TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: NOVEMBER 12, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO MK SMITH CHEVROLET FOR THE PURCHASE OF SIX FLEET VEHICLES (FUNDING SOURCES: MOTOR FLEET, CEMETERY, AND SANITATION FUNDS)
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SUMMARY
Funding is currently available to procure five fleet vehicles, including three EV Chevrolet Silverado 1500s, one Chevrolet dump truck, and one Chevrolet stakebed truck. In addition to these vehicles, staff recommends that the City Council appropriate funds to purchase one new Chevrolet Colorado to support a new Building Inspector position. Following a competitive bidding process, staff recommends entering into an agreement with MK Smith Chevrolet to procure the six vehicles.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to enter into agreement with MK Smith Chevrolet in the amount of $331,530.80 for the purchase of six fleet vehicles; and
B. Appropriate $75,000 from the Motor Fleet Fund to fully fund the recommended purchases and vehicle upfits.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request more information.
FINANCIAL REVIEW
Staff recommends entering into an agreement with MK Smith Chevrolet in the amount of $331,530.80 to purchase six fleet vehicles. Vehicle purchases are budgeted in three separate funds: Motor Fleet Fund, Sanitation Fund, and Cemetery Fund. A budget breakdown of by individual fund is provided below.
Motor Fleet Fund
The 2025-26 Motor Fleet budget currently has $235,555 remaining for vehicle purchases. In addition to the available Motor Fleet budget, the Police Department was recently awarded a Cannabis Tax Fund Grant Program Law Enforcement grant that will fund the cost to purchase and upfit one Ford Interceptor, up to a $91,000 value. After allowing for this grant that will offset expenditures, a total of $326,555 will be available for final vehicle purchases and upfits.
Police Department staff anticipate expending approximately $216,000 on remaining police vehicle upfits, leaving $110,555 available in the Motor Fleet budget. The lowest responsive bids for the remaining vehicle purchases totaled $185,497.18. The bid includes the one un-budgeted Chevrolet Colorado for the newly approved Building Official position. Staff recommends appropriating $75,000 from the Motor Fleet Fund balance to cover the full cost of the remaining vehicle purchases.
Sanitation Fund
The 2025-26 Sanitation Budget has $84,000 budgeted for one stakebed truck purchase. MK Smith Chevrolet has quoted a purchase price of $74,808.77 leaving $9,191.23 remaining.
Cemetery Fund
The 2025-26 Cemetery budget has $85,000 budgeted for one dump truck purchase. MK Smith Chevrolet has quoted a purchase price of $71,224.85, leaving $13,775.15 remaining.
The staff cost to prepare this report and administer this contract is estimated at $3,900 and is included in the operating budget of the Community Services Department.
ANALYSIS
Vehicle Procurement
Staff recommends entering into a contract with MK Smith Chevrolet to purchase six vehicles, including three EV Chevrolet Silverado 1500s, one Chevrolet dump truck, one Chevrolet stake bed truck, and one Chevrolet Colorado. The three Silverados, dump truck, and stake bed are replacements for existing fleet vehicles that are due for replacement based upon age and condition. The Colorado is a new addition to the fleet to support the newly approved Building Inspector position.
The City requested vehicle pricing from multiple Chevrolet dealers:
|
Bidder |
Price |
|
MK Smith Chevrolet |
$331,530.80 |
|
Mountain View Chevrolet |
$354,050.40 |
|
National Auto Fleet Group |
Incomplete Bid |
|
Tom Bell Chevrolet |
Not Responsive |
MK Smith Chevrolet was the lowest responsive bidder. Staff recommends contracting with MK Smith Chevrolet in the amount of $331,530.80.
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, and the 2024-26 Budget.
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