TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: JULY 23, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO FRITTS FORD FOR VEHICLE REPLACEMENTS (FUNDING SOURCE: MOTOR FLEET)
Body
SUMMARY
The 2024-25 Motor Fleet budget includes funding to replace City vehicles that have reached the end of their useful lives. The replacement schedule includes, but is not limited to, purchasing seven hybrid Ford Interceptor police patrol units and three electric Ford F-150 Lightning work trucks. In July 2024, the City solicited quotes for these vehicles. The City has reviewed the quotes received and recommends award of contract to Fritts Ford.
RECOMMENDATION
Recommended Action
Staff recommends the City Council award a contract to Fritts Ford in the amount of $619,354.77 for the purchase of ten new vehicles, and authorize the City Manager to execute the contract.
Body
ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The 2024-25 Motor Fleet budget includes funding for scheduled vehicle replacements. This includes, but is not limited to, seven hybrid Ford Interceptor police patrol units and three Ford F-150 Lightning work trucks. The cost of the hybrid Ford Interceptors is $60,354.90 each. The price of the Ford F-150 Lightning trucks is $65,623.49 each. The total price for all ten vehicles is $619,354.77.
The City recently received approval from the U.S. Department of Energy for an Energy Efficiency and Conservation Block Grant (EECBG) Equipment Rebate Voucher in the amount of $76,300. This grant funding will offset the purchase price of the three Ford F-150 Lighting trucks. Funding to cover the remaining costs is available in the 2024-25 Motor Fleet operating budget.
The seven police patrol units will require upfitting services once they are received from Ford. Staff is currently in the process of soliciting bids for upfitting services and will bring forward a subsequent report to the City Council in fall 2024 to award a contract for those services.
City staff is also currently soliciting quotes to install electric vehicle charging equipment at the City Yard and City Hall to support the three new electric trucks that will be added into the City fleet. Staff anticipates utilizing its AB 2766 Subvention funds to cover the cost of the electric vehicle charging infrastructure. AB 2766 Subvention funds are allocated to the City on an annual basis for mobile source emission reduction purchases and projects. The City typically receives approximately $45,000 per year and has $258,000 available. A subsequent report will be brought before the City Council for electric vehicle charging infrastructure to support the new electric fleet vehicles.
The staff cost to prepare this report and administer this project is estimated at $4,600 and is included in the operating budget of the Community Services Department.
ANALYSIS
Advanced Clean Fleet Regulation
In April 2023, the Advanced Clean Fleet Regulation was approved by the California Air Resources Control Board (CARB). Beginning January 1, 2024, State and local government fleets must ensure that 50 percent of purchases of vehicles over 8,500 pounds gross vehicle weight rating are zero-emissions. Emergency vehicles as defined by California Vehicle Code section 165 are currently exempt. Local government agencies must begin submitting compliance reports to CARB on an annual basis and maintaining records and documentation. In 2024, the City anticipates purchasing three compressed natural gas sanitation trucks. The three Ford F-150 Lightning work trucks will offset these purchases, meeting the 50 percent zero-emissions requirement for 2024.
Vehicle Replacement Schedule
The 2024-25 budget includes funding to replace vehicles that have reached the end of their useful lives. In addition, procuring the three electric Ford F-150 Lightning vehicles is the most cost effective manner to meet this new Advanced Clean Fleet regulatory requirements. The vehicles to be replaced are listed in the table below:
|
Unit # |
Existing Vehicle |
Department |
Year |
Proposed Replacement |
|
5219 |
Dodge Charger |
Police Patrol |
2019 |
Ford Explorer Interceptor (Hybrid) |
|
5319 |
Dodge Charger |
Police Patrol |
2019 |
Ford Explorer Interceptor (Hybrid) |
|
5419 |
Dodge Charger |
Police Patrol |
2019 |
Ford Explorer Interceptor (Hybrid) |
|
5619 |
Dodge Charger |
Police Patrol |
2019 |
Ford Explorer Interceptor (Hybrid) |
|
5719 |
Dodge Charger |
Police Patrol |
2019 |
Ford Explorer Interceptor (Hybrid) |
|
5819 |
Dodge Charger |
Police Patrol |
2019 |
Ford Explorer Interceptor (Hybrid) |
|
5919 |
Dodge Charger |
Police Patrol |
2019 |
Ford Explorer Interceptor (Hybrid) |
|
14315 |
Chevrolet Silverado 1500 |
Community Services |
2015 |
Ford F-150 Lighting XLT |
|
14216 |
Chevrolet Silverado 1500 |
Community Development |
2016 |
Ford F-150 Lighting XLT |
|
37016 |
Chevrolet Silverado 1500 |
Community Development |
2016 |
Ford F-150 Lighting XLT |
The Police Department proposes replacing the current Dodge Charger patrol units with Ford Explorer Interceptor patrol units. Dodge Chargers are no longer available for purchase. The Police Department purchased one Ford Explorer Police Interceptor in 2023 and has had a favorable experience with this model.
Vendor Selection / Competitive Bidding
In July 2023, the City contacted five local auto dealers to solicit bids for the purchase of vehicles. Two dealers, Citrus Ford and National Auto Fleet Group, declined to provide pricing and/or could not source the vehicles. The remaining three quotes were as follows:
|
Vendor |
Bid Price |
|
Fritts Ford |
$ 619,354.77 |
|
Ken Grody Ford |
$ 626,379.65 |
|
Sunrise Ford |
$ 653,364.19 |
Fritts Ford indicates that the expected delivery timeline is November 2024.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, 2024-26 Budget, and the Youth and Family Master Plan.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Kristin Mikula
Community Services Director Community Services Manager