REPORT TO THE CITY COUNCIL April 9, 2020 FROM: GREGORY A. BARFIELD, Director Department of Transportation BY: BRIAN BARR, Assistant Director Department of Transportation ORIE J. RUBALCAVA, Senior Management Analyst Department of Transportation SUBJECT ..Title Approve a product purchase agreement with Swanson Fahrney Ford, a Selma, California based dealership, in the amount of $142,912.18 for seven sedans for the Department of Transportation/FAX Division (Bid File 3716) ..Body RECOMMENDATION Staff recommends Council approve a product purchase agreement with Swanson Fahrney Ford, a Selma, California based dealership, in the amount of $142,912.18 for seven intermediate, mid-size, four-door unleaded sedans for the Department of Transportation/FAX Division. EXECUTIVE SUMMARY The FAX Division bus operators utilize intermediate mid-size sedans (also referred to as relief vehicles) as transportation to and from their fixed route shift assignments, allowing bus operators to change shifts without returning the bus back to the bus yard. The FAX Division seeks approval to purchase seven sedans as replacement vehicles. BACKGROUND The FAX Division bus operators utilize intermediate mid-size sedans as transportation to and from their fixed route shift assignments allowing bus operators to change shifts without returning the bus back to the bus yard. Based upon fixed route revenue service operations, FAX requires a minimum of 23 intermediate mid-size sedans for this purpose. The FTA minimum life cycle for sedans is five years, while the industry standard is seven years. Currently, FAX has nine relief vehicles that are over seven years old, five of which are over ten years old. FAX plans to replace seven of the oldest vehicles with the sedans procured under this purchase contract. The remaining two will be replaced with hybrid or electric vehicles under a separate procurement. Bids were solicited for this project on December 30, 2019, and advertised in the Fresno Business Journal. The Notice Inviting Bids was sent to two exchanges and specifications were distributed to 11 potential bidders. The bids were publicly opened on January 28, 2020. FAX received three bids in response to the solicitation, only one was determined to be both responsive and responsible. Staff finds Swanson Fahrney Ford to be both responsive and responsible and recommends Council award the contract to this vendor. The City Attorney's Office has reviewed the Agreement and approved it to form. ENVIRONMENTAL FINDING By the definition provided in the California Environmental Quality Act Guidelines Section 15378 the award of this contract does not qualify as a project; therefore, it is exempt from the California Environmental Quality Act requirements. LOCAL PREFERENCE Local preference is applicable to this award, and Swanson Ford Fahrney Ford is a local business pursuant to FMC 4-108. FISCAL IMPACT There is no fiscal impact to the General Fund from this request. This purchase shall be funded through Prop 1B, Public Transportation Modernization, Improvement, and Service Enhancement Account Program (PTMISEA) grants. Attachment: Bid Evaluation 3716