TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, City Manager
FROM:
Libby Bretthauer, Finance Director
Anthony Gomes, Deputy Fire Chief
Mario Hernandez, Purchasing Supervisor
Kameron Allen, Purchasing Assistant
SUBJECT:Title
Consideration of Awarding Bid No. 1346-26 to Villa Ford for the Purchase of a Budgeted Ford F-250 for the Fire Department in the Amount of $75,089.07 (Budgeted) (Finance Director Bretthauer).
APPROVE
Body
_________________________________________________________
RECOMMENDATION:
Staff recommends that the City Council award Bid No. 1346-26 to Villa Ford for the purchase of a budgeted Ford F-250 for the Fire Department in the amount of $75,089.07.
FISCAL IMPLICATIONS:
Funds in the amount of $206,519 are currently budgeted within the Fleet Management Fund for the purchase of this vehicle. The lowest responsive bid for the selected replacement vehicle has a purchase price of $75,089.07. The remaining budgeted funds of $131,429 will be used to procure graphics and other safety and communications equipment necessary to put this vehicle into service. The total cost is expected to remain within the budgeted amount. Any unspent funds will be returned to fund balance.
BACKGROUND:
The Fiscal Year (FY) 2025-2026 budget includes funding for the replacement of 22 vehicles in the City’s fleet. These replacements are necessary to maintain service levels, reduce escalating repair costs, and ensure continued cost-effective fleet operations.
DISCUSSION:
This purchase includes a replacement vehicle for the Fire Department. The vehicle being replaced is a 2010 Chevy Silverado, which, at 17 years old, has reached the end of its useful service life.
The replacement consists of a utility vehicle to support local emergency operations and mutual-aid responses throughout the State, as well as general department operations, including travel to training, conferences, and meetings. Prevention and administrative staff will utilize the vehicle as needed.
Vehicle replacement is based on several factors, including age, reliability, and increasing maintenance and repair costs. As this vehicle continues to age, maintenance expenses are expected to escalate over time. The selection of the proposed replacement vehicle has been reviewed and approved by the respective departments and the City’s Fire Chief.
The Request for Bids was posted on the City’s website and through OpenGov, a public bid notification platform. A total of ten bid responses were received. The bid comparison (Attachment 1) reflects the aggregate pricing, inclusive of sales tax, fees, and applicable payment discounts, with the lowest responsive bid.
Based on the results of the formal bidding process, staff recommends the City Council award Bid No. 1346-26 to the lowest responsive bidder, Villa Ford, for the purchase of a Ford F-250 vehicle in the amount of $75,089.07. Upon approval of this purchase, the existing vehicle will be declared surplus and sent to auction to obtain the highest attainable value. If this purchase is approved, the new Ford F-250 will arrive approximately 180 days after receipt of the purchase order.
PUBLIC OUTREACH:
This bid was advertised on the City’s website, as well as OpenGov, a public bid notification board.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENT:
1. Bid No. 1346-26 Comparison