HomeMy WebLinkAbout10/18/2011, C4 - DONATION ACCEPTANCE - SOUND OFF SIGNAL co un c�l Marion Dam
10,18,11
acEnaa REpoRt amN°
CITY O F SAN LUIS O B I S P O
FROM: Jay D. Walter, Director of Public Works j(Dw
Prepared By: Ron Holstine, Fleet Manager
Melissa Mudgett, Administrative Analyst
SUBJECT: DONATION ACCEPTANCE - SOUND OFF SIGNAL
RECOMMENDATION
Accept a donation of emergency response equipment for a Police patrol vehicle from Sound Off
Signal for a value of less than $10,000.
DISCUSSION
The Public_Works Department has been contacted about receiving a donation from Sound Off
Signal, a manufacturer of patrol vehicle emergency and safety equipment. Sound Off Signal is
seeking an agency that had purchased or leased a new Chevy Caprice Police Patrol Vehicle in
order to equip the new vehicle with emergency response equipment and show the vehicle at an
upcoming trade show. The City of San Luis Obispo recently leased a Chevy Caprice and the
vehicle is in Los Angeles awaiting delivery to San Luis Obispo. The vehicle is not yet equipped
with emergency equipment. Sound Off Signal is requesting approval to outfit the City's Chevy
Caprice with the latest in emergency equipment in exchange for displaying the vehicle at the
COPSWEST law enforcement tradeshow in November:
COPSWEST is an annual law enforcement tradeshow exposition produced by the California
Peace Officers Association at which new technologies and equipment are displayed and
demonstrated. The tradeshow provides the opportunity for agencies to convene, exchange ideas
with peers and vendors, and conduct hands-on testing of the latest products. The COPSWEST
tradeshow will be held in Ontario, California on November 8 and 9, 2011.
The donation from Sound Off Signal would include all emergency equipment required to ready
the patrol vehicle for service, such as, but not limited to, light bar and emergency lights, siren,
speakers and spotlights. The value of the donation is estimated at $10,000 which includes the
price of equipment and installation. Upon conclusion of the tradeshow, the City would take
possession of the vehicle with all equipment installed and put the vehicle in service within the
City.
The replacement of a patrol vehicle fleet was approved as part of the 2009-11 Financial Plan.
The purchase was deferred to provide staff with an opportunity to review patrol fleet needs. The
City recently entered into a lease agreement for the new Chevy Caprice, as it was determined
that leasing the vehicle provided the best use of available resources and affords staff adequate
time to determine if the Chevy Caprice best suits the needs of Police patrol services prior to
purchasing additional patrol vehicle replacements.
C44
DONATION ACCEPTANCE- SOUND OFF SIGNAL Page 2
This donation is in accordance with the City's Donation Policy, Section 760, of the Financial
Management Manual which states it is an "acceptable and appropriate practice to accept
donations, in order to enhance City programs and/or facilities to provide a higher level of
service to the public and whereas the needs for project, facilities and programs exceeds the
City's ability to fund all such needed projects. "
CONCURRENCES
Public Works and Police Department staff concur with the recommendation to accept this
donation in exchange of displaying the Chevy Caprice vehicle at the COPSWEST Expo in
November 2011.
FISCAL IMPACT
Funding for this vehicle replacement was approved as part of the 2009-I1 Financial Plan,
Appendix B, pages 3-35 through 3-39, in the amount of$34,400. This amount was estimated
prior to the Dodge Charger and patrol vehicle analysis. The original fleet replacement request
was for the replacement of a vehicle model already in use, such as a Ford Crown Victoria or
Dodge Charger. Staff deferred this purchase until further analysis of patrol vehicles was
completed. Staff received approval to enter into a lease agreement for one Chevy Caprice patrol
vehicle.
It has been two years since the fleet replacement budget was estimated, the replacement vehicle
is a different model than previous anticipated, and as such the cost of the vehicle is greater. As a
result of added inflation and the price increase attributed to the newer model, the $34,400
remaining in the project budget was insufficient to pay for the total cost of vehicle leasing. A
Budget Amendment Request was approved for the transfer of funding from Fleet Completed
Projects to the project's account.
At this time, there are no funds remaining in the project account for the purchase of the
emergency equipment required to put the vehicle into service. Accepting the donation from
Sound Off Signals will eliminate the need for additional funding from the Fleet Replacement
Completed Projects account to support the purchase and installation of emergency equipment.
Funding Source
1 2010-1
ProJect Costs
Patrol Vehicle Replacement(Chevy Caprice) $ 34,400
Funding Transfer $ 1,332
Total Budget Approved $ 35,732
Code-3 Equipment Donation(Valued at$10,000) $
Total Vehicle Cost $ 35,732
Fleet Completed Projects Funds 10,670
C4-2
I I
DONATION ACCEPTANCE - SOUND OFF SIGNAL Page 3
ALTERNATIVE
Deny the Donation. The City Council could choose to deny the donation of the emergency
response equipment. Staff does not recommend this option. The purchase and installation of the
equipment is required prior to placing a patrol vehicle into service. The purchase and installation
typically costs the City around $8,000. If the donation of equipment is denied, additional
funding will be needed in order to support this request.
ATTACHMENTS
1. Donation Request Letter, Sound Off Signal
2. COPSWEST Expo
3. Donation Policy, Section 760-1 Financial Management Manual
Ecouncil agenda reports\public works car\2011\fleeticode 3 equip donabon\car donation acceptance 101811.doc
C4-3
Attachment 1
townCIOff
gna=2191111
PO Box 206
City of San Luis Obispo 3900 Central Parkway
Ron Holstine
1042 Walnut Street Hudsonville, MI 49426
San Luis Obispo, CA toll free 800.338.7337
office 616.896.7100
October 4, 2011 office fax 616.896.1226
order fax 616.896.1286
To Whom It May Concern:
This letter is to inform you of a donation being made by SoundOff Signal to the City of San
Luis Obispo for their 2012 Chevrolet Caprice Police Vehicle. In exchange for the equipment
provided we only ask to put the vehicle on display in a National Trade Show for the dates of
November 8 and 9,2011. We will be providing the City with approximately$8-10,000 worth of
lighting and control equipment for this vehicle.
After the trade show, the equipment will be the property of the City of San Luis Obispo and
will carry the full manufacturer's warranty. All product is new (not remanufactured), CA Title 13
compliant and is the latest technology in law enforcement lighting and siren control equipment.
Please let me know if you have any questions on this issue.
Thank you for allowing us to serve the City of San Luis Obispo,
Rob Dykema
Western Regional Sales Manager
SoundOff Signal
616.662.6126
rdykema(a)soundoffsi anal.com
w w Hi.saundoff8lgnal.c m
i �
Emergency & Commerci aI Vehicle Safety/Lighfing
C4-4
Attachment 2
2011 . .
Tradeshow
November 8-9,2011
Ontario
Ontario, California
0 before Oct
$15 after Oct.21 and .
PoliceNovember 10,2011
Annual LA CoSheriff's
Vehicle Test D.
SpeedwayCSAA Auto Club
Fontana, California
Included in your COPSWEST
registration fee
Schedule to come early to COPSWEST and participate in the Annual Leadership Training
Day. Schedule to stay late to participate in the Los Angeles Co. Sheriff's Police Vehicle
Test.
LASD will be conducting their vehicle test at the CSAA Auto Club Speedway on November
10th.
This year's Police Package, high speed test will include vehicles from three major vehicle
manufacturers, Chrysler, Ford Motor Company and General Motors along with
motorcycles from three major motorcycle manufacturers, BMW, Harley Davidson, and
Kawasaki.
Chrysler will be testing five vehicles;
3.6L Charger 2.65, 3.6L Charger, 2.65 E85, 3.61-Charger 3.07, 5.71- Charger 2.65 and 5.7L
Charger 3.06.
Ford Motor Company will be testing seven vehicles;
Utility Police Interceptor FWD, Utility Police Interceptor AWD, Utility Police Interceptor
AWD E85, Police Interceptor FWD, Police Interceptor AWD, Police Interceptor AWD E85,
and Police Interceptor EcoBoost.
General Motors will be testing eight vehicles;
Tahoe PPV regular gas and E85, Impala 9C1 regular gas and E85, Caprice PPV V-6 regular
gas and E85,and Caprice PPV V-8 regular gas and E85.
C4-5
C Attachment 3
Section 760
DONATION P•
RESOLUTION NO.8965(1999 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
ADOPTING A CITY DONATION ACCEPTANCE POLICY
WIEEREAS, individuals, community groups, and businesses may wish to make
donations to the City in either cash or in-kind contributions that enhance projects, facilities, and
programs; and
WHEREAS, the need for projects, facilities, and programs exceeds the City's ability to
fund all such needed projects;and
WHEREAS, it is an acceptable and appropriate practice to accept donations, in order to
enhance City programs and/or facilities to provide a higher level of service to the public..
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Luis
Obispo hereby adopts the following policy concerning the acceptance of donations:
1. The donation must have a purpose consistent with City goals and objectives
2. The City may decline any donation without comment or cause.
3. The donation will not be in conflict with any provision of the law.
4. The donation will be aesthetically acceptable to the City.
5. The donation will not add to the City's workload unless it provides a net benefit to the
City.
6. The donation will not bring hidden costs such as starting a program the City would be
unwilling to fund when the donation was exhausted.
7. The donation places no restriction on the City,unless agreed to by the City Council.
8. The donation shall become property of the City.
9. All donations will receive recognition appropriate to the level and nature of the donation
as determined by the City. For those of a capital nature, that may be in the form of
signage, marling, or naming. Any naming of Parks and Recreation facilities shall be
consistent with City policy on the naming of such facilities as set forth in Resolution
8621 (1997 Series). Regardless of the recognition strategy selected, the intent shall be to
appropriately honor the donor for their contribution to the community. The appearance of
traditional commercial advertising shall be avoided.
10.Donations exceeding $5,000 shall be accepted through a written agreement consistent
with these guidelines and approved by the City Council. In-kind capital donations will be
subject to normal City review,permitting,inspection,and insurance requirements.
Upon motion of Council Member Marx seconded by Council Member Ewan, and on the
745-1
C4-6
Attachment 3
Donation Policy
Resolution No. 8965 (i 999 Series)
Page 2
following roll call vote:
AYES: Council Members Ewan,Marx, Schwartz, Vice Mayor Romero and Mayor
Settle
NOES: None
ABSENT: None
The foregoing resolution was adopted this 7th day of September, 1999.
Mayor Alien Settle
ATTEST:
r
4
Lee Puce, City Cierk
APPROVED AS TO FORM:
Jefh-e or en ,C?q Attorney
745-2
C4-7