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Home My WebLink About05. 14-117B MARCH 25, 2014 14-117B RESOLUTION (CARRIED___7-0____ LOST _______ LAID OVER _______ WITHDRAWN _______) PURPOSE: ACCEPT DONATION FROM OSHKOSH AREA COMMUNITY FOUNDATION AND APPROVE COOPERATIVE PURCHASE OF MOBILE COMMAND VEHICLE FOR THE OSHKOSH POLICE DEPARTMENT (Total cost $268,015; OACF Donation $162,015) INITIATED BY: CITY ADMINISTRATION WHEREAS, the Oshkosh Area Community Foundation has generously offered to donate funds toward the purchase of a mobile command vehicle for use by the Oshkosh Police Department; and WHEREAS, the proposed donation is consistent with the mission of the Oshkosh Police Department and the City of Oshkosh; is suitable for the purpose proposed; is compatible with existing equipment and funds approximately 60% of the proposed purchase; and WHEREAS, the remaining balance of the funding necessary for the purchase has been budgeted in the 2014 CIP; and WHEREAS, the City will require funds for future maintenance costs for the vehicle and equipment; and WHEREAS, staff recommends acceptance of the gift contingent upon the City providing for future maintenance costs, considering the identified need for the vehicle; the exclusive use of the vehicle by the Police Department as opposed to donations for items that may be directly used by the public; the ability of the City to make decisions as to the necessity and timing of maintenance and potential upgrades to technology and equipment; and the ability of the City to perform certain maintenance functions internally. WHEREAS, the federal government’s General Services Administration (GSA) has negotiated a vehicular multiple award schedule which gives access to advantageous pricing and discounts together with a wide selection of state-of-the art equipment and supplies; and WHEREAS, local units of government are invited to participate with this contract and benefit from the cooperative pricing and savings in administrative time and costs; and WHEREAS, the GSA Schedule 23 Vehicular Multiple Award Schedule cooperative purchase program contract number GS-30F-0009L has been awarded to LDV, Inc.; and MARCH 25, 2014 14 -117 RESOLUTION CONT'D WHEREAS, the LDV, Inc. vehicle meets the requirements and criteria for the mobile command vehicle as identified for the Oshkosh Police Department. NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that City acknowledges with gratitude and appreciation the generous donation from the Oshkosh Area Community Foundation of $162,015 toward the purchase of a mobile command vehicle for the Oshkosh Police Department and the proper City officials are hereby authorized and directed to take those steps necessary to accept and acknowledge this donation. BE IT FURTHER RESOLVED, that the proper City officials are hereby authorized and directed pursuant to Section 12 -15 of the Oshkosh Municipal Code to purchase Model #S36MCC2661313 -10 mobile command vehicle including leveling system, telephone system, computer network and equipment, AN equipment, HVAC, cabinets and seating for the Oshkosh Police Department from: LDV, INC. 180 Industrial Drive Burlington, WI 53105 Total: $268,015 ($162,015 to be paid from donated funds) BE IT FURTHER RESOLVED that the proper City officials are hereby authorized and directed to enter into an appropriate agreement for the purpose of same. Money for this purpose is hereby appropriated from: Acct. No. 323 - 0211 - 7210 -06428 Equipment Improvement Fund — Motor Vehicles CITY HALL 215 Church Avenue P.O. Box 1130 Oshkosh, 54903 -1130 City of Oshkosh _(0- TO: Honorable Mayor and Members of the Common Council FROM: Jon Urben, General Services Manager DATE: March 17, 2014 RE: Accept OACF Donation and Approve Cooperative Purchase of Mobile Command Vehicle for Police Department BACKGROUND In the 2014 CIP the Oshkosh Police Department (OPD) identified the need for a mobile command vehicle to improve public safety and communications during law enforcement, special events and community outreach functions. The vehicle would be a multi - purpose policing tool serving as an incident command post in critical incidents and natural disasters; providing a hub of operations at the more than 200 community events the Police Department is involved with annually; and enabling visible, proactive neighborhood outreach to foster interaction and build public confidence. The Common Council allocated $106,000 in the 2014 CIP for this purchase with the understanding that the balance of funds for the vehicle would come from other fundraising efforts. ANALYSIS During the research phase for this vehicle OPD staff reviewed mobile command vehicle manufacturers /models to evaluate various criteria to determine which vehicles would best address the multi- functional needs of this unit. This analysis led them to LDV, Inc.- a supplier on the federal government's General Services Administration's (GSA), Schedule 23, V, Vehicular Multiple Award Schedule (VMAS) cooperative purchase program contract number GS- 30E- 0009L. LDV has been on the federal supply schedule since 1993 and produces vehicles for numerous federal agencies. GSA Schedule contracts are negotiated with the intent of achieving the contractor's "most favored customer" pricing /discounts. Advantages to purchasing through the GSA Schedule include: schedule contracts offer a wide selection of state -of- the -art equipment and supplies; GSA has determined prices under the schedule contracts to be fair and reasonable; schedule contracts have been awarded in compliance with all public procurement laws and regulations; and administrative time and costs are significantly reduced. to be fair and reasonable; schedule contracts have been awarded in compliance with all public procurement laws and regulations; and administrative time and costs are significantly reduced. Various LDV vehicles have been purchased by City departments in the past (including Police & Fire) and they have strong reputations for their durability and dependability. In addition, LDV's headquarters and service center is located in Burlington, WI and their service department is on -call 24 hours a day with 90% of parts available within 24 hours. Working in conjunction with LDV, OPD staff designed and specified a mobile command vehicle that met their needs and budget. The final design specs included a 36 foot body mounted on a 2013 Freightliner MT -55 forward control chassis, 26,000 -1b air ride hydraulic brakes, Cummings ISB 6.7 260HP engine, Allison 2200 EVS transmission, with options including state -of -the -art technology with flat panel LCD's, HDTV's and computer network/equipment, seating, cabinets, video camera system and pneumatic mast, vinyl wrap and more. The total vehicle cost is estimated at $268,000 at this time. Other accessories may be added based on additional fundraising efforts. Section 12 -15 of the Oshkosh Municipal Code provides that subject to approval of the City Manager, cooperative purchases pursuant to a contract with any other local, state or federal governmental unit or agency may be made without following a competitive bidding or quotation process. Based on this analysis and with approval from the City Manager, it was the consensus of the OPD and the Purchasing Division that the mobile command vehicle from LDV Inc. (Model # S36MCC2661313 -10) be pursued for this purchase. The OPD then began exploring fundraising options for the balance of funds (approximately $194,000) required to purchase the vehicle. FISCAL IMPACT The Common Council allocated $106,000 in the 2014 CIP towards the cost of this vehicle. In early 2014 the Oshkosh Area Community Foundation (OACF) announced a partnership with the OPD help coordinate a fundraising campaign for the balance of the vehicle costs. The OACF noted their support was based on their belief that the mobile command vehicle will support innovative strategies to make the Oshkosh community safer, enhance neighborhood relations and improve the quality of life. Donors have been very generous to the campaign and OACF has announced they have to date collected over $163,000 in donations for this vehicle. In consideration of the OPD's desire to start implementing this vehicle for summer community events and understanding the competing build timeframes for these vehicles from other agencies, the OACF has offered to donate $162,015 of their fundraising campaign to be pooled with the City's 2014 CIP allocation of $106,000 to accelerate this purchase. Combined, these sources ($268,015) will allow for the purchase of the mobile command vehicle with the majority of options including the leveling system, telephone system, computer network and equipment, AN equipment, HVAC, cabinets and seating. maintenance line item of the OPD operating budget, the same as our other specialty use vehicles. Any warranty work would be done at LDV's service center in Burlington, WI. Funding for this vehicle would be charged to CIP A/N #: 323 -0211- 7210 - 06428. RECOMMENDATION In order to facilitate the purchase of this mobile command vehicle, Purchasing recommends the Council consider the following actions: 1) accept a conditional donation of $162,015 from the OACF fundraising campaign for the balance of costs for the initial mobile command vehicle with options, and 2) in accordance with Section 12 -15 of the Municipal Code, award the contract for the mobile command vehicle with options to LDV Inc., 180 Industrial Drive, Burlington, Wisconsin, 53105, in the amount of $268,015. Respectfully Submitted, Approved: Jon G. Urben, General Services Manager Mark A. Rohloff, City Manager