Report Prepared by: Joseph Perez, Lieutenant, Police
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements and Authorizing the Purchase of One (1) Fully Equipped All-Terrain Vehicle and Trailer with California Custom Merced Using Funds from the 2022 Edward Byrne Justice Assistance Grant (JAG) Program and Merced Police Department Budget
REPORT IN BRIEF
Considers authorizing to waive the competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210 and approving the procurement with California Custom Merced for one fully equipped all-terrain vehicle and trailer using funds from the 2022 Edward Byrne Justice Assistance Grant (JAG) Program and Merced Police Department budget.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code section 3.04.210 in order to standardize equipment; and,
B. Approving the purchase of one fully equipped all- terrain vehicle and trailer from California Custom Merced; and,
C. Authorizing the City Manager or Deputy City Manager to execute any necessary documents; and,
D. Authorizing the Finance Officer to make any necessary budget adjustments; and,
E. Authoring the Purchasing Department to issue a purchase order for the purchase of the all-terrain vehicle and trailer.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions as specified by the City Council; or,
3. Deny; or,
4. Refer back to staff for reconsideration of specific items as requested by the Council; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Merced City Charter, Section 200. Municipal Code Section 3.04.210 - Exemptions from competitive bidding
CITY COUNCIL PRIORITIES
As provided for in the FY 22/23 Adopted Budget.
DISCUSSION
The Merced Police Department submitted a grant application for funding through the Edward Byrne Justice Assistance Grant (JAG) Program. This is an annual grant opportunity. The Merced Police Department was notified that their grant application was approved. At the City Council meeting on November 21, 2022, City Council approved accepting the $42,866 in grant funds.
The items approved in the grant application was a fully equipped all-terrain vehicle and trailer for the MPD Bomb Unit.
The grant is a reimbursement grant. Expenses are incurred and then requests for reimbursement are submitted on a quarterly basis.
Section 3.04.210 of the Merced Municipal Code provides that the City Council can approve a waiver of the City’s competitive bidding requirements.
Staff requests waiving the bidding requirements to in order to standardize equipment with other Merced Police Department vehicles and equipment.
IMPACT ON CITY RESOURCES
No appropriation of funds is needed. The 2022 Edward Byrne JAG was approved by City Council on November 21, 2022. The approval included appropriation for the fully equipped all-terrain vehicle and trailer and authorizing the use of pooled cash until reimbursement is received.
Costs that exceed the approved $42,866 awarded in the grant will be covered by MPD funds.
The difference between the quoted price and the purchase request form is due to sales tax of the City of Merced and sales tax outside the City of Merced.
ATTACHMENTS
1. Quote for All Terrain Vehicle and Trailer