TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
title
Purchase Orders - FY2024-2025 City Fleet Vehicles.
end
RECOMMENDATION
recommendation
Approve purchase orders to 1) M.K. Smith Chevrolet, Chino, CA, for $579,729.20 for the purchase of twelve (12) vehicles; 2) Western Truck Exchange, Los Angeles, CA, for $134,309.75 for the purchase of one (1) vehicle; 3) RCA Investments, Inc., Long Beach, CA, for $69,582.56 for the purchase of two (2) vehicles; 4) Warren Anderson Ford, Riverside, CA, for $805,229.76 for the purchase of nineteen (19) vehicles; 5) Saba Holding Company, LLC, Corona, CA, for $90,922.28 for the purchase of two (2) vehicles; 6) Fleet Vehicle Source, Inc., Covina, CA, for $60,645.62 for the purchase of two (2) vehicles; 7) Transwest Truck Center, LLC, Fontana, CA, for $59,540.76 for the purchase of one (1) vehicle; and 8) authorize the City Manager to execute all necessary documents on behalf of the City.
body
FISCAL IMPACT
Sufficient funds are included in the Fiscal Year 2024-2025 Equipment Management Fund (Fund 660) for nineteen (19) vehicles. There is an intent to purchase an additional twenty (20) vehicles pending the Mid-Term budget adoption scheduled in January 2025. Once adopted, the additional purchase orders will be processed to the vendors. There is sufficient Equipment Management (660) fund balance for all these purchases.
|
FY2024-2025 City Fleet Vehicles |
|
|
Budget Amount |
Projected Expenditures |
Number of Vehicles |
|
Original Budgeted Vehicles |
$1,141,350.00 |
$804,953.53 |
19 |
|
Mid-Term Adjustments |
$1,140,400.00 |
$995,006.39 |
20 |
|
Totals |
$2,281,750.00 |
$1,799,959.92 |
39 |
All 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-IE240 |
$359,400.00 |
$195,271.26 |
4 |
|
66074001-48070-IE254 |
$66,000.00 |
$45,243.50 |
1 |
|
66074001-48070-IE256 |
$46,250.00 |
$36,506.34 |
1 |
|
66074001-48070-IE257 |
$297,100.00 |
$244,760.44 |
6 |
|
66074001-48070-IE258 |
$153,000.00 |
$131,842.50 |
3 |
|
6607400-48070/48080/48090 |
$1,360,000.00 |
$1,146,335.88 |
24 |
|
Totals |
$2,281,750.00 |
$1,799,959.92 |
39 |
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: 6607400-48070/48080/48090 66074001-48070-IE240/IE254/IE256/IE257/IE258 |
|
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 twenty-four (24) vehicles that need to be replaced due to the age of the vehicles, mechanical condition and depreciation:
Community Services, Parks & Recreation
• Unit No. 821 - 2006 Chevy 2500 Service Body (Pending Mid-Term Adjustment)
Development Services
• Unit No. 216 - 2007 Ford Ranger Pick-up Truck (Pending Mid-Term Adjustment)
• Unit No. 218 - 2007 Ford Ranger Pick-up Truck
Public Works
• Unit No. 456 - 2008 Kobelco Mini Excavator
• Unit No. 457 - 2008 Chevrolet 5 Yard Dump Truck (Pending Mid-Term Adjustment)
• Unit No. 620 - 2004 Chevrolet 2500 HD (Pending Mid-Term Adjustment)
• Unit No. 6022T - 1986 Emergency Trailer
• Unit No. 707 - 2007 Ford Ranger Pick-up Truck
Police Department
• Unit No. 120 - 2008 Ford Explorer
• Unit No. 131 - 2015 Ford Explorer
• Unit No. 136 - 2015 Chevrolet Traverse
• Unit No. 137 - 2016 Chevrolet Impala (Traffic Collision) (Pending Mid-Term Adjustment)
• Unit No. 526 - 2020 BMW Motorcycle (Traffic Collision) (Pending Mid-Term Adjustment)
• Unit No. 527 - 2016 BMW Motorcycle
• Unit No. 538 - 2015 Chevrolet Colorado
• Unit No. 554 - 2020 Chevrolet Tahoe (Traffic Collision) (Pending Mid-Term Adjustment)
• Unit No. 563 - 2015 Chevrolet Tahoe
• 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 (Pending Mid-Term Adjustment)
• Unit No. 589 - 2018 Ford Interceptor Utility
• Unit No. 590 - 2018 Ford Interceptor Utility
• Unit No. 598 - 2019 Ford Interceptor Utility (Pending Mid-Term Adjustment)
Additionally, for Fiscal Year 2024-2025, there are fifteen (15) vehicles that will be new additions to the City’s fleet:
Community Services, Parks & Recreation
• Unit No. 838 - Ford Explorer XLT (Pending Mid-Term Adjustment)
• Unit No. 839 - Ford Explorer XLT (Pending Mid-Term Adjustment)
• Unit No. 840 - Chevrolet 1500 Double Cab Truck (Pending Mid-Term Adjustment)
Development Services
• Unit No. 326 - Chevrolet Colorado Truck (Pending Mid-Term Adjustment)
Public Works
• Unit No. 328 - Chevrolet Colorado Truck (Pending Mid-Term Adjustment)
• Unit No. 329 - Chevrolet Colorado Truck (Pending Mid-Term Adjustment)
• Unit No. 682 - Chevrolet 1500 Regular Cab Truck (Pending Mid-Term Adjustment)
• Unit No. 684 - Chevrolet 1500 Regular Cab Truck (Pending Mid-Term Adjustment)
• Unit No. 760 - Chevrolet 1500 Regular Cab Truck (Pending Mid-Term Adjustment)
• Unit No. 761 - Chevrolet 1500 Regular Cab Truck (Pending Mid-Term Adjustment)
Police Department
• Unit No. 543 - Ford Interceptor Utility (Pending Mid-Term Adjustment)
• Unit No. 544 - Ford Interceptor Utility
• Unit No. 545 - Ford Interceptor Utility
• Unit No. 546 - Ford Interceptor Utility
• Unit No. 547 - Ford F-150 Police Responder Truck
ISSUES/ANALYSIS
Finance, with the assistance of Public Works, compiled specifications, and prepared bid packages for the thirty-nine (39) vehicles. The selected vehicles were identified to maintain consistency with the overall City’s existing fleet, the familiarity of the staff operating and providing mechanic services on the vehicles, and the availability of parts from local dealerships. On September 26, 2024, and October 3, 2024, Public Works staff contacted all local dealerships and fourteen (14) bid notices were published on the City’s PlanetBids website.
On October 17, 2024, and October 24, 2024, the City received the following results for the fourteen (14) bid notices:
|
Overall Bid Results for Thirty-Nine (39) City Fleet Vehicles |
|
Dealership |
Location |
Total Amount |
Number of Vehicles |
|
M.K. Smith Chevrolet |
Chino, CA |
$579,729.20 |
12 |
|
Western Truck Exchange |
Los Angeles, CA |
$134,309.75 |
1 |
|
RCA Investments, Inc. |
Long Beach, CA |
$69,582.56 |
2 |
|
Warren Anderson Ford |
Riverside, CA |
$805,229.76 |
19 |
|
Saba Holding Company, LLC |
Corona, CA |
$90,922.27 |
2 |
|
Fleet Vehicle Source, Inc. |
Covina, CA |
$60,645.62 |
2 |
|
Transwest Truck Center, LLC |
Fontana, CA |
$59,540.76 |
1 |
|
Totals |
$1,799,959.92 |
39 |
M. K. Smith Chevrolet
2025 Chevrolet 1500 Regular Cab Truck (5)
|
Dealership Name |
Price for (5) Vehicles |
Tax and Fees for (5) Vehicles |
Total Cost for (5) Vehicles |
|
M.K. Smith Chevrolet* |
(3) $113,410.80 (2) $81,949.60 |
(3) $10,227.00 (2) $7,372.96 |
$212,960.36 |
|
Courtesy Chevrolet Center |
$183,995.00 |
$16,143.30 |
$200,138.30 |
|
UAG Cerritos 1 |
$199,805.10 |
$17,526.70 |
$217,331.80 |
*Two of five vehicles from M.K. Smith’s bid are V8 engine to accommodate for heavier towing needs resulting in a difference in cost.
2024/2025 Chevrolet 2500HD Regular Cab Flat Bed (1)
|
Dealership Name |
Price for (1) Vehicle |
Tax and Fees for (1) Vehicle |
Total Cost for (1) Vehicle |
|
M.K. Smith Chevrolet |
$82,454.58 |
$7,315.96 |
$89,770.54 |
|
Transwest Truck Center |
$82,008.48 |
$7,664.49 |
$89,672.97 |
|
Bakersfield Dodge |
$89,119.00 |
$7,932.10 |
$97,051.10 |
2024/2025 Chevrolet 1500 Regular Cab Service Bed Truck (1)
|
Dealership Name |
Price for (1) Vehicle |
Tax and Fees for (1) Vehicle |
Total Cost for (1) Vehicle |
|
M.K. Smith Chevrolet |
$72,568.40 |
$6,450.92 |
$79,019.32 |
|
Warren Anderson Ford |
$77,210.00 |
$6,937.06 |
$84,147.06 |
|
Transwest Truck Center |
$85,714.98 |
$7,988.81 |
$93,703.79 |
2024/2025 Chevrolet Colorado (3)
|
Dealership Name |
Price for (3) Vehicles |
Tax and Fees for (3) Vehicles |
Total Cost for (3) Vehicles |
|
M.K. Smith Chevrolet |
$100,428.00 |
$9,091.02 |
$109,519.02 |
|
Guaranty Chevrolet Motors |
$100,854.00 |
$9,128.28 |
$109,982.28 |
|
Courtesy Chevrolet Center |
$103,125.00 |
$9,131.19 |
$112,256.19 |
2024/2025 Chevrolet 1500 Double Cab (1)
|
Dealership Name |
Price for (1) Vehicle |
Tax and Fees for (1) Vehicle |
Total Cost for (1) Vehicle |
|
M.K. Smith Chevrolet |
$39,335.00 |
$3,543.00 |
$42,878.00 |
|
Winner Chevrolet |
$41,400.00 |
$3,723.69 |
$45,123.69 |
|
Warren Anderson Ford |
$42,455.00 |
$3,896.00 |
$46,351.00 |
2024/2025 Chevrolet Traverse (1)
|
Dealership Name |
Price for (1) Vehicle |
Tax and Fees for (1) Vehicle |
Total Cost for (1) Vehicle |
|
M.K. Smith Chevrolet |
$41,192.00 |
$3,705.49 |
$44,897.49 |
|
Courtesy Chevrolet Center |
$40,370.00 |
$3,574.12 |
$43,944.12 |
|
Winner Chevrolet |
$41,250.00 |
$3,710.56 |
$44,960.56 |
Western Truck Exchange
2025 Ford F-750 5-Yard Dump Truck (1)
|
Dealership Name |
Price for (1) Vehicle |
Tax and Fees for (1) Vehicle |
Total Cost for (1) Vehicle |
|
Western Truck Exchange |
$123,420.00 |
$10,889.75 |
$134,309.75 |
|
Warren Anderson Ford |
$128,505.00 |
$11,428.25 |
$139,933.25 |
|
Transwest Truck Center |
$145,000.00 |
$13,302.50 |
$158,302.50 |
RCA Investments, Inc.
2024/2025 BMW R1250 RT-P Motorcycle (2)
|
Dealership Name |
Price for (2) Vehicles |
Tax and Fees for (2) Vehicles |
Total Cost for (2) Vehicles |
|
RCA Investments, Inc. |
$63,807.52 |
$5,775.04 |
$69,582.56 |
Warren Anderson Ford
2025 Ford Maverick Truck (4)
|
Dealership Name |
Price for (4) Vehicles |
Tax and Fees for (4) Vehicles |
Total Cost for (4) Vehicles |
|
Warren Anderson Ford |
$117,200.00 |
$10,899.76 |
$128,099.76 |
|
CivicBridges |
$129,912.32 |
$15,087.48 |
$144,999.80 |
2025 Ford Interceptor Utility (13)
|
Dealership Name |
Price for (13) Vehicles |
Tax and Fees for (13) Vehicles |
Total Cost for (13) Vehicles |
|
Warren Anderson Ford |
$538,915.00 |
$49,250.50 |
$588,165.50 |
|
Elk Grove Auto |
$656,500.00 |
$58,759.22 |
$715,259.22 |
|
Fairview Ford Sales |
$724,074.00 |
$63,470.29 |
$787,544.29 |
2025 Ford Explorer (2)
|
Dealership Name |
Price for (2) Vehicles |
Tax and Fees for (2) Vehicles |
Total Cost for (2) Vehicles |
|
Warren Anderson Ford |
$81,510.00 |
$7,454.50 |
$88,964.50 |
|
CivicBridges |
$85,277.44 |
$11,622.14 |
$96,899.58 |
Saba Holding Company, LLC
Staff selected two vehicles through a cooperative purchasing agreement in accordance with the City’s Purchasing Policy. These vehicles were procured under Sourcewell Contract No. 011723-VCE. While one of the vehicles was posted on PlanetBids, staff did not utilize PlanetBids results, as the cooperative agreement offered a more cost-effective solution.
|
Description |
Unit Price |
Tax and Fees |
Total Cost |
|
Compact Excavator |
$64,431.23 |
$8,987.73 |
$73,418.96 |
|
Zieman Trailer |
$16,095.00 |
$1,408.31 |
$17,503.31 |
|
Total Amount for Both Units |
$90,922.28 |
Fleet Vehicle Source, Inc.
2024/2025 Nissan Altima (2)
|
Dealership Name |
Price for (2) Vehicles |
Tax and Fees for (2) Vehicles |
Total Cost for (2) Vehicles |
|
UAG Cerritos 1* |
$51,879.18 |
$4,556.92 |
$56,436.10 |
|
Fleet Vehicle Source, Inc. |
$55,580.00 |
$5,065.62 |
$60,645.62 |
*UAG Cerritos pricing and specification has been reviewed by City staff and was deemed not acceptable. The bid submitted by UAG Cerritos 1 did not meet City’s specifications for make and model.
Transwest Truck Center, LLC
2025 Ford F-150 Police Responder Truck (1)
|
Dealership Name |
Price for (1) Vehicle |
Tax and Fees for (1) Vehicle |
Total Cost for (1) Vehicle |
|
Transwest Truck Center, LLC |
$54,955.00 |
$4,585.76 |
$59,540.76 |
All bid packages with the seven dealerships have been thoroughly reviewed by City staff and deemed the lowest responsible and responsive bidder with the preference to local dealerships. The inclusion of the pending twenty (20) vehicles intended for purchase will serve as a placeholder with dealerships to hold the vehicle for the City upon Mid-Term City Council approval.
Therefore, staff recommends that the City Council approve various purchase orders to the following: M.K. Smith Chevrolet, Chino, CA, for $579,729.20 for the purchase of twelve (12) vehicles, Western Truck Exchange, Los Angeles, CA, for $134,309.75 for the purchase of one (1) vehicle, RCA Investments, Inc., Long Beach, CA, for $69,582.56 for the purchase of two (2) vehicles, Warren Anderson Ford, Riverside, CA, for $805,229.76 for the purchase of nineteen (19) vehicles, Saba Holding Company, LLC, Corona, CA, for $90,922.28 for the purchase of two (2) vehicles, Fleet Vehicle Source, CA, for $60,645.62 for the purchase of two (2) vehicles, and Transwest Truck Center, LLC, Fontana, CA, for $59,540.76 for the purchase of one (1) vehicle for an overall total amount of $1,799.959.92 for thirty-nine (39) vehicles. All supporting documents are on file with the City’s Finance Department.