REPORT TO THE CITY COUNCIL FROM: BRIAN BARR, Director General Services Department BY: CLIFF TRAUGH, Administrative Manager General Services Department SUBJECT ..Title Approve the award of a purchase contract to XXX, of XXXX, California, for the purchase of 98 Ford vehicles for the Airports Department, City Attorney's Office, Department of Public Utilities, Department of Public Works, Fire Department, General Services Department, PARCS Department, and Police Department in the amount of $X,XXX,XXX (Bid File 3874) ..Body RECOMMENDATION Staff recommends Council approve the award of a purchase contract to XXX, of XXXX, California, for the purchase of 98 Ford vehicles for the Airports Department, City Attorney's Office, Department of Public Utilities, Department of Public Works, Fire Department, General Services Department, PARCS Department, and Police Department in the amount of $X,XXX,XXX. EXECUTIVE SUMMARY Airports Department (FYI), City Attorney's Office (CAO), Department of Public Utilities (DPU), Department of Public Works (DPW), Fire Department (FFD), General Services Department (GSD), PARCS Department (PARCS), and Police Department (FPD) are requesting approval to purchase 98 Ford vehicles to replace and grow their respective fleets. These units will be utilized as service trucks, pickups, vans, and hybrid SUVs for transport to job sites. Of the 98 total vehicles, FYI is requesting eight vehicles, CAO is requesting one vehicle, DPU is requesting 29 vehicles, DPW is requesting 36 vehicles, FFD is requesting six vehicles, GSD is requesting three vehicles, PARCS is requesting eight vehicles, and FPD is requesting seven vehicles. Of the requested units, 65 will serve as replacements and 33 will be additions used to meet the needs of growing staff and projects. The 98 Ford vehicles will be purchased through a competitive bidding procurement process and will be funded by the adopted FY2023 budget. The Municipal Fleet Division has specified the maximum number of hybrid and electric vehicles based upon the vehicle needs of the various departments. This totals 15 vehicles including Escapes, Mavericks, F-150's, and the new all electric F-150 Lightning. No additional hybrids or zero emission vehicles could be specified as the configurations were not available from the manufacturer on the remaining vehicle types. 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. BACKGROUND To save both time and resources, the General Services Department, Fleet Management Division has combined its' 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. FYI, DPU, DPW, FFD, GSD, PARCS, and FPD will utilize this contract to purchase both replacement and additional vehicles to meet the needs of their operations. FYI provides service to the residents of Fresno through the continuous operation and maintenance of airport properties. FYI is requesting eight vehicles: six F-250's and two all-electric F-150 Lightnings to haul small tools, transport personnel, and move equipment during their daily operations. Of the requested units, three will serve as replacements and five will be used to meet the needs of growing staff and projects. CAO provides service to the residents of Fresno through the Code Enforcement Division. This division enforces the City's Minimum Housing Code, which covers safety and livability requirements in housing by processing a variety of cases ranging from public nuisance to zoning. Code Enforcement has specialty teams as well as area teams that respond to complaints and possess specialized training to enforce violations. To accomplish this goal, CAO is requesting one F-450 as an addition to grow the property clean up team. 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 is requesting 29 vehicles: eight F-150's, three F-250's, 15 F-350's, and three hybrid Escapes to haul small tools, transport personnel, and move equipment for their expanding teams. Of the requested units, 21 will serve as replacements and eight will be used to meet the needs of growing staff and projects. DPW provides service to the residents of Fresno through the construction and maintenance of roads, streetlights, city owned buildings, and adjacent landscaping throughout the city. To accomplish this, each division utilizes service trucks, vans, and half-ton pickup trucks to meet their daily needs. DPW is requesting 36 vehicles: 19 F-150's, 15 F-350's, one F-450, and one hybrid Escape to haul small tools, transport personnel to jobsites, and move equipment as needed. Of the requested units, 27 will serve as replacements and nine will be used to meet the needs of growing staff and projects. FFD 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. FFD is requesting six vehicles: one F-150, one F-250, two F-350's and two hybrid Mavericks. These units will be utilized as emergency response vehicles, pickups for operations staff, and Mavericks for the Fire prevention team. Of the requested units, five will serve as replacements and one will be used to grow the squad fleet. GSD provides service to City of Fresno Departments through support services such as Fleet Management, Facilities Management, and Purchasing. To accomplish this, the divisions utilize vans and service trucks to repair and maintain City owned assets. GSD is requesting three vehicles: two F-150's and one Transit cargo van to haul small tools, transport personnel to jobsites, and move equipment as needed. Of the requested units, one will serve as a replacement and two will be used to grow the Facilities Maintenance team. PARCS provides service to the residents of Fresno through the operation and maintenance of city parks, recreational programs, and community outreach. PARCS is requesting: eight F-150's to serve as replacements to aging equipment. The F-150's will be utilized as repair and maintenance vehicles utilized throughout the PARCS properties. FPD is responsible for daily policing operations within the city of Fresno. The overall goal of the Police Department is to maintain the highest level of service while keeping our community safe. To accomplish this goal FPD is requesting seven vehicles: five hybrid Mavericks, one F-150, and one F-250. The new Mavericks will serve as Park Ranger patrol vehicles, and the trucks will be used to transport personnel and equipment. These vehicles will be additions to the fleet used to meet the needs of growing staff and projects. The Municipal Fleet Division has specified the maximum number of hybrid and electric vehicles based upon the vehicle needs of the various departments. This totals 15 vehicles including Escapes, Mavericks, F-150's, and the new all electric F-150 lightning. No additional hybrids or zero emission vehicles could be specified as the configurations were not available from the manufacturer on the remaining vehicle types. Competitive bids were solicited for the 98 Ford vehicles on October XX, 2022 and advertised in the Fresno Business Journal. The Notice Inviting Bids was sent to XX exchanges and specifications were distributed to XX 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 dealerships or CCNCDA dealerships submitted a bid. XX bids were received and reviewed on November 1, 2022. XXX Ford was determined to be the lowest responsive and responsible bidder with a total bid price of $X,XXX,XXX. 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. 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 XXX Ford of XXX, CA is a local business pursuant to FMC 4-108. FISCAL IMPACT The funding to cover the purchase cost of the 98 Ford vehicles has been included in the FY2023 Adopted Budget under the operations of FYI, CAO, DPU, DPW, FFD, GSD, PARCS, and FPD. Of the 98 units, 14 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. The balance of vehicles will be an outright purchase. A list of funding sources with unit quantities and total budgeted dollars is provided in Exhibit A. Attachments: Bid Evaluation XXX Exhibit A Funding Sources