For City Council Meeting January 28, 2025
TO: Honorable Mayor and City Council
FROM: G. Michael Milhiser, Interim City Manager
AUTHOR: Mark P. Kling, Chief of Police
Title
Request City Council to: Approve (1) the Purchase of One (1) Ford Transit Passenger Van Two (2) Ford Transit Cargo Vans, and Three (3) Ford F-350 Super Cab Trucks with Animal Control Body’s from Frontier Ford, in the Amount of $578,527.84; (2) the Purchase of Equipment, Modifications, and Installation from 10-8 Retrofit in the Amount of $94,193.71; and (3) Authorize the Interim City Manager or his Designee to Execute all Documents.
(ACTION)
Body
RECOMMENDATION
Staff recommends that the City Council:
1) Approve the Purchase of One (1) Ford Transit Passenger Van, Two (2) Ford Transit Cargo Vans, and Three (3) Ford F-350 Super Cab Trucks with Animal Control Body’s from Frontier Ford, in the Amount of $578,527.84
2) Approve the Purchase of Equipment, Modifications, and Installation from 10-8 Retrofit in the Amount of $94,193.71, and
3) Authorize the Interim City Manager or his designee to execute all documents.
BACKGROUND
The Police Department has vehicles assigned to various uses from animal control, jail operations, school resource officers, traffic, PRIDE Platoon, Explorers, and patrol. The existing vehicles assigned to these units have reached the end of their useful life due to excessive mileage and frequent maintenance issues.
After evaluating the current fleet, the most urgent vehicle acquisitions are:
• 1 Ford Transit Passenger Van for Pride Platoon and Police Explorer program
• 2 Ford Transit Cargo Vans for Jail Operations
• 3 Ford F-350 Super Cab vehicles for Animal Control
In October 2021, the City Council approved a city-wide Lease-Financing Program in collaboration with Enterprise Fleet Management. While some vehicles were successfully delivered through this program, vehicles intended for auxiliary operations was canceled. A replacement order was placed with Enterprise Fleet Management in late 2022, but it remains unfulfilled, with no production date currently scheduled. Consequently, staff began exploring alternative solutions to acquire the necessary vehicles due to delays in fulfilling the order. The current auxiliary fleet includes older model vehicles, many of which are well past their optimal operational lifespan and have exceeded 100,000 miles.
The Rialto Police Department faces the same challenge as many law enforcement agencies nationwide: replacing aging emergency vehicles amid a widespread supply shortage. To mitigate the risks associated with delaying replacements, department staff are actively seeking Ford dealerships with available inventory.
ANALYSIS/DISCUSSION
Ford vehicles are currently utilized for operational continuity and fleet maintenance. The Ford Transit Passenger Van is currently utilized by the Rialto Police Department’s Explorer POST and the Rialto PRIDE Platoon, which is specifically designed to deal with “at-risk” youth. The PRIDE Platoon utilizes proactive and innovative techniques for positive redirection. The Ford Passenger Van is utilized to transport the youth assigned to either the Explorer POST or Pride Platoon to various locations throughout the region.
The Rialto Police Department currently utilizes retrofitted Ford Transit Cargo Vans for prisoner transport. The utilization of the prisoner transport van minimizes employee time making multiple trips to county jails and medical facilities, while providing a safe and secure method of transporting detainees. Lastly, the Rialto Police Department utilizes Ford F-350’s equipped with an Animal Control Body for safe and humane animal control transport.
Staff worked closely with the purchasing department to define the vehicle specifications for the Request for Bid (RFB). On November 14, 2024, the bidding process for one (1) Ford Transit Passenger Van and two (2) Ford Transit Cargo Vans officially began under RFB 25-020, and the bid was published on PlanetBids. The bid closed on November 26, 2024, with four (4) Ford dealerships submitting proposals. The dealerships that participated in the bidding are listed below:
• Fairview Ford Sales, Inc.
• Frontier Ford
• Fritts Ford
• Ford Lincoln of Durate
After reviewing all submissions for RFB 25-020, staff determined that Frontier Ford of Santa Clara was the lowest and most responsible bidder.
Staff worked closely with the purchasing department to define the vehicle specifications for the Request for Bid (RFB). On November 14, 2024, the bidding process for three (3) Ford F-350 Super Cab vehicles with Animal Control bodies began under RFB 25-021, and the bid was published on PlanetBids. The bidding period closed on November 26, 2024, with three (3) Ford dealerships submitting proposals. Of the submissions, only Frontier Ford met all the specifications outlined in the RFB and had the only qualifying bid.
After reviewing all submissions for RFB 25-021, staff determined that Frontier Ford of Santa Clara was the only qualifying bidder.
Staff recommends approving the bid from Frontier Ford for the purchase of one (1) Ford Transit Passenger Van and two (2) Ford Transit Cargo Vans in the total amount of $180,792.34. 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. An abstract of the bid from RFB 25-020 from Frontier Ford is also included. Attachment 1.
Staff recommends approving the bid from Frontier Ford for the purchase of three (3) Ford F-350 Super Cab Trucks with Animal Control Bodies, in the total amount of $397,735.50. 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. An abstract of the bid from RFB 25-021 from Frontier Ford is also included. Attachment 2.
Each Ford Transit Cargo Van is upgraded with emergency lighting, a retrofitted center console for the mobile digital center, and additional modifications. The cost for the aftermarket equipment and installation from 10-8 Retrofit per vehicle is $36,388.43. The department was able to utilize a Prisoner Transport insert from an existing vehicle to mitigate cost. With the cost savings, the total expense is $43,435.87. This includes quote numbers 20617 and 20622 from 10-8 Retrofit. Attachment 3 and Attachment 4.
Each Ford F-350 Super Cab vehicle is upgraded with emergency lighting, a retrofitted center console for the mobile digital center, and additional modifications. The cost for the aftermarket equipment and installation per vehicle from 10-8 Retrofit is $16,919.28, bringing the total expense to $50,757.84 for outfitting three vehicles. This includes quote number 20620 from 10-8 Retrofit. Attachment 5.
The Department contracts with 10-8 Retrofit Incorporated of Ontario for the modification and outfitting of new police vehicles. Using this vendor consistently ensures that department vehicles have a uniform design and consistent placement of safety equipment. In October 2019, staff and the City’s Purchasing Division identified 10-8 Retrofit Inc. as an acceptable sole source vendor based on standardization requirements outlined in Rialto Municipal Code 2.48.280 - Sole Source Procurement by the City. The sole source justification for 10-8 Retrofit Inc. is detailed in Attachment 6.
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 a potential for resulting 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 in direct physical changes in the environment.
GENERAL PLAN CONSISTENCY
The City of Rialto has outlined key goals and objects relating to public safety. The purchase of this equipment is in consistence with meeting these objectives.
Goal 5-8: Provide effective and comprehensive policing services that meet the safety needs of Rialto.
LEGAL REVIEW
The City Attorney's Office has reviewed the staff report.
FINANCIAL IMPACT
Operating Budget Impact
The purchase does not impact the FY2024/2025 operating budget.
Capital Improvement Budget Impact
Funding in the amount of $578,527.84 is available in FY2024/2025 Police Rolling Stock Account No. 33006150 53050 for the purchase of a Ford Transit Passenger Van, two Ford Transit Cargo Vans, and three Ford F-350 Super Cab Trucks with Animal Control Body’s from Frontier Ford, in Santa Clara.
Funding in the amount of $94,193.71 is available in FY2024/2025 Police Rolling Stock Account No. 33006150 53050 for the purchase of equipment, modifications, and installation from 10-8 Retrofit, Inc., of Ontario.
Per Rialto Municipal Code Section 2.48.510, vendor disclosure forms are attached.
Licensing
This action does not trigger a requirement for a business license.