TO: ADAM PIRRIE, CITY MANAGER
FROM: AARON FATE, CHIEF OF POLICE
DATE: FEBRUARY 25, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH BLACK AND WHITE EMERGENCY VEHICLES FOR PATROL VEHICLE UPFIT (FUNDING SOURCE: MOTOR FLEET FUND)
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SUMMARY
The City Council previously authorized contracts with Fritts Ford and MK Smith Chevrolet for Police Department vehicle replacements. Included in those contracts was the purchase of seven new hybrid Ford Police Interceptor Utility patrol units and one new Chevy Colorado parking enforcement vehicle. Staff recommends entering into a contract with Black and White Emergency Vehicles for the upfit of the new police patrol vehicles, as well as the parking enforcement vehicle.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to enter into a contract with Black and White Emergency Vehicles in the amount of $114,807.03 for the upfit of seven marked Ford Explorer patrol units and one Chevy Colorado parking enforcement vehicle.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request more information.
FINANCIAL REVIEW
The 2024-25 Motor Fleet budget contains $1,338,000 to replace and upfit sixteen (16) vehicles that have reached the end of their useful lives. The City Council previously authorized agreements with Fritts Ford and MK Smith Chevrolet to purchase sixteen (16) vehicles and authorized agreements for the upfit of these vehicles for a total of $1,144,566 with $193,434 remaining in the Motor Fleet budget.
Staff recommends entering into contracts to purchase the remaining equipment and necessary services as detailed below:
|
Vendor |
Description |
Cost |
|
Black and White Emergency Vehicles |
Equipment and upfit of (7) 2025 Ford Explorer Police Interceptor Utility Patrol vehicles |
$112,041.65 |
|
|
Equipment and upfit of (1) 2025 Chevy Colorado Parking enforcement vehicle |
$2,765.38 |
|
|
TOTAL |
$114,807.03 |
This purchase complies with all City purchasing guidelines. Bid and contract documents are available for review in the City Clerk's office.
The staff cost to prepare this report and administer this contract is estimated at $2,500 and is included in the operating budget of the Police Department.
ANALYSIS
The City has designated a schedule that replaces marked police patrol vehicles every four years. This replacement schedule ensures the City is utilizing mechanically sound operating vehicles with current equipment for the Police Department’s front-line emergency vehicles. Based on the mileage, increasing repair costs, and reliability issues associated with these vehicles, the Department has determined that they must be replaced.
The City Council previously approved the purchase of eight vehicles for the Police Department. The new vehicles consist of seven 2025 Ford Explorer Utility vehicles and one 2025 Chevy Colorado. The Department has completed that purchase and received the vehicles.
The Police Department sought bids for a vendor to provide emergency vehicle unfitting services for this project and additional equipment. The project includes the removal of equipment from existing Police Department vehicles and the installation of new City provided equipment, as well as new vendor-purchased equipment.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, the 2024-26 Budget, and the Youth and Family Master Plan.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Aaron Fate Garrett Earl
Chief of Police Corporal, Specialized Services Bureau