TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, City Manager
FROM:
Libby Bretthauer, Finance Director
Sean Roberts, Field Operations Manager
Mario Hernandez, Purchasing Supervisor
Kameron Allen, Purchasing Assistant
SUBJECT:Title
Consideration of Awarding Bid No. 1348-26 to Courtesy Chevrolet Center for the Purchase of Three Budgeted Chevrolet Tahoe PPV for the Police Department in the Amount of $186,332.94 (Budgeted) (Finance Director Bretthauer).
APPROVE
Body
_________________________________________________________
RECOMMENDATION:
Staff recommends that the City Council award Bid No. 1348-26 to Courtesy Chevrolet Center for the purchase of three budgeted Chevrolet Tahoe PPV for the Police Department in the amount of $186,332.94.
FISCAL IMPLICATIONS:
Funds totaling $291,790 are currently budgeted in the Fleet Management Fund for the purchase of these vehicles. The lowest responsive bid for the selected replacement vehicles has a purchase price of $186,332.94. The remaining budgeted funds of $105,457.08 will be used to procure graphics and other safety and communications equipment necessary to put these vehicles into service. The total cost is expected to remain within the budgeted amount.
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 three replacement vehicles for the Police Department. The vehicles being replaced range from eight to 19 years old and have reached the end of their useful service life. The replacements consist of two watch commander Police cars and one patrol police car.
Vehicle replacement is based on several factors, including age, reliability, and increasing maintenance and repair costs. As these vehicles continue to age, maintenance expenses are expected to escalate over time. The selection of the proposed replacement vehicles has been reviewed and approved by the respective departments and the City’s Fleet Supervisor.
The Request for Bids was posted on the City’s website and through OpenGov, a public bid notification platform. A total of three bid responses were received, and the attached bid comparison reflects each bid’s aggregate pricing, inclusive of sales tax, fees, and applicable payment discounts.
Based on the results of the formal bidding process, staff recommends that the City Council award Bid No. 1348-26 to the lowest responsive bidder, Courtesy Chevrolet Center, for the purchase of three Chevrolet Tahoe PPV vehicles, totaling $186,332.94. Upon approval of this purchase, the existing vehicles will be declared surplus and sold at auction to obtain the highest possible value. The replacement vehicles are expected to be delivered within 200 days of issuance of a purchase order.
PUBLIC OUTREACH:
This bid was advertised on the City’s website and on 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. 1348-26 Comparison