REPORT TO THE CITY COUNCIL February 4, 2021 FROM: BRIAN BARR, Assistant Director Department of Transportation, Fleet, Information Services, & Capital Development BY: DUANE MYERS, Fleet Manager Department of Transportation, Municipal Fleet Division CLIFF TRAUGH, Senior Management Analyst Department of Transportation, Municipal Fleet Division SUBJECT ..Title Approve the award of a purchase contract to Toyota of Selma, CA, for the purchase of 10 Toyota Prius vehicles in the amount of $241,951.50 to be utilized by the Code Enforcement Division (Bid File 3787) ..Body RECOMMENDATION Staff recommends Council approve the award of a purchase contract to Toyota of Selma, CA, for the purchase of 10 Toyota Prius vehicles in the amount of $241,951.50. EXECUTIVE SUMMARY The City Attorney's Office, Code Enforcement Division seeks to purchase 10 Toyota Prius vehicles as replacements for trucks past their useful life. These new hybrid vehicles will be utilized to travel throughout the City of Fresno enforcing the municipal code and responding to resident complaints. The units will be purchased through a competitive bidding procurement process and will be funded through the general fund. This is a re-bid of Bid File 3780 which Council approved rejecting all bids on November 5, 2020. Specifications were revised with an extended delivery timeline to allow for a factory order. This change produced a net savings of $49,000 to the final cost of the units versus the previous bid solicitation. Six local dealers were contacted by the Purchasing Division to encourage bidding. BACKGROUND The City Attorney's Office, Code Enforcement Division is responsible for enforcing Fresno municipal code as well as California building, plumbing, and electrical code. This is accomplished through inspections and citywide patrolling, utilizing seven teams, operating over 60 vehicles. These new vehicles will allow teams to safely and reliably travel throughout the city addressing violations, complaints, and offering customer service to the residents of Fresno. Currently Code Enforcement operates a fleet of light duty pickups originally purchased to fulfill a need to carry equipment. As the public nuisance and zoning teams have expanded in the last few years, the growing staff continued to operate out of existing pickups, handed down from other teams within their Division. The replacement vehicles will be hybrid compact sedans, which will be better suited for the required tasks, offering greater maneuverability and interior space. These new units will contribute to the City of Fresno's goal to incorporate low emissions vehicles into the fleet where applicable. The light vehicle class is on a ten year or 100,000 mile replacement schedule, which has been established by the Municipal Fleet Division as the optimum replacement time. The units identified for replacement are beyond this schedule in either age or mileage. The Municipal Fleet Division recommends this purchase based on the replacement schedule, and the needs of the department. Competitive bids were solicited for the 10 Toyota Prius vehicles on November 18, 2020, and advertised in the Fresno Business Journal. The Notice Inviting Bids was sent to five exchanges and specifications were distributed to five potential bidders. Six local dealers were contacted by the Purchasing Division to encourage bidding. One bid was received and reviewed on December 15, 2020. Toyota of Selma, CA was determined to be the lowest responsive and responsible bidder with a total bid price of $241,955. This price includes delivery and sales tax at 7.975 percent. The City Attorney has reviewed and approved to form. This is a re-bid of Bid File 3780 which Council approved rejecting all bids on November 5, 2020. Specifications were revised with an extended delivery timeline to allow for a factory order. This change produced a net savings of $49,000 to the final cost of the units versus the previous bid solicitation. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a "project" as defined by CEQA. LOCAL PREFERENCE Local preference is applicable to this award, and Toyota of Selma, CA is a local business pursuant to FMC 4-108. FISCAL IMPACT General funds will be used to purchase these items. The source of funding for the purchase cost of the 10 Toyota Prius will be the Code Enforcement Operating fund. Attachment: Bid Eval 3787