Report Prepared by: Joey Perez, Police Lieutenant
Title
SUBJECT: Approval of a Supplemental Appropriation in the Amount of $218,468 from the Unreserved, Unencumbered Fund Balance of Fund 2001-Measure C to Purchase Equipment for Seven (7) Police SUVs, Two (2) Police Trucks and Three (3) Unmarked Sedans and Approval to Waive the Competitive Bidding Requirement for the Purchase of Standardized Equipment from Rugged Depot
REPORT IN BRIEF
Considers approving a Supplemental Appropriation in the amount of $218,468 from the unreserved, unencumbered fund balance of Fund 2001-Measure C to purchase equipment for seven (7) Police SUVs, two (2) Police Trucks and three (3) unmarked sedans. Also consider approval to waive competitive bidding requirements for the purchase of standardized equipment from Rugged Depot for $79,982.67.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving a Supplemental Appropriation in the amount of $218,468 from the unreserved, unencumbered fund balance of Fund 2001-Meaure C for the purchase of equipment for seven (7) Police SUVs, two (2) Police Trucks and three (3) unmarked sedans; and,
B. Approving to waive the competitive bidding requirements as stated in Section 3.04.210 of the Merced Municipal Code for standardization of equipment from Rugged Depot for $79,982.67; and,
C. Authorizing the City Manager and Deputy City Manager to execute the necessary documents; and,
D. Authorizing the Finance Officer to make the necessary budget adjustments.
Body
ALTERNATIVES
1. Approve, as recommend by Staff; or,
2. Approve, subject to other than recommended by Staff; or,
3. Deny; or,
4. Refer to Staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Article II and III of Title 3, Chapter 3.04, of the Merced Municipal Code relating to purchases of equipment and services (Section 3.04.080 and 3.04.120) and waiving of the competitive bidding requirements (Section 3.04.210).
CITY COUNCIL PRIORITIES
As provided for in the 2023-2024 Adopted Budget.
DISCUSSION
The Merced Police Department is waiting on pending vehicle orders that were ordered during FY22/23 budget. Three (3) unmarked vehicles were delivered in the early months of 2023. The Police Department is waiting for the full delivery of seven (7) Ford SUVs and two (2) Ford trucks. Those vehicles, when delivered, need to be outfitted with emergency equipment, radios, computers, and police department decals.
On July 3, 2023, council approved to award the winning bid to Lehr Auto Electric to purchase the emergency equipment for all twelve (12) vehicles. As of September 5, 2023, five (5) Ford SUVs have been delivered and it is anticipated the remaining two (2) SUVs and two (2) trucks to be delivered during fiscal year 23/24. The three (3) unmarked vehicles have already been delivered.
The seven (7) Ford SUVs and two (2) Ford trucks need to be equipped with a communications package consisting of computer equipment. The radios have already been purchased and the quote to outfit nine (9) vehicles with computers from Rugged Depot is $79,982.67. The three (3) unmarked vehicles do not need computers.
The seven (7) SUVs and two (2) trucks will also need to have police decals put on them. Local vendor Sign Works does the police vehicle decal installation.
The costs to buy the vehicle equipment was already budgeted for FY 22/23 but the equipment wasn’t ordered until confirmation from the vendors was received showing the order would be fulfilled, and vehicles would be shipped. Warranty expiration is also a factor on waiting to order the equipment until there is an estimated shipping date for the vehicles.
IMPACT ON CITY RESOURCES
This funding was previously included in Fund 2001-Measure C in prior FY22/23 adopted budget. Due to the funding not being encumbered by the end of the fiscal year; the budget is no longer available in FY23/24 for expenditures. The Police Department is asking for a supplemental appropriation from the unreserved, unencumbered fund balance to reappropriate $218,468 in order to fully equip seven (7) Police Ford SUVs, two (2) Ford Trucks and three (3) unmarked vehicles.
ATTACHMENTS
1. Rugged Depot Quote