TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
title
Cancel the procurement of Police Vehicles with Warren Anderson dba Fritts Ford and Approve the Procurement of Police Vehicles with Fairview Ford Sales, Inc.
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RECOMMENDATION
recommendation
1) Cancel the procurement of thirteen (13) Police Interceptor Utility vehicles with Warren Anderson dba Fritts Ford, Riverside, CA, for $588,165.50 2) approve the procurement of thirteen (13) Police Interceptor Utility vehicles with Fairview Ford Sales, Inc., San Bernardino, CA, for $787,544.29; and 3) authorize the City Manager to execute all necessary documents on behalf of the City.
body
FISCAL IMPACT
A total of thirteen (13) Police Interceptor Utility vehicles are being requested for purchase. Sufficient funds are included in the Fiscal Year 2024-2025 Public Works Department Equipment Management Fund (Fund 660).
All thirteen (13) vehicles will be purchased from the 660 Fund as follows:
|
Fund 660 - Equipment Management |
|
Funding Source |
Budget Amount |
Projected Expenditures |
Number of Vehicles |
|
66074001-48070-IE254 |
$66,000 |
$60,580.33 |
1 |
|
66074001-48070-IE240 |
$269,550 |
$181,740.99 |
3 |
|
6607400-48070 |
$594,000 |
$545,222.97 |
9 |
|
Totals |
$929,550 |
$787,544.29 |
13 |
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above further the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Positive City Image
• Responsible Long-Range Planning
|
Revenue: |
Expenditure: 6607400-48070 66074001-48070-IE240/IE254 |
|
Transfer In: |
Transfer Out: |
BACKGROUND
The Public Works Department’s Fleet Division is responsible for purchasing, maintaining, and replacing of all City-owned vehicles. When a vehicle is purchased, the vehicle is assigned a unit number and placed on a maintenance and eventual replacement schedule. For Fiscal Year 2024-2025, there are nine (9) Police vehicles that need to be replaced due to the age of the vehicles, mechanical condition and depreciation:
• Unit No. 554 - 2017 Ford Interceptor Utility
• Unit No. 563 - 2017 Ford Interceptor Utility
• Unit No. 564 - 2017 Ford Interceptor Utility
• Unit No. 579 - 2017 Ford Interceptor Utility
• Unit No. 581 - 2018 Ford Interceptor Utility
• Unit No. 584 - 2017 Ford Interceptor Utility
• Unit No. 589 - 2018 Ford Interceptor Utility
• Unit No. 590 - 2018 Ford Interceptor Utility
• Unit No. 598 - 2019 Ford Interceptor Utility
Additionally, for Fiscal Year 2024-2025, there are four (4) Police vehicles that will be new additions to the City’s fleet:
• Unit No. 543 - Ford Interceptor Utility
• Unit No. 544 - Ford Interceptor Utility
• Unit No. 545 - Ford Interceptor Utility
• Unit No. 546 - Ford Interceptor Utility
Finance, with the assistance of Public Works, compiled specifications, and prepared a bid package for the thirteen (13) vehicles. On September 26, 2024, Public Works staff contacted all local dealerships and a bid notice (IFB#2024-0031PW-FLEET) was published on the City’s PlanetBids website.
On October 17, 2024, the City received the following results:
|
Dealership Name |
Price for (13) Vehicles |
Tax and Fees for (13) Vehicles |
Total Cost for (13) Vehicles |
|
Warren Anderson Ford dba Fritts Ford |
$538,915 |
$49,250.50 |
$588,165.50 |
|
Elk Grove Auto* |
$656,500 |
$58,759.22 |
$715,259.22 |
|
Fairview Ford Sales |
$724,074 |
$63,470.29 |
$787,544.29 |
*Elk Grove Auto’s submission of Dodge Durangos did not meet the City’s standardized specifications.
On December 17, 2024, the City Council approved the purchase and awarded the bid to Warren Anderson Ford dba Fritts Ford, Riverside, CA, for thirteen (13) Police Interceptor vehicles in the amount of $588,165.50. However, Warren Anderson Ford dba Fritts Ford was unable to fulfill its obligations, and declined the purchase.
ISSUES/ANALYSIS
Following the withdrawal of the lowest bid, staff contacted the remaining bidders to confirm the validity of their submitted pricing. Although Elk Grove Auto, Elk Grove, CA, submitted the second-lowest bid, the City rejected the bid due to the proposed vehicle specifications referencing Dodge Durangos. These vehicles do not meet the City's current fleet specifications and are inconsistent with ongoing standardization efforts. Staff subsequently contacted the third-lowest bidder, Fairview Ford Sales, Inc., San Bernardino, CA, who confirmed that the original pricing provided in December remains valid and will be honored.
The difference in cost between the two dealerships is as follows:
|
Dealership Name |
Price for (13) Vehicles |
Tax and Fees for (13) Vehicles |
Total Cost for (13) Vehicles |
|
Fairview Ford Sales |
$724,074 |
$63,470.29 |
$787,544.29 |
|
Warren Anderson Ford dba Fritts Ford |
$538,915 |
$49,250.50 |
$588,165.50 |
|
Total Cost Difference |
$185,159 |
$14,219.79 |
$199,378.79 |
Despite the increased difference in cost, sufficient funds remain available within the approved budget to proceed with this purchase. Therefore, staff recommends that the City Council cancel the purchase with Warren Anderson Ford dba Fritts Ford and approve a new purchase with Fairview Ford Sales, Inc., San Bernardino, CA, for $787,544.29 for the purchase of thirteen (13) Police Interceptor Utility vehicles. All supporting documents are on file with the City’s Finance Department.