For City Council Meeting September 24, 2024
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 1) Approve the Purchase of five Ford Escape Hybrid vehicles and Five Ford Maverick XLT vehicles from Fairview Ford Sales, Inc. in the amount of $339,466.38, 2) approve the purchase of equipment, modifications, and installation from 10-8 Retrofit in the amount of $129,058.36, 3)- the purchase of equipment, modifications, and Installation from 10-8 retrofit for the remaining vehicles from the Enterprise Lease in the amount of $214,057.41, and 4) 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 five (5) Ford Escape Hybrid vehicles and five (5) Ford Maverick XLT vehicles from Fairview Ford Sales, Inc. of San Bernardino in the amount of $339,466.38,
2) Approve the purchase of equipment, modifications, and installation from 10-8 Retrofit Incorporated in the amount of $129,058.36,
3) Approve the purchase of equipment, modifications, and installation from 10-8 Retrofit Incorporated for remaining patrol vehicles from the Enterprise Lease in the amount of $214,057.41, and
4) Authorize the Acting City Manager or his designee to execute all documents.
BACKGROUND
The Police Department deploys vehicles across various functions including, but not limited to, Patrol, Administration, Detectives, Traffic, Backgrounds, and Training. With recent increases in staffing levels for Parking Enforcement and Law Enforcement Technicians, there is an immediate need for 10 additional vehicles to support these deployments and its assigned personnel. The existing vehicles assigned to these units have reached the end of useful life due to excessive mileage and frequent maintenance issues.
After evaluating the current fleet, the most urgent vehicle acquisitions are:
• 5 Ford Escape Hybrid Law Enforcement Technician Vehicles
• 5 Ford Maverick XLT Parking Enforcement Vehicles
On October 26, 2021, the City Council approved a city-wide Lease-Financing Program in partnership with Enterprise Fleet Management. While administrative vehicles were successfully delivered through this program, the order for ten (10) Ford Escape Hybrid models intended for ancillary patrol operations was canceled. A new order for these Ford Escape Hybrid models was promptly placed with Enterprise Fleet Management in late 2022. However, this order remains unfulfilled, with no production date set. As a result, staff have been exploring alternative options to acquire these vehicles due to Enterprise Fleet Management's inability to meet the order. The current auxiliary patrol fleet includes 2017 Ford Escape Hybrids for Law Enforcement Technicians and Parking Enforcement, supplemented by 2013 Ford Taurus and 2007 Ford Crown Victoria sedans. These vehicles are significantly beyond their optimal operational lifespan, with many exceeding 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 Escape Hybrid will be assigned to Law Enforcement Technicians, while the Ford Maverick XLT will be designated for Parking Enforcement.
To address these needs, the staff worked closely with the purchasing department to define the vehicle specifications for the Request for Bid (RFB). On August 26, 2024, the bidding process for five (5) Ford Escape Hybrids and five (5) Ford Mavericks XLT pickup trucks began under RFB 25-008 and was published on PlanetBids. The bid closed on September 10, 2024, and only four (4) Ford dealerships submitted proposals. The dealerships that participated in the bidding are listed below:
• Fairview Ford Sales, Inc.
• Frontier Ford
• Off Market Advisors, LLC
• A1 Financial Services
After reviewing all submissions, staff determined that Fairview Ford Sales, Inc. of San Bernardino was the lowest and most responsible bidder. Attachment 1
Staff recommends approving the bid from Fairview Ford for the purchase of five (5) Ford Escape Hybrid vehicles and five (5) Ford Maverick XLT pickup trucks, in the total amount of $339,466.38. 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.
Each patrol 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 $12,905.84, bringing the total expense to $129,058.36 for outfitting ten vehicles. This includes quote numbers 20258 and 20280 from 10-8 Retrofit. Attachment 2.
On April 30, 2024, Enterprise Fleet Management delivered thirteen (13) Ford Explorer Utility Interceptors to the Police Department, fulfilling an order placed in 2021. The department applied credit from the initial vehicle order to outfit a portion of these vehicles. However, due to concerns about the Enterprise Lease program, it was decided that the remaining outfitting would not be covered under this lease.
The thirteen (13) Ford Explorer Utility Interceptors currently require several upgrades, including emergency lighting, a retrofitted center console for the mobile digital center, and other modifications. With the applied credit, the cost for aftermarket equipment and installation from 10-8 Retrofit is $16,465.95 per vehicle, amounting to a total of $214,057.41 for all thirteen vehicles. This estimate is based on the details provided in quote number 20449 from 10-8 Retrofit. Attachment 3.
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 patrol 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 4.
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 $672,146.40 is available in Fund 3300, for the total purchase of 10 vehicles at a cost of $339,466.38 from Fairview Ford, $129,058.36 for complete modifications for the 10 new vehicles, and $214,057.41 for modifications to 13 the Enterprise leased vehicles.
Per Rialto Municipal Code Section 2.48.510, vendor disclosure form is attached as attachment 5.
Licensing
This action does is not require a business license.