For City Council Meeting [October 22, 2019]
TO: Honorable Mayor and City Council
APPROVAL: Rod Foster, City Administrator
FROM: Sean Grayson, Acting Public Works Director
Title
Request City Council to Authorize a Purchase Order to Fairview Ford in the amount of $304,554.39 for Nine (9) vehicles; including Two (2) 2020 Ford Explorer Vehicles, Three (3) 2019 Ford F150’s and Four (4) 2019 F250 Service Body Trucks.
(ACTION)
Body
BACKGROUND:
On June 25, 2019, City Council approved the annual operating budget which included the purchase of nine (9) vehicles. The Fleet Maintenance Division was tasked with preforming a detailed maintenance assessment and vehicle analysis for the Public Works Department. This resulted in the identification of vehicles which most qualify for replacement within the Public Works fleet.
Multiple factors were taken into consideration as part of the analysis such as; age, maintenance cost, maintenance down time and vehicle function/purpose. The selected vehicles for replacement are listed below as the most cost effective vehicle replacement candidates based upon industry standards, vehicle condition and current maintenance cost. Vehicle assessment information regarding the City’s existing vehicles is included as Attachment 1. The vehicle scheduled for replacement/ reassignment are listed in the chart below.
The reassignment of vehicles will be as follows:
• A048 - reassigned to Fleet as a car pool vehicle
• H019 - reassigned to the Engineering Department
• M064 - reassigned to the Traffic Safety Department as a traffic control vehicle
Units A044, E012, E014, E022, J023 and J024 will be retired from service and surplus. Specifications for the replacement vehicles are listed on page six and seven (6-7) of the RFB# 20-011, which is included as Attachment 2.
ANALYSIS/DISCUSSION:
On August 6, 2019, the Procurement Division released Request for Bid (RFB) #20-011, closing on September 12, 2019. Two Hundred Ninety-Seven (297) vendors where formally solicited for bids with two (2) bidders responding; Fritts Ford of Riverside, CA and Fairview Ford of San Bernardino, CA. Fairview Ford had the apparent low bid of $304,554.39. The bid abstract is included as Attachment 3.
Staff recommends awarding the vehicle purchase to Fairview Ford of San Bernardino, CA based on the lowest responsible bidder. It is expected to take 90-120 days for delivery. The Fairview Ford Disclosure Form is included as Attachment 4.
ENVIRONMENTAL IMPACT:
Pursuant to Section 15378 of the California Environmental Quality Act, the proposed request is not a project. 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. A project does not include the creation of government funding mechanisms or other government fiscal activities that do not involve any commitment to any specific project, which may result in a potentially significant physical impact on the environment or Organizational, or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business
LEGAL REVIEW:
The City Attorney has reviewed and supports this staff report.
FINANCIAL IMPACT:
Operating Budget Impact
The maintenance costs are allocated within the Fleet Maintenance Divisions annual budget.
Capital Improvement Budget Impact
Budget is available in the Rolling Stock Equipment Funds as shown in chart below:
Licensing
No Business License tax is required with this action.
RECOMMENDATION:
Staff recommends that the City Council to Authorize a Purchase Order to Fairview Ford in the amount of $304,554.39 for Nine (9) vehicles; including Two (2) 2020 Ford Explorer Vehicles, Three (3) 2019 Ford F150’s and Four (4) 2019 F250 Service Body Trucks.