REPORT TO THE CITY COUNCIL FROM: CLIFFORD TRAUGH, Senior Management Analyst Department of Transportation BY: BRIAN BARR, Assistant Director Department of Transportation SUBJECT ..Title Approve the award of a purchase contract to Swanson Fahrney Ford of Selma, California, for the purchase of 47 Ford vehicles for the Fire Department, PARCS Department, Department of Public Works, Construction Management Division, and Department of Public Utilities, Solid Waste Management Division and Homeless Assistance Response Team in the amount of $1,548,044. Bids expire October 31, 2021 (Bid File 3830). ..Body RECOMMENDATION Staff recommends Council approve the award of a purchase contract to Swanson Fahrney Ford of Selma, California, for the purchase of 47 Ford vehicles for The Fire Department, Parks Department, Department of Public Works, and Department of Public Utilities in the amount of $1,548,044. EXECUTIVE SUMMARY The (FIRE) Fire Department, (PARCS) PARCS Department, (DPW) Department of Public Works, and (DPU) Department of Public Utilities are requesting approval to purchase 47 Ford vehicles to replace and grow their respective fleets. These units will be utilized as service trucks, pickups, and SUVs for transport to jobsites. Of the 47 total vehicles, FIRE is requesting 13 vehicles, PARCS is requesting 16 vehicles, DPW is requesting one vehicle, and DPU is requesting 17 vehicles. Of the requested units, 23 will serve as replacements and 24 will be used to meet the needs of growing staff and projects. The 47 Ford vehicles will be purchased through a competitive bidding procurement process and will be funded by the adopted FY2022 budget. The Municipal Fleet Division and Purchasing Division contacted the Central California New Car Dealer Association (CCNCDA) and dealerships located within the City of Fresno limits to gain interest, however no City of Fresno located or CCNCDA dealerships submitted a bid. Bids were received and reviewed on October 5, 2021. Due to COVID-19 pandemic supply constraints, and price uncertainty within the automotive industry, bids are valid through October 31, 2021, and cannot be extended. The manufacturer intends to stop accepting new orders for utility vehicles immediately after bids expire for several months. Should Council delay approval or reject all bids, the eventual production of these vehicles will be delayed an additional six months above normal lead times in excess of 30 weeks. BACKGROUND In an effort to save both time and resources, the Department of Transportation, Municipal Fleet Division has combined its' urgent light equipment needs into one procurement project. This strategy has yielded an agreement that is within budget and has saved administrative resources through multiple departments. FIRE, PARCS, DPW, and DPU, will utilize this contract to purchase both replacement and additional vehicles to meet the needs of their operations. FIRE, established in 1877, is one of the oldest fire departments in the United States, and the largest department in the Central Valley. The department operates 20 fire stations and responds to emergency calls with fully staffed fire engines and support vehicles. FIRE is requesting: one F-150, three F-250's, and two F-350's as replacements. These units will be utilized as: a squad vehicle, an emergency response vehicle, a maintenance truck for facilities, and pickups for operations staff. One F-150 and six SUV's will be purchased as additions to the fleet, the SUV's will be used to expand the permitting and inspection team, while the additional F150 will be utilized for a new hydrant inspection crew. PARCS provides service to the residents of Fresno through the operation and maintenance of city parks, recreational programs, and community outreach. PARCS is requesting: four F-150's, four F-350's, six F-450's, and two F-550's as replacements. The F-150's and F-350's will be utilized as repair and maintenance vehicles, while the F-450's and F-550's will be deployed as graffiti abatement trucks. DPW provides service to the residents of Fresno through the construction and maintenance of roads, streetlights, and adjacent landscaping throughout the city. To accomplish this, each division utilizes service trucks and half-ton pickup trucks to meet their daily needs. DPW is requesting one F-150 as a replacement to haul small tools, transport personnel to jobsites, and move equipment as needed. DPU provides service to the residents of Fresno through water delivery, collection of solid waste, and the treatment of wastewater. Each division utilizes vehicles to perform inspections, repair and maintain service systems, and travel to jobsites. DPU, Solid Waste Management Division and Homeless Assistance Response Team is requesting 17 F-150's as additions to haul small tools, transport personnel, and move equipment for their expanding teams. Competitive bids were solicited for the 47 Ford vehicles on September 13, 2021 and advertised in the Fresno Business Journal. The Notice Inviting Bids was sent to three exchanges and specifications were distributed to seven potential bidders. The Municipal Fleet Division and Purchasing Division contacted the Central California New Car Dealer Association (CCNCDA) and dealerships located within the City of Fresno limits to gain interest, however no City of Fresno located or CCNCDA dealerships submitted a bid. One bid was received and reviewed on October 5, 2021. Swanson Fahrney Ford was determined to be the lowest responsive and responsible bidder with a total bid price of $1,548,044. This price includes delivery and local sales tax at 8.35 percent. The Purchasing Division has approved this contract and recommends Council to approve. The City Attorney's Office has reviewed and approved to form. Due to COVID-19 pandemic supply constraints, and price uncertainty within the automotive industry, bids are valid through October 31, 2021, and cannot be extended. The manufacturer intends to stop accepting new orders for utility vehicles immediately after bids expire for several months. Should Council delay approval or reject all bids, the eventual production of these vehicles will be delayed an additional six months above normal lead times in excess of 30 weeks. 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 Swanson Fahrney Ford of Selma, CA is a local business pursuant to FMC 4-108. FISCAL IMPACT The funding to cover the purchase cost of the 47 Ford vehicles has been included in the FY2022 adopted budget under the operations of FIRE, PARCS, DPW, and DPU. The 13 light equipment fire vehicles will be lease financed and paid for over a five-year term. The lease payment schedule is included in the annual budget request for appropriations. A list of funding sources with unit quantities and total budgeted dollars is provided in Exhibit A. Attachments: Bid Evaluation 3830 Exhibit A Funding Sources