2004 AGN JUN 16 I01 - Laserfiche WebLink

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could be available would not be until late August. This delay would cause severe hardship for the Police Department, because of the deteriorating condition of the vehicles currently in use. In seeking a solution, the Police Department contacted Bob Wondries Ford, from whom the department has purchased numerous police vehicles under the "piggyback" provisions of the Colton Municipal Code. Wondries Ford advised that they currently have fifty-five (55) police vehicles available for immediate delivery, but that the City of Long Beach is preparing to take delivery of all available vehicles within the next few days. Fairview Ford advised the Police Department that they would make four of the vehicles available to Colton if the transaction could take place before the City of Long Beach takes delivery of all remaining vehicles. Because of the extremely short timeline to act in this situation and the urgency of the Police Department's need for replacement vehicles, the Police Department requests that this matter be considered an "emergency" as defined by the City's existing purchasing regulations and that the City dispense with competitive bidding. Under the City's existing purchasing regulations, an "emergency" means a situation which makes competitive bidding, either formal or informal, impractical or not in the best interests of the City. (Colton Municipal Code § 3.08.020.) Further, the Colton Municipal Code states that an emergency situation qualifies as an exception to competitive bidding and under those conditions any alternative procedure, including no bidding, may be used with the City Manager' s approval. (Colton Municipal Code § 3.08.140.) Since the amount of purchase in this matter exceeds the City Manager's signature authority, the City Council's approval of an alternative procedure is required. The situation described above meets the definition of an emergency as provided in the City's purchasing regulations for the following reasons: (1) repeating the competitive bidding process for the vehicles would be impractical because of the brief window of opportunity to purchase the needed vehicles from Wondries Ford, and (2) waiting until August for delivery of vehicles from Fairview Ford would not be in the City's best interest, due to the unsafe conditions caused by continued use of the existing Police Department vehicles. FINANCIAL IMPACT: The funds to purchase these vehicles are currently available in the Police Department's VITEP account. No General Fund expenditures will be required. In addition, the award to Wondries Ford will be subject to cancellation of the previous award to Fairview Ford. Attached is a resolution to allocate unreserved fund balance from the VITEP fund to 220-6070-6089-4910. ALTERNATIVES: Deny this request and wait until late August to accept delivery of the vehicles from Fairview Ford. This alternative may include potential risks and liability for the City due to unsafe conditions that would be caused by continued use of the existing Police Department vehicles. ENVIRONMENTAL IMPACT: None. CONFLICT OF INTEREST — Gift Disclosure Requirements Bob Wondries Ford, Inc. President: Paul Wondries, CEO Contact: Joe Connell