HomeMy WebLinkAboutItem 10f - Purchase of Ford ExplorersPurchase of Ford Explorers February 4, 2025 Page 1 of 3 DATE: February 4, 2025 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Carlos Aguilar, General Services Superintendent SUBJECT: PURCHASE ORDER WITH 72 HOUR LLC DBA NATIONAL AUTO FLEET GROUP FOR THE PURCHASE OF TWO 2025 FORD EXPLORERS IN THE AMOUNT OF $103,956.80 CEQA: Not a Project Recommendation: Approve SUMMARY The Fiscal Year 2024-25 Equipment Replacement Budget provides for the replacement of two vehicles for the Police Department that meet the criteria under the City’s Vehicle Replacement Program. After exploring purchasing options, it was determined that using Sourcewell, a national cooperative purchasing program, allows the City to streamline vehicle procurement and receive the best price possible. It is recommended that the City Council approve a Purchase Order with 72 Hour LLC dba National Auto Fleet Group for the purchase of two 2025 Ford Explorers in the amount of $103,956.80. BACKGROUND The Fiscal Year 2024-25 Equipment Replacement Budget provides for the replacement of two vehicles for the Police Department. The vehicles being replaced are a 2016 Ford Explorer with approximately 154,063 miles and a 2019 Toyota Highlander with approximately 138,052 miles. The Ford Explorer is used by the Administrative Captain in the Police Department and meets the mileage requirement of the City’s Vehicle Replacement Program. The Toyota Highlander is used by a detective for surveillance work, investigations, and to drive to courthouses to provide information to the District Attorney’s office. The Toyota Highlander was scheduled for earlier replacement due to its high mileage and frequent maintenance issues. Currently, this vehicle is out of service due to significant transmission failures that require a full replacement. DISCUSSION Based on standard offerings and features, the Police Department selected two 2025 Ford Explorers to replace the existing vehicles identified in the Fiscal Year 2024-25 Equipment Purchase of Ford Explorers February 4, 2025 Page 2 of 3 Replacement Budget. The 2025 Ford Explorer comes standard with 300 horsepower, EcoBoost, 4-cylinder engines, and safety features, which include lane departure warning, pre-collision assist, driver monitoring alert, and evasion assist. Each new Ford Explorer will be outfitted by a separate vendor to meet the specific needs for use as an Administrative Captain and Detective vehicle. The Ford Explorer provides sufficient cargo space for both configurations. After exploring possible purchasing options, it was determined that using Sourcewell, a national cooperative purchasing program, enables the City to streamline the procurement process and receive the best price possible. The California Government Code authorizes public agencies to participate in cooperative purchasing agreements such as those established by Sourcewell, while remaining within the City’s adopted rules and procedures for purchasing. By utilizing a cooperative purchasing program, the City can streamline the procurement process and acquire vehicles and equipment at a lower cost than traditional competitive bidding. Sourcewell awarded a contract to 72 Hour LLC dba National Auto Fleet Group for vehicles, cars, vans, SUVs, and light trucks, with related equipment, accessories, and services. The bidding process and Sourcewell’s contracts have been reviewed by the Public Works Services Department and meet the City’s procurement requirements. A copy of 72 Hour LLC dba National Auto Fleet Group’s contract is attached. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), per Section 15061 (b)(3), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT The total cost of two 2025 Ford Explorers is $103,956.80. Funds in the amount of $143,800 have been budgeted in the Fiscal Year 2024-25 Equipment Replacement Budget for the purchase of these vehicles. The cost for safety lighting and communication equipment will be acquired through a separate purchase order; sufficient funds have been budgeted to purchase and outfit these vehicles. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with 72 Hour LLC dba National Auto Fleet Group for the purchase of two 2025 Ford Explorers in the amount of $103,956.80. Purchase of Ford Explorers February 4, 2025 Page 3 of 3 Attachments: National Auto Fleet Group Proposal Contract Sourcewell Contract