Quote, Memo, CM Approval

PHIL LONG

PhilLong.com Since 1945

QUOTE TO: El Mirage Police Department
ATTN: Jim Chavez

QUOTE NUMBER
QUOTE DATE
Agency PO #.
CES PO#
TERMS
SALES REP
SHIPPED VIA
F.0.B.
PREPAID or COLLECT

CES 111422-1
November 14, 2022

Due on Receipt
Herman Sanchez
Driver

PRICE AGREEMENT: CES 2020-31A-C101-ALL

2022 250 Ford Transit HR AWD Van Exterior: White

QUANTITY DESCRIPTION UNIT PRICE AMOUNT
1 2022 Ford Transit 250 AWD van 49,170.00 $49,170.00
(Inc. 3.5L Eco-Boost, Dark Plazzo Interior, Pwr Equip Group, 10-speed)
1 Available Government Discount (5,400.00) ($5,400.00)
1 Prisoner Transport Insert and Equipment 24,700.00 $24,700.00
Additional Information: 68,470.00
Proposal valid for 30 Days
$68,470.00
DIRECT ALL INQUIRIES TO: Total
Herman Sanchez AMOUNT

(505) 250-9388

City of
EL MIRAGE

Arizona

Police Department

12401 W. Cinnabar Ave., El Mirage 85335
623-500-3000; Fax 623-500-3019

TDD 623-933-3258; www.elmirageaz.gov

GRAND HERITAGE, BRIGHT FUTURE!

MEMORANDUM

TO: Crystal Dyches
City Manager

FROM: Paul Marzocca (@)
Police Chief

SUBJECT: Emergency Purchase of Vehicle

DATE: November 15, 2022

The State of Arizona and the United States has seen a shortage of new government
vehicles that can be used in police environments. This shortage is due to several factors
including Amazon purchasing all the transit vans that become available, pandemic supply
chain issues and shortage of computer chips. City Council had approved the purchase of
a Jail Van in the FY21/22 budget in the amount of $76,000. The Department ordered a
2022 Ford Transit with Upfit through Peoria Ford for a total cost of $64,873.11 on
10/28/21 (PO #22115). The vehicle never arrived during the FY and was carried forward
to FY22/23. Peoria Ford notified us earlier this year that they could not provide the
vehicle at the agreed upon cost in FY21/22 and would indicate at a later date the dollar
amount of the increase in price. As of this date, Peoria Ford has not provide us with a
cost, have not provided the vehicle and is not responding to our inquiries as to the status
of the purchase.

On Tuesday, November 14"", we were advised by Lt. Chavez that a White, 2022 Ford
Transit 250 AWD Van in Albuquerque, NM was available. This vehicle is upfitted with
the prisoner compartment already installed. The contact in NM provided the quote thru
Phil Long (Dealership) for $68,470.00. He shared they have also contacted 2 other
agencies of the availability, so time is of the essence to provide a PO to lock in the
purchase.

This purchase complies with policy 30.26 Emergency Purchases with City Manager
approval due to the exigency of the vehicle shortage issues and we are unable to wait
for the approval of full council which, at earliest, would be December 6, 2023.

30.26 EMERGENCY PURCHASES.

(A) The City Manager may make emergency procurements if there exists a threat
to public health, welfare, or safety, or if a situation exists which makes compliance
with the procurement process specified in § 30.23 contrary to the public interest.
Emergency procurements shall be made with such competition as is practicable
under the circumstances.

(B) Awritten determination of the basis for the emergency and for the selection
of the particular contractor shall be included in the contract file.

(C) Whenever an emergency expenditure in excess of the amount stated in

§ 30.23(8) is made, a report specifying the nature of the emergency and the amount
of the expenditure shall be made to the Council at a regularly scheduled Council
meeting. (Ord. 016-06-06, passed 6-21-2016; Res. R16-06-17, passed 6-21-2016).

Janice Freimark

From: Paul N. Marzocca

Sent: Tuesday, November 15, 2022 9:17 AM

To: Janice Freimark; Doug Hildebrandt; Michael Ashley; Richard D. Braughton
Subject: FW:

CM approved it lets get it!

Paul Marzocca — Police Chief

El Mirage Police Department

12401 W. Cinnabar Avenue, El Mirage, AZ 85335

P: 623-500-3009 | F: 623-500-3001 | E: pmarzocca@elmirageaz.gov

City of
EL MIRAGE

Anton
GRAND HERITAGE, BRIGHT FUTUREY

| From: Crystal Dyches <cdyches @elmirageaz.gov>
Sent: Tuesday, November 15, 2022 9:15 AM
To: Paul N. Marzocca <pmarzocca@elmirageaz.gov>
Subject: RE: Emergency Vehicle Purchase

J. Crystal Dyches

City Manager

10000 N. El Mirage Road, El Mirage, AZ 85335

P: 623-876-2940 | C: 623-377-1743 | E: cdyches@elmirageaz.gov

City of
7 EL MIRAGE '
mms £19) i] (0) 2)

*NOTICE* To ensure compliance with the Open Meeting Law, recipients of this message should not forward it to other members of the
public body. Members of the public body may reply to this message, but they should not send a copy of the reply to other members.

From: Paul N. Marzocca <pmarzocca@elmirageaz.gov>

Sent: Tuesday, November 15, 2022 8:51 AM

To: Crystal Dyches <cdyches@elmirageaz.gov>; Robert Weddigen <rweddigen@elmirageaz.gov>
Subject: Emergency Vehicle Purchase

Importance: High

Since last budget year we have been trying to get a jail van to replace our van that is no longer in service. Because
Amazon bought up all the supply of vans and the pandemic, we have not been able to get a van. Recently this
1

opportunity presented itself and we would like emergency authorization to purchase it. | have attached what we did last
December to purchase the Community Service Officers pick up that Bisbee no longer wanted. Also down below is the
email stating that two other agencies also know about this.

Good Morning,

Due to the vehicle shortage, | believe this qualifies under the highlighted section (A) below. It is in the
public’s best interest that the community services officer be staffed and fully equipped as soon as
possible. Please keep in mind that the item will still need to be taken to Council by the police
department as referenced in section (C) below as soon as possible with a report explaining the
circumstances.

Also, if this is approved by the City Manager, the police department should include a memo
explaining the situation as referenced in section (B).

30.26 EMERGENCY PURCHASES.
(A) The City Manager may make emergenc
welfare, or safet

rocurements if there exists a threat to public health,

(B) Awritten determination of the basis for the emergency and for the selection of the particular
contractor shall be included in the contract file.
Cc

(Ord. 016-06-06, passed 6-21-2016; Res. R16-06-17, passed 6-21-2016)

Please contact me if you have any questions.

Daua Wiliams

Interim Finance Director

From: Herman D. Sanchez <hsanchez@phillong.com>

Sent: Monday, November 14, 2022 8:17 PM

To: jchavez@elmirageaz.com

Cc: Richard D. Braughton <rbraughton@elmirageaz.gov>

Subject: [EXTERNAL] El Mirage PD 2022 Transit Prisoner Van Quote

Good evening Jim,

Sorry for the late response, just got back to my hotel. Here is the quote for the Transit Transport Van. | did not include
transport fee if you want to fly into Albuquerque to pick it up, that will save on the transport fee. | can see what the
transport company will charge to take it out to you, if you need me to.

The van only has the prisoner compartment insert in it. You will need to add in a camera system and any emergency
lights you want on it. Other than that, this van is ready to go. Just FYI it is also quoted out to 2 other agencies in New

Mexico.

If you have any questions, please feel free to call me.

Respectfully,

Herman Sanchez (Retired Law Enforcement)
Regional Government Fleet Sales Manager
Cell: (505) 250-9388

Paul Marzocca — Police Chief
EI Mirage Police Department
12401 W. Cinnabar Avenue, El Mirage, AZ 85335

P: 623-500-3009 | F: 623-500-3001 | E: pmarzocca@elmirageaz.gov

City of
EL MIRAGE

Aros
GRAND HERITAGE, BRIGHT FUTURE