HomeMy WebLinkAbout09/04/2001, C8 - UNSCHEDULED VEHICLE AND EQUIPMENT REPLACEMENTS council
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CITY OF SAN LUIS OBISPO
FROM: Michael D.McCluskey,Public Works Director:l�
Prepared By: David Elliott,Administrative Analyst�j j
SUBJECT: UNSCHEDULED VEHICLE AND EQUIPMENT REPLACEMENTS
CAO RECOMMENDATIONS:
1. Authorize acquisition by purchase order in the amount of$26,581.44 to Downtown Ford Sales
for replacement of one police patrol sedan that was totaled in an accident
2. Authorize acquisition by purchase order in the amount of$8,453.00 to San Luis Motorsports for
replacement of one police patrol motorcycle that was totaled in an accident
3. Authorize acquisition by purchase order in the amount of$32,266.92 to John Deere Company
for early replacement of one tractor with loader attachment
4. Appropriate$24,500.00 from the unappropriated balance of the equipment replacement fund
DISCUSSION
Police Patrol Sedan Replacement
On July 22, 2001 Vehicle No. 0003, a police patrol sedan, was severely damaged in an accident.
Although estimated repair cost ($8,120.00) is much less than estimated replacement cost
($29,300.00), the estimator recommended permanent removal from service because frame damage
would compromise safety as a patrol vehicle, even after repair.
A patrol sedan replacement is available to the City through a State of California cooperative
purchasing contract. The State has competitively procured such vehicles and made the contract
prices available to local government agencies. Because of the high volumes purchased,these prices
are usually much lower than what a local agency could realize using its own competitive
procurement procedures.
Police Patrol Motorcycle Replacement
On July 11, 2001 Vehicle No. 0018, a police patrol motorcycle, was severely damaged and a
police officer hurt in an accident. Estimated cost of'the motorcycle repair ($12,000.00) exceeds
the replacement cost ($8,453.00). Costs incurred may be recovered from the insurance of the
private party that was responsible for the accident.
The last patrol motorcycle procurement occurred in July 2000 through an invitation for bids. The
successful bidder on that procurement, San Luis Motorsports, has offered to furnish an additional
motorcycle at the same price.
Tractor Replacement
Equipment No. 8805 is a John Deere tractor with a loader attachment used for park maintenance.
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Council Agenda Report—Unscheduled Vehicle and Equipment Replacements
Page 2
It was purchased in 1988 at a cost of$19,879.00 and is scheduled for replacement in 2005-06.
Overall maintenance costs to date total $12,872.00. Throughout its service life this tractor has
suffered clutch and transmission maladies, and it is now at a dealer repair shop with'a transmission
forward/reverse problem. Estimated repair cost is$6,000.00. Because the tractor is no longer under
warranty, the estimated value of the machine is only $2,500.00 and future reliability would be
uncertain even after expensive repairs, the supervising mechanic .is recommending early
replacement.
A replacement tractor with loader attachment is also available to the City through a State of
California cooperative purchasing contract.
CONCURRENCES
Police Department has reviewed this report and concurs with its recommendations.
FISCAL EMPACT
These unscheduled replacements will be made from the equipment replacement fund, with no
impact on the general fund. Because there is $43,800 savings available from previously
completed projects, only $24,500 must be appropriated from the unappropriated balance of the
equipment replacement fund. The current fund balance will allow this appropriation while
retaining balances at established policy levels.
Cost and Appropriation.Summary
Sedan Replacement:
Cost of Replacement Vehicle $26,600
Installation of Reusable Special Equipment(est.) 3,600
Installation Contingencies @ 6% 200 $301400
Motorcycle Replacement:
Cost of Replacement Vehicle $8,500
Purchase and Installation of Special Equipment(est.)* 7,200
Special Equipment Contingencies @ 6% 600
Less Existing Appropriation -10,700 5,600
Tractor Replacement:
Cost of Replacement Equipment 32,300
Total Appropriation Requested $689300
Amount Available from Completed Projects Account $439800
Amount Needed from Unappropriated Fund Balance $249500
* See listing on the next page.
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Council Agenda Report—Unscheduled Vehicle and Equipment Replacements
Page 3
The existing appropriation for motorcycle replacement is available because Vehicle No. 9605,
another police motorcycle, was totaled in November 1999 and had to be replaced early, before its
scheduled replacement in July 2000. Although the Council appropriated$10,000.00 for the early
replacement, another $10,000.00 was inadvertently appropriated a few months later for the
scheduled replacement. There is $700 more available because other vehicle replacements were
budgeted in the account and there are small savings available after purchases of those vehicles.
Special Equipment Needed for Motorcycle:
Radio Microphone, Speaker, and Control Head) $1,060
Radio Switch.Boxes 600
Strobe Light Power Supply 450
Front Strobe Light Set 170
Side Strobe Lights Set 310
Moving Radar System 2,050
Siren and Amplifier 600
Headlight Oscillator 90
Supplemental Brake Light 80
Low-voltage Emergency Flashers 210
Power Conserver System 80
Installation 1,500
$7,200
Special Equipment Salvaged for Reuse:
Rear Strobe Light Set
Radio
ALTERNATIVES
These replacements and the appropriations needed for them could conceivably be postponed until
mid-year or second-year budget reviews. Such a postponement would significantly reduce police
patrol and response capability and increase public safety risks. Postponement of the tractor
replacement would necessitate expensive repairs that would not be cost effective.
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