AGENDA REPORT
Meeting Date: December 5, 2023
Item Number:
To: Honorable Mayor & City Council
From: Michael Hensley, Deputy Director of Public Works – Operations Craig Crowder, Fleet & Facilities Manager
Subject: APPROVAL OF A PURCHASE ORDER TO PENSKE MOTOR
GROUP, LLC DBA LONGO TOYOTA FOR A TOTAL NOT-TOEXCEED AMOUNT OF $330,865.74 FOR PURCHASE OF THREE (3) POLICE DETECTIVE VEHICLES AND TWO (2) FIRE
CHIEF OFFICER VEHICLES
Attachment: 1. Longo Toyota Price Quote Police Highlander
2. Longo Toyota Price Quote Police Tundra
3. Longo Toyota Price Quote Police Tundra
4. Longo Toyota Price Quote Fire Tundra
5. Longo Toyota Price Quote Fire Tundra
RECOMMENDATION
Staff recommends that City Council waive the bidding requirements as it is in the best interest of the City and move to approve a purchase order in the not-to-exceed amount of $330,865.74 to Penske Motor Group, LLC DBA Longo Toyota for the purchase of specified Police and Fire replacement vehicles.
INTRODUCTION
The City’s Fleet Services Bureau reviews and inspects each vehicle and piece of equipment recommended for replacement, including the service history, anticipated maintenance and repair requirements, availability or obsolescence of parts and equipment, continued factory/dealer availability of support and the actual mileage, hours of use and/or age of the vehicle or equipment. This process begins with an asset management system, which contains replacement data parameters such as age and mileage and/or hour accumulation. This data is compared to national standards detailed in the National Association of Fleet Administrators (NAFA) best practices recommendations. The system is used to generate a list of vehicles and equipment that qualify for replacement based on these standards. Vehicles and equipment that qualify for replacement are not necessarily replaced at this time; this list establishes what Meeting Date: December 5, 2023
equipment will be further inspected and reviewed for replacement recommendation. If the vehicle or equipment does not require replacement, it is retained for an additional year and reconsidered during the next replacement cycle. The goal of this process is to maximize the lifecycle of City fleet vehicles and to stretch the vehicle replacement budget, when possible.
DISCUSSION
Following an annual evaluation of the City’s vehicle and equipment fleet, Fleet Services staff has determined that the below-listed vehicles have exceeded their life expectancies:
ID # YEAR/MAKE/MODEL PROGRAM NO. / DESCRIPTION
008 2013 CHEVROLET CAPRICE 00102501 / Detective Bureau
013 2013 FORD F150 00102704 / Crime Impact Team
030 2013 DODGE RAM 1500 00102704 / Crime Impact Team
836 2015 CHEVROLET TAHOE 00103201 / Community Risk
871 2013 FORD TAURUS 00103301 / Emergency Response
Following joint deliberations with the Police Department and Fire Department, Fleet Services concurred with the Police Department’s request to replace three (3) Police Detective vehicles with a Toyota Highlander Hybrid and two (2) Toyota Tundra Pickups and the Fire Department’s request to replace two (2) Fire Chief Officer vehicles with Toyota Tundra Pickups. Domestic and import fleet vehicle order banks have been open less often, for shorter duration and have contained very few vehicle options due to supply chain issues and increased demand. Staff is monitoring order bank schedules so that City fleet vehicles that have met or surpassed their useful life can be ordered when available.
In addition, some orders, depending on the type of vehicle, are taking longer to produce and deliver or are being cancelled altogether by manufacturers. Staff is considering these delays when developing replacement schedules and may place orders earlier in the cycle, if warranted. Staff anticipates bringing additional replacement vehicles for approval, either to Finance or City Council, as order banks open.
Fleet Services staff had conversations with National Auto Fleet Group representatives that indicated the vendor was not able to supply the Police and Fire Department vehicle selections as fleet specific vehicles under the Sourcewell procurement contract #091521- NAF. After careful evaluation of various purchasing options and pricing and due to a manufacturer’s previously cancelled order, Fleet Services determined the only available option to provide these overdue and much needed Police and Fire Department replacement vehicles was to purchase consumer specific vehicles from the City’s fleet contact at Longo Toyota. Longo Toyota agreed to provide the consumer specific vehicles at a discounted fleet price point without Dealer mark-up. Dealer mark-up is a standard purchasing direction for consumer specific vehicles, and Fleet Services research has indicated current conditions allow Dealer mark-ups in the range of $5,000 to $10,000 per vehicle depending on the vehicle type. Staff determined that purchasing the vehicles from the City’s fleet contact at Longo Toyota gives the City the best availability and pricing opportunity.
Meeting Date: December 5, 2023
FISCAL IMPACT
Summary of the Vendor’s price quotes for the Police and Fire Department vehicles specified by the City is as follows:
One (1) 2023 or newer Toyota Highlander Hybrid Priced per the Attached Quote, Stock #12332528:
$51,366.89
City of Beverly Hills Additions: Extra Keys $950.00
Subtotal: $52,316.89
Tax (9.5%): $4,970.10
Registration / Delivery: $766.75
Extended Warranty: $2,395.00
Unit Total: $60,448.74
One (1) 2024 or newer Toyota Tundra SR5 Priced per the Attached Quote, Stock #12401451:
$54,287.89
City of Beverly Hills Additions: Extra Keys $950.00
Subtotal: $55,237.89
Tax (9.5%): $5,247.60
Registration / Delivery: $949.50
Extended Warranty: $2,395.00
Unit Total: $63,829.99
One (1) 2024 or newer Toyota Tundra SR5 Priced per the Attached Quote, Stock #12401514:
$54,287.89
City of Beverly Hills Additions: Extra Keys $950.00
Subtotal: $55,237.89
Tax (9.5%): $5,247.60
Registration / Delivery: $949.50
Extended Warranty: $2,395.00
Unit Total: $63,829.99
One (1) 2024 or newer Toyota Tundra Limited Priced per the Attached Quote, Stock #12401071:
$61,104.34
City of Beverly Hills Additions: Extra Keys $950.00
Subtotal: $62,054.34
Meeting Date: December 5, 2023
Tax (9.5%): $5,895.16
Registration / Delivery: $1,013.75
Extended Warranty: $2,395.00
Unit Total: $71,358.25
One (1) 2024 or newer Toyota Tundra Limited Priced per the Attached Quote, Stock #12400617:
$61,141.34
City of Beverly Hills Additions: Extra Keys $950.00
Subtotal: $62,091.34
Tax (9.5%:) $5,898.68
Registration / Delivery: $1,013.75
Extended Warranty: $2,395.00
Unit Total: $71,398.77
Funding for this purchase is included in the Fiscal Year 2023/24 City Council-approved Department budget.
Program # / Description of Fund Source Amount
49008501-850000-08502 / Vehicle Replacement $330,865.74 Shana Epstein,
Director of Public Works
Approved By
Attachment 1
Department of Public Works Services, Fleet Services Division
PRICE QUOTE REQUEST
Telephone: (310) 285-2484
:
~ --.f __ :. ~ City of Beverly Hills
I ,_. _____________ FAX__;,:_._(3;...1..;.. 0)"""2;.;.. 7..;.. 8-...;. 1""-' 83;;..;;8 _____________ _ Item Group Component/Functlonal Description Price Quote
2. Dealer quote One (1 )2023 or newer Toyota Highlander Hybrid Limited ; to include all items specified in dealer quote and all manufacturer's standard equipment, unless, specifically added or deleted herein 3296809/1137695 $61,366.89
3. 4.
5. 6.
7. 8.
9. 10.
11. MAJOR STANDARD FEATURES
•• Color: Celestial Silver
Tires P235/45R18
Powertrains 2.5L
Seats/Interior Trim: Black Fabrick
Transmission ECVT
Spare Tire Mini (STD)
Brakes: Power-assisted; 4-wheel ABS
Electrical: 130-amp alternator
Safety: FronUSide-impact airbags
12. Convenience: Power windows & door locks; tilt & power assisted steering; Cruise Control INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
13. Comfort features:
14. BSM
City of_Beverly Hills bpiions
15. Key:
16. 153
17. 16W
Replacing shop #
030
Stock# 12332528 2023
TERMS
Date:
Signature:
Print Name:
Vendor:
Address:
City/State/Zip:
Dual Zone Automatic A/C
Blind Spot Monitor
Two additional keys ( Four Total)
Front License Plate Bracket
Floor Mats
Ne130
11/20/2023 . . ~)
~
Heecher Yoon
Longo Toyota
3534 Peck Rd
El Monte, Ca 91731
1 of 1
INCL
INCL
$950.00
INCL
INCL
SUBTOTAL $52,316.89 ------,-~--- TAX ( 9. 5) % ____ $;_4_,_, 9_7_0 ._10_ Registration/Delivery fees ____ -'$_7_66-'._75_
Extended warranty 7/100K ___ ---'-$-'2,.._3_96_._oo_
Purchase price for (1) Unit ___ -'$_6_0,.._44_8_._74_
213 422 5073 Cell
626 539 2403 Longo
Attachment 2
Item Group
City of Beverly Hills
Department of Public Works Services, Fleet Services Division
PRICE QUOTE REQUEST
Telephone: (310) 285-2484
FAX: (310) 278-1838
Component/Functional Description Price Quote
2. Delaer quote One (1)2024 or newer Toyota Tundra 4WD; to include all items specified in dealer quote and all manufacturer's standard equipment, unless, specifically added or deleted herein . 3296772/1137695
MAJOR STANDARD FEATURES
$54,287.89
3. 4.
5. 6.
7. 8.
9. 10.
11. 12.
Color:
Tires
Powertrains
Seats/Interior Trim:
Transmission
Spare Tire
Brakes:
Electrical:
Safety:
Convenience:
13. Comfort features:
14. BSM
G°~ ~t e.~.'!'.!l.!1~ Rm~ oJ).fl.Q..~
15. Key:
16. 153
17. 16W
Replacing shop #
008
Stock# 12401451
TERMS
Date:
Signature:
Print Name:
Vendor:
Address:
City/State/Zip:
1)Silver Metallic
P235/45R18
Twin Turbo V6
Black Fabrick
10 Speed Auto
Mini (STD)
Power-assisted; 4-wheel ABS
130-amp alternator
Front/Side-impact airbags
Power windows & door locks; tilt & power assisted steering; Cruise Control INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
Dual Zone Automatic A/C
Blind Spot Monitor
Two additional keys ( Four Total)
Front License Plate Bracket
Floor Mats
Net 30
Heecher Yoon
11/20/202:::G-~
Longo Toyota
3534 Peck Rd
El Monte, Ca 91731
1 of 1
INCL
INCL
$950.00
INCL
INCL
SUBTOTAL __ __,_$_55 ....... ,2~3~7~.8~9
TAX(9.5)% ___ ....c. $5.....,_,247_.6_0
Registration/Delivery fees _______ $9_4_9_.5_0
Extended warranty 7/100K $2,395.00 ----,---'----
Purchase price for (1) Unit ____ $63,829.99 __,__ __
213 422 5073 Cell
626 539 2403 Longo
Attachment 3
Item
2. 3.
4. 5.
6. 7.
8. 9.
10. 11.
12. City of Beverly Hills
Department of Public Works Services, Fleet Services Division
PRICE QUOTE REQUEST
Telephone: (310) 285-2484
FAX: (310) 278-1838
Group Component/Functlonal Description
Dealer Quote One (1)2024 or newer Toyota Tundra 4WD SR5 CrewMAX; to include all items specified in dealer quote and all manufacturer's standard equipment, unless, specifically added or deleted herein 3296347/1137695 ~JORST~~~~-~DF~T~RE~
Color: 1 )Ice Cap
Tires P235/45R 18
Powertrains Twin Turbo VS
Seats/Interior Trim: Black Fabrick
Transmission 10 Speed Auto
Spare Tire Mini (STD)
Brakes: Power-assisted; 4-wheel ABS
Electrical: 130-amp alternator
Safety: Front/Side-impact airbags
Convenience: Power windows & door locks; tilt & power assisted steering; Cruise Control
13. Comfort features: Dual Zone Automatic A/C
14. BSM Blind Spot Monitor
g"ty Q{ ~-e~~~Y !-i!!is 9P~2.IJS
15. Key:
16. 153
17. 16W
Two additional keys ( Four Total)
Front License Plate Bracket
Floor Mats
Price Quote
$54,287.89
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
$950.00
INCL
INCL
SUBTOTAL $55,237.89 ------'--,--'---
Replacing shop #
013
Stock# 12401514
TERMS
Date:
Signature:
Print Name:
Vendor:
Address:
City/State/Zip:
Net 30
11/20/2023
--===
Heecher Yoon
Longo Toyota
3534 Peck Rd
El Monte, Ca 91731
TAX ( 9. 5) % ___ ~$ ~5,_24_7_. 6_0
Registration/Delivery fees ___ --=-_$_9_49_._50_
Extended warranty 7/100K ____ $2-,3_9_5_.o_o
Purchase price for (1) Unit ___ ._a. $_63_,_,8_2_9_.9_9 213 422 5073 Cell
626 539 2403 Longo
1 of 1
Attachment 4
I~-- ----=.> . - •
I •
I .->
J ~ :
City of Beverly Hills
Department of Public Works Services, Fleet Services Division
PRICE QUOTE REQUEST
Telephone: (310) 285-2484
FAX: (310) 278-1838
Item Group ComponenUFunctlonal Description Price Quote
2. Dealer quote One (1)2024 or newer Toyota Tundra 4WD Limited CrewMax: to include all items specified in dealer quote and all manufacturer's standard equipment, unless, specifically added or deleted herein 3296810/1137695 $61,104.34
MAJOR STANDARD FEATURES
3. 4.
5. 6.
7. 8.
9. 10.
11. 12.
Color:
Tires
Powertrains
Seats/Interior Trim:
Transmission
Spare Tire
Brakes:
Electrical:
Safety:
Convenience:
13. Comfort features:
14. BSM
City of ~~yflllY. ·Ii!·~ 9P~!9!1&
15. Key:
16. 153
17. 16W
Replacing shop #
836
Stock# 12401071
TERMS
Date:
Signature:
Print Name:
Vendor:
Address:
City/State/Zip:
1)1ce Cap
P235/45R18
Twin Turbo V6
Black F abrick
1 0 Speed Auto
Mini (STD)
Power-assisted; 4-wheel ABS
130-amp alternator
FronUSide-impact airbags
Power windows & door locks; tilt & power assisted steering; Cruise Control INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
Dual Zone Automatic A/C
Blind Spot Monitor
Two additional keys ( Four Total)
Front License Plate Bracket
Floor Mats
Net 30
111201202a
1 z::;,
Heecher Yoon
Longo Toyota
3534 Peck Rd
El Monte, Ca 91731
1 of 1
INCL
INCL
$950.00
INCL
INCL
SUBTOTAL ___ ~$6_2~,0_5_4._34_
TAX(9.5)% ___ __;_$5_.,8_9_5_.1_6
Registration/Delivery fees ___ --'$_1,'-0_13_._75_
Extended warranty 7/1O0K ____ $2 ..... ,_39_5_.0_0
Purchase price for (1) Unit $71,358.25 -------~--
213 422 5073 Cell
626 539 2403 Longo
Attachment 5
Item
2. 3.
4. 5.
6. 7.
8. 9.
10. 11.
12. City of Beverly Hills
Department of Public Works Services, Fleet Services Division
PRICE QUOTE REQUEST
Telephone: (310) 285-2484
FAX: (310) 278-1838
Group Component/Functional Description
Dealer Quote One (1)2024 or newer Toyota Tundra 4WD Limited CrewMax; to include all Items specified in dealer quote and all manufacturer's standard equipment, unless, specifically added or deleted herein 3296812/1137695
MAJOR STANDARD FEATURES
Color: 1 )Ice Cap
Tires P235/45R18
Powertrains Twin Turbo V6
Seats/Interior Trim: Black Fabrick
Transmission 10 Speed Auto
Spare Tire Mini (STD)
Brakes: Power-assisted; 4-wheel ABS
Electrical: 130-amp alternator
Safety: FronUSide-impact airbags
Convenience: Power windows & door locks; tilt & power assisted steering; Cruise Control
13. Comfort features: Dual Zone Automatic A/C
14. BSM Blind $_pot Monitor
Cify rl ~~v~rfy Hifl_s Q~tion_§
15. Key:
16. 153
17. 16W
Two additional keys ( Four Total)
Front License Plate Bracket
Floor Mats
Price Quote
$61,141.34
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
INCL
$950.00
INCL
INCL
SUBTOTAL ___ $~62-,0_9_1._34_
Replacing shop # TAX(9.5)% ____ $.,__5__,_,8....;9_8.;,_6_8 871
Stock# 12400617
TERMS
Date:
Signature:
Print Name:
Vendor:
Address:
City/State/Zip:
Net30
11120/202~
~
Heecher Yoon zq
Longo Toyota
3534 Peck Rd
El Monte, Ca 91731
1 of 1
-=-
Registration/Delivery fees ____ $.,__1__,_,0_1_3_. 7_5
Extended warranty 7/100K ____ $.:....2__,_,3_9_5_.o_o
Purchase price for (1) Unit ______ $7_1 .... ,3_9_8_.7_7 213 422 5073 Cell
626 539 2403 Longo