For City Council Meeting: January 14, 2025
TO: Honorable Mayor and City Council
APPROVAL: Michael Milhiser, Interim City Manager
FROM: Brian Park, Fire Chief
Title
Request City Council to 1) Approve the Purchase of Two (2) F-150 XLT 4x4 Hybrid Pickup Trucks, Equipment, Modifications, and Installation of Emergency Equipment for a Total Cost of $250,478.86, 2) Authorize the Interim City Manager or Designee to Execute All Documents.
(ACTION)
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RECOMMENDATION
Staff recommends that the City Council:
1. Approve the purchase of two (2) Ford F-150 4x4 Hybrid Pick-Up Trucks from Ken Grody Ford Redlands in the amount of $120,690.01.
2. Approve the purchase of equipment, modifications, and installation of Emergency Equipment in the amount of $129,788.85.
3. Authorize the Acting City Manager or his designee to execute all documents.
BACKGROUND
The Rialto Fire Department relies on a fleet of vehicles to support operational continuity, including Command Vehicles used by Battalion Chiefs to conduct daily operations and respond to emergency incidents. The current Command Vehicles, two 2007 Chevrolet Tahoe units, are significantly beyond their optimal operational lifespan, with mileage exceeding 150,000 miles and 17 years of service. Frequent maintenance issues further highlight the need for replacement.
The new Ford F-150 XLT 4x4 Hybrid Pick-Up Trucks will enhance operational efficiency, reliability, and safety for fire department leadership.
After evaluating the current fleet, the most urgent vehicle acquisitions are:
• (2) Ford F-150 4x4 Hybrid Pick-Up Truck Battalion Chief Command Vehicles
ANALYSIS/DISCUSSION
Ford vehicles are currently utilized for operational continuity and fleet maintenance. The Ford F-150 XLT Pick-Up Trucks will be assigned to Battalion Chiefs
To address these needs, the staff worked closely with the purchasing department to define the Request for Bid (RFB) vehicle specifications. On September 9, 2024, the bidding process for two (2) Ford F-150 XLT 4x4 Hybrid Pick-Up Trucks began under RFB 25-012 and was published on PlanetBids. The bid closed on September 24, 2024, and only four (4) Ford dealerships submitted proposals. The dealerships that participated in the bidding are listed below:
• Ken Grody Ford Redlands
• Fairview Ford Sales, Inc.
• Fritz Ford
• Mission Valley Ford Truck Sales, Inc.
After reviewing all submissions, staff determined that Ken Grody Ford Redlands was the lowest and most responsible bidder. Attachment 1
Staff recommends approving the bid from Ken Grody Ford Redlands for the purchase of two (2) Ford F-150 XLT 4x4 Hybrid Pick-Up Trucks, in the total amount of $120,690.01. This amount includes the government discount, taxes, and transportation fees. The vehicles are new and align with the specifications of those currently in the department’s fleet. Acquiring these vehicles will help replenish the fleet for auxiliary patrol functions. An abstract of the bid from RFB 25-012 from Ken Grody Ford Redlands is also included. Attachment 1.
To ensure operational efficiency and effectiveness, the following upgrades and modifications are proposed for the two new command vehicles:
1. Emergency Equipment Installation
• Retrofitted with emergency lighting and center consoles for mobile digital centers to support critical operational needs.
2. Suspension and Off-Road Enhancements
• Upgraded suspension components, wheels, and tires to enhance off-road handling and capability, ensuring reliable performance in diverse terrains.
3. Secure Equipment Storage
• Equipped with SmartCap bed covers and Decked bed storage systems to organize and secure tools and supplies. These additions protect critical equipment from environmental exposure and enhance operational efficiency during emergencies.
4. Communication Upgrades
• 800MHz Radios: Installed to provide reliable communication for urban operations, maintaining seamless coordination with dispatch, field units, and other agencies.
• VHF Radios: Installed for wildland fire incidents, ensuring interoperability with cooperating agencies within the Mutual Threat Zone. These radios are vital for interagency coordination during complex emergencies.
5. Fleet Uniformity and Identification
• Painted to match the fire department’s standard fleet color scheme, ensuring professional appearance and easy recognition during emergency responses.
• Labeled with high-visibility decals for consistency and clear identification in alignment with department standards.
These enhancements, in the total amount of $129,788.85, collectively support the department’s mission by improving safety, efficiency, and operational readiness, while maintaining a professional fleet appearance.
ENVIRONMENTAL IMPACT
The proposed action does not meet the definition of a project as defined by Section 15378 California Environmental Quality Act (CEQA). A “Project” means the whole of an action, which has the potential to result in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and excludes the following:
1) Continuing administrative or maintenance activities, such as purchases for supplies, personnel-related actions, general policy and procedure making, and
2) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
The City of Rialto has outlined key goals and objectives relating to public safety. The purchase of this equipment is consistent with meeting these objectives.
Goal 5-3:1: Provide for fire personnel, equipment, and fire stations to have adequate and appropriate resources to meet the needs and serve all areas of Rialto.
LEGAL REVIEW
The City Attorney has reviewed and supports this staff report.
FINANCIAL IMPACT
Operating Budget Impact
The purchase does not impact the FY2024/2025 operating budget.
Capital Improvement Budget Impact
Funding for $250,478.86 was budgeted and available in Account No. 22095175 53050 for the purchase, outfitting, painting, and identification of (2) Fire Department Battalion Chief command vehicles.
Per Rialto Municipal Code Section 2.48.510, the vendor disclosure form is attached as Attachment 2.
Licensing
This action does not trigger a requirement for a business license.