REPORT TO THE CITY COUNCIL July 26, 2018 FROM: JIM SCHAAD, Director Department of Transportation BY: DUANE MYERS, Fleet Manager Department of Transportation, Municipal Fleet Division CLIFF TRAUGH, Sr. Management Analyst Department of Transportation, Municipal Fleet Division SUBJECT ..Title Actions related to purchasing Ford F-150 trucks for code enforcement activities: 1. Approve the award of a purchase contract to Swanson-Fahrney Ford for the purchase of 27 Ford F-150 regular cab, short bed pickups in the amount of $610,500 2. Approve the use of the City Master Equipment Lease Purchase Agreement to finance 27 fully upfitted Ford F-150 regular cab, short bed pickups for the Development and Resource Management Department 3. ***RESOLUTION - 1st Amendment to the Annual Appropriation Resolution No. 2018-157 appropriating $74,500 for the first year of lease payments for 27 Ford F-150 pickups for the Development and Resource Management Department. (Requires five affirmative votes) (Subject to Mayor's veto) ..Body RECOMMENDATION Staff recommends Council approve the award of a purchase contract to Swanson-Fahrney Ford for 27 Ford F-150 regular cab, short bed pickups in the amount of $610,500 and approve the 1st Amendment to the Annual Appropriation Resolution (AAR) No. 2018-157 appropriating $74,500 for the first year of lease payments for 27 Ford F-150 pickups. EXECUTIVE SUMMARY DARM requests approval to purchase 27 Ford F-150 pickups, representing 25 replacements for units past their useful life and two additional pickups to meet the needs of growing staff. The units will be utilized by DARM to travel safely and reliably throughout the city of Fresno enforcing the municipal code. The cost of each vehicle is $22,593.77, and the annual lease payment will not exceed $149,000 for five years. BACKGROUND DARM focuses on both public and private property development throughout the city, as well as the sustainable management of land and public infrastructure. DARM is responsible for building and safety services, as well as parking services within the city of Fresno. The Building and Safety Services Division conducts architectural plan analyses and multi-jurisdictional compliance inspections related to fire, health, and disabled access requirements. The Parking Services Division is responsible for City parking garages, meter collection, street parking, and special events at the Convention Center, Chukchansi Park, and Fulton Corridor. In addition, this division enforces California Vehicle Codes and Fresno Municipal Code violations, including the abatement of abandoned vehicles on city streets. These new pickups will allow DARM teams to safely and reliably travel throughout the city to enforce the municipal code and offer customer service to the residents of Fresno. The employees require various inspection tools and basic equipment to perform their duties. The specified Ford F-150 regular cab, short bed pickup gives the employee the space and functionality required to do this and is small enough to maneuver in and out of smaller streets and alley ways. Competitive bids were solicited for the 27 F-150 pickups on July 17, 2018. Multiple bids were received and reviewed. Following the approved procurement process, Swanson-Fahrney Ford was determined to be the lowest responsive and responsible bidder with a bid price of $22,593.77 per unit. This price includes delivery and sales tax at 7.975 percent. If approved by Council, these units will be purchased utilizing the City Master Equipment Lease Purchase Agreement. ENVIRONMENTAL FINDING By the definition provided in the California Environmental Quality Act Guidelines Section 15378, the award of this contract and AAR amendment do not qualify as a "project." LOCAL PREFERENCE Local preference is applicable to this award, and Swanson-Fahrney Ford is a local business pursuant to FMC 4-108. FISCAL IMPACT The City of Fresno has completed a MELPA that will be used to finance the vehicles. The MELPA allows the City to expedite financing of certain equipment that is approved for purchase and financing where competitive procurement, budgeting, and appropriation requirements are completed. The funding source for FY 2019 lease payments has been provided by DARM's General Fund appropriations. These funds were transferred to the Fleet Operating fund in FY 2018 and are now being appropriated for this purchase. The remaining payments will be incorporated into the City five-year forecast document. Attachments: Resolution - AAR Amendment Bid Evaluation