DATE: September 11,2024
TO: Honorable Mayor and City Councilmembers
FROM: Police Department
TITLE: PURCHASE ORDER FOR ONE ADDITION TO FLEET VEHICLE FOR THE POLICE DEPARTMENT
RECOMMENDATION
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Staff recommends that the City Council approve two purchase orders as follows: 1) a purchase order to Ken Grody Ford, not to exceed a total of $70,000 for the purchase of one vehicle for the Oceanside Police Department which would be considered an addition to fleet; 2) a purchase order to Draxxon, not to exceed $125,000, for upfitting the police vehicle; approve the purchase from Draxxon as a sole source procurement; and authorize the Financial Services Director, or designee, to execute the purchase orders.
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BACKGROUND AND ANALYSIS
Since 2016, the Oceanside Police Department (OPD) has maintained an Unmanned Aerial System (UAS), or drone, unit. The unit consists of fourteen officers with five operational and deployable drones, including one tethered drone. The tethered drone has a large storage footprint and is considered a San Diego County regional asset. To maintain proficiency, the unit trains bi-monthly in various areas in Oceanside. The UAS team deploys with the SWAT team for search warrants and other high-risk incidents. They have flown over 570 missions supporting patrol and investigations of various incidents. These incidents include missing persons at risk, people with weapons, wildfires, support of the bomb squad on specious devices, major traffic accidents, and room clearing for suspects.
The UAS team currently operates out of a 2008 Ford Expedition (PD859) equipment truck, which was due for replacement several years ago. In 2019, the funds allocated for this replacement were diverted to purchase current patrol vehicles. As a result, the 2008 vehicle has been repurposed and is incurring high maintenance and operation costs due to increased use and age. The vehicle's current state is unsuitable for the unit's storage space, climate control, and electrical capacity needs. Acquiring a new vehicle, specifically a 2024 Ford Cargo Van, is necessary and urgent. This vehicle would significantly enhance the UAS unit's operations, enabling them to continue their essential work effectively. Staff requests the use of Measure X funds for this purpose.
The Police Department would purchase a 2024 T350 Ford cargo van from Ken Grody Ford based on availability and a lower vehicle cost. The purchase would be funded through Measure X funds allocated to the Department, adding one vehicle to the fleet. Replacement costs will be collected starting FY 2025-26 and are estimated at $28,320 per year.
A quote request went out to three dealerships; see attached emails for details. Ken Grody Ford was the only one who responded with a quote. Ken Grody Ford Fleet Sales provides the best pricing and availability. Ken Grody Ford is a current vendor for the City of Oceanside. This complies with the requirements of City Code Chapter 28A (Purchases and Sales).
The Police Department's research was instrumental in the selection process. After researching a few companies that build this type of specialty (UAS) vehicle, it was determined that no company builds the exact vehicle with the required and desired components and capabilities. Therefore, the Department selected Draxxon using the sole source process. Draxxon LLC, is a global manufacturer of high-quality vehicle solutions that integrate cutting-edge technology. The vehicle that they can build fits the Department’s needs. Draxxon specializes in manufacturing UAS vehicles and is respected in the UAS community for its products. Draxxon designed this vehicle to integrate several different systems to work in a particular way that fits the workflow of OPD’s UAS operations and other emergency response scenarios. Draxxon's electronic components are proprietary and only available through Draxxon. Draxxon will provide training, technology support, and a warranty for malfunctions.
This purchase requires compliance with AB481 Military Equipment Funding, Acquisition, and Use Police reporting requirements. Therefore, this item is required to be approved for use as outlined above by the City Council prior to acquisition and deployment. Upon approval and subsequent receipt of the vehicle, it will be added to the AB481 Inventory per the City Ordinance and Department Policy.
FISCAL IMPACT
|
Description |
FY2024-25 Account |
Amount |
Account Balance |
|
Purchase of UAS vehicle |
Measure X OPD Equipment 150522103.5705 |
$195,000 |
$500,000 |
The purchase of this vehicle will be funded through Measure X-OPD Equipment budget, which has a current available balance of $500,000. Fleet will be collecting replacement of $28,320 annually and maintenance and operation of $4,932 annually.
COMMISSION OR COMMITTEE REPORT
This item will be presented at the Police and Fire Commission's regularly scheduled meeting on September 19, 2024.
CITY ATTORNEY’S ANALYSIS
Purchases should be made according to the procedures outlined in Chapter 28A of the City Code.
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Prepared by: John McKean, Police Captain
Reviewed by: Kedrick Sadler, Police Chief
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Addition to Fleet Form
3. Draxxon Quote
4. Ken Grody Quote
5. Sole Source Justification from Draxxon
6. Sole Source Justification form
7. Quote Request