs were needed to provide additional funding for the up-fitting of police vehicles. Up-fitting for the 32 new Police Interceptors has been budgeted for FY 2026-27.
Present Situation
The use of LPA contracts streamlines the procurement process and takes advantage of volume purchasing. LPA contracts have been competitively bid, reviewed, evaluated, and recommended to the State of California for consideration of award. The use of these contracts is optional and is available to California State and local government agencies.
It is recommended that Council approve a motion authorizing the City Manager to execute two LPAs through the State of California, DGS, with Folsom Lake Ford of Folsom, CA, in the amount of $1,841,418.88, for the purchase of 32 police interceptors (Attachment B) and with Long Beach BMW Motorcycles of Long Beach, CA, in the amount of $182,895.56, for the purchase of four police BMW motorcycles (Attachment C).
It is also recommended that Council approve a motion to authorize CCO No. 5, in the amount of $1,260,000, with Stommel, Inc. dba Lehr Auto Electric of Sacramento, CA, for the Police Department and City Vehicle Up-Fitting, Project No. OM-23-022 (Attachment D). The revised contract amount will be $7,628,083.91.
Findings
Pursuant to Stockton Municipal Code section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. Proposed findings for the LPAs include:
1. The State of California, DGS, established LPAs with Folsom Lake Ford and Long Beach BMW Motorcycles to provide access to preferential pricing for vehicles.
2. The LPAs with Folsom Lake Ford and Long Beach BMW Motorcycles were established pursuant to a formal competitive bidding process conducted by the State of California, DGS, on behalf of its governmental members, of which the City is one.
3. Taking advantage of the LPAs negotiated by the State of California will save the administrative expense of City staff conducting separate procurements.
4. The specifications for the replacement equipment available through the State of California, DGS, contracts meet the City’s requirements for their equipment type.
FINANCIAL SUMMARY
There are sufficient funds available in the Public Works FY 2026-27 Fleet ISF, Equipment Acquisition Account No. 4530-718-800004-500-000-00-45, to award two LPAs to Folsom Lake Ford, in the amount of $1,841,418.88, for the purchase of 32 police interceptors, and to Long Beach BMW Motorcycles, in the amount of $182,895.56, for the purchase of four police BMW motorcycles. There is also sufficient funding for the issuance of CCO No. 5 to Stommel, Inc., dba Lehr Auto Electric, in the amount of $1,260,000, for the Police Department and City Vehicle Up-Fitting, Project No. OM-23-022.
Attachment A - Vehicle Replacement List
Attachment B - LPA with Folsom Lake Ford
Attachment C - LPA with Long Beach BMW Motorcycles
Attachment D - CCO No. 5 with Stommel, Inc. dba Lehr Auto Electric