For City Council Meeting: May 12, 2026
TO: Honorable Mayor and City Council
FROM: Tanya Williams, City Manager
AUTHOR: Christopher P. Jensen, Fire Chief
Title
Request City Council to: (1) Adopt Budget Resolution No. 8503 Amending the Fiscal Year 2025/2026 Budget to Appropriate $95,000 in Fund 2209; (2) Approve the Purchase of Two (2) F-150 XLT SuperCrew 4x4 Hybrid Pickup Trucks, Equipment, Modifications, and Installation of Emergency Equipment; and (3) Authorize the City Manager or Their Designee to Execute All Documents.
(ACTION)
Body
RECOMMENDATION
Staff recommends that the City Council:
1) Adopt a Budget Resolution amending the Fiscal Year 2025/2026 Budget to appropriate $95,000 in Fund 2209;
2) Approve the purchase of two (2) Ford F-150 XLT SuperCrew 4x4 Hybrid Pick-Up Trucks from Fairview Ford Sales, Inc. in the amount of $130,390.70;
3) Approve the purchase of equipment, modifications, and installation of emergency equipment in the amount of $108,594.77; and
4) Authorize the City Manager or their 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 command staff to conduct daily operations and respond to emergency incidents. The current Command Vehicles scheduled for replacement are two 2016 Ford Explorer units (F0122 and F0124), each with over 10 years of service. Both units have been evaluated under the City’s Fleet Replacement Program using the Ambulance/Staff Vehicle Scoring Metrics and received scores of 24, placing them under Condition III - Qualifies for Replacement. Frequent and costly maintenance issues further underscore the urgency of replacement. Upon delivery of the new vehicles, F0122 and F0124 will be surplused through the formal City process.
The new Ford F-150 XLT SuperCrew 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 XLT SuperCrew 4x4 Hybrid Pick-Up Truck Command Staff Vehicles
ANALYSIS/DISCUSSION
Ford vehicles are currently utilized for operational continuity and fleet maintenance. The Ford F-150 XLT SuperCrew Pick-Up Trucks will be assigned to the command staff. To address these needs, staff worked closely with the Purchasing Department to define the Request for Bid (RFB) vehicle specifications.
On April 9, 2026, the bidding process for two (2) Ford F-150 XLT SuperCrew 4x4 Hybrid Pick-Up Trucks was publicly advertised under RFB 26-027 and was published on PlanetBids. The bid closed on April 24, 2026, and 156 vendors were solicited. Three (3) Ford dealerships submitted proposals. The dealerships that participated in the bidding are listed below:
• Fairview Ford Sales, Inc.
• Ken Grody Ford Redlands
• Santa Margaria Ford
After reviewing all submissions, staff determined that Fairview Ford Sales, Inc. was the lowest and most responsible bidder. Attachment 1. Staff recommends approving the bid from Fairview Ford Sales, Inc. for the purchase of two (2) Ford F-150 XLT SuperCrew 4x4 Hybrid Pick-Up Trucks, in the total amount of $130,390.70. 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 replace aging command staff units F0122 and F0124, both 2016 Ford Explorers that qualify for replacement under the City’s Fleet Replacement Program. These units will be surplused through the formal City process upon receipt of the new vehicles. An abstract of the bid from RFB 26-027 from Fairview Ford Sales, Inc. is also included.
To ensure operational efficiency and effectiveness, the following upgrades and modifications are proposed for the two new command vehicles:
• Emergency Equipment Installation - Retrofitted with emergency lighting and center consoles for mobile digital centers to support critical operational needs.
• Suspension and Off-Road Enhancements - Upgraded suspension components, wheels, and tires to enhance off-road handling and capability, ensuring reliable performance in diverse terrains.
• 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.
• Communication Upgrades - Motorola 800MHz Radios installed to provide reliable communication for urban operations, maintaining seamless coordination with dispatch, field units, and other agencies. Motorola 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. The cost of the Motorola Radios was offset through Homeland Security Grant Program (HSGP) funding secured by the department, providing significant cost savings to the City.
These enhancements, totaling $108,594.77, collectively support the Department’s mission by improving safety, efficiency, and operational readiness. The utilization of HSGP grant funding to procure the Motorola Radios represents a significant cost savings to the City and reflects the department’s commitment to maximizing grant resources to offset operational expenses.
ENVIRONMENTAL IMPACT
The proposal is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), 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. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
This purchase supports the City of Rialto’s General Plan, particularly:
Goal 5-3.1: Provide 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's Office has reviewed the staff report.
FINANCIAL IMPACTS
Operating Budget Impact
The purchase does not impact the FY2025/2026 operating budget.
Capital Improvement Budget Impact
After the adoption of the proposed budget resolution, funding in the amount of $238,985.47 for the purchase, outfitting, and identification of (2) Fire Department command staff vehicles will be available in Account No. 22095175-53050.
Licensing
A City of Rialto business license is not required for this procurement because the vendors operate outside of the city of Rialto and no business activity related to this procurement is conducted within city limits.
ATTACHMENTS
1. Attachment 1 - RFB 26-027 Results