TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, City Manager
FROM:
Libby Bretthauer, Finance Director
Sean Roberts, Field Operations Manager
Julie Bondarchuk, Financial Controller
Mario Hernandez, Purchasing Supervisor
SUBJECT:Title
Consideration of Awarding Bid No. 1344-26 to Villa Ford for the Purchase of Five Budgeted Ford Rangers for the Public Works Department and Police Department in the Amount of $206,882 (Budgeted) (Finance Director Bretthauer).
APPROVE
Body
_________________________________________________________
RECOMMENDATION:
Staff recommends that the City Council award Bid No. 1344-26 to Villa Ford for the purchase of five budgeted Ford Rangers for the Public Works Department and Police Department in the amount of $206,882.
FISCAL IMPLICATIONS:
Funds in the amount of $302,000 are currently budgeted within the Fleet Management Fund for the purchase of these vehicles. The lowest responsive bid for the selected replacement vehicles has a purchase price of $206,882. The remaining budgeted funds of $95,118 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 four replacement vehicles for the Police Department and one truck for the Engineering Division within Public Works. The vehicles being replaced range in age from eight to 19 years old and have reached the end of their useful service life.
For the Police Department, the replacements consist of four Police and Community Services (PACS) trucks. For Public Works, the vehicle will be utilized by the City Engineer to conduct worksite inspections and perform field measurements.
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 Acting Fleet Supervisor.
The Request for Bids was posted on the City’s website and through OpenGov, a public bid notification platform. A total of eight 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 identified in green.
Based on the results of the formal bidding process, staff recommends the City Council award Bid No. 1344-26 to the lowest responsive bidder, Villa Orange, for the purchase of five Ford Ranger vehicles in the amount of $206,882. It is important to note that although there were lower bids, the dealerships were unable to meet the 30-day delivery requirement stated in the formal bidding packet. This is crucial because the current vehicles are constantly breaking down and are no longer considered reliable. Upon approval of this purchase, the existing vehicles will be declared surplus and sent to auction to obtain the highest attainable value. The replacement vehicles are currently in stock and are expected to be delivered upon issuance of a 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. 1344-26 Comparison