AGENDA REPORT
Meeting Date: April 22, 2025
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 $167,062.52 FOR PURCHASE OF TWO (2) POLICE DETECTIVE VEHICLES AND ONE (1) PUBLIC WORKS
VEHICLE
Attachments: 1. Longo Toyota Price Quote Police Highlander Hybrid
2. Longo Toyota Price Quote Police Sienna Hybrid
3. Longo Toyota Price Quote Public Works BZ4X
RECOMMENDATION
Staff recommends that City Council waive the bidding requirements as it is in the best interest of the City and approve a purchase order in the not-to-exceed amount of $167,062.52 to Penske Motor Group, LLC DBA Longo Toyota for the purchase of specified Police Department and Public Works Department replacement vehicles.
INTRODUCTION
The Public Works Fleet Services program supports City efforts to provide exceptional service to the community by procuring and maintaining over four-hundred and fifty (450) fleet vehicles and equipment. Each fleet vehicle has an estimated life expectancy based on the type of vehicle, its operational use, and the effectiveness of ongoing preventative maintenance and repair. Fleet Services staff perform routine preventative maintenance to help ensure that vehicles meet or exceed their estimated life expectancy. Each vehicle is thoroughly inspected when it meets the anticipated replacement period to assess whether replacement is warranted or if the vehicle can continue to be used past the recommended lifecycle. The vehicles in this report have met the criteria for replacement. These replacement vehicles will be used by the Beverly Hills Police Department and Public Works Department to provide excellent service and keep the community safe.
BEVERL
HILLS
id
Meeting Date: April 22, 2025
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
019 2015 CHEVROLET IMPALA 00102501 / DETECTIVE BUREAU
051 2019 FORD EDGE 00102501 / DETECTIVE BUREAU
511 2011 FORD FOCUS SE 81007200 / PARKING OPS
After a joint deliberation with the Police Department and the Parking Operations Bureau, Fleet Services concurred with the Police Department’s request to replace their two (2) vehicles indicated above with a Toyota Highlander Hybrid SUV and a Toyota Sienna Hybrid Van, and the Parking Operations Bureau’s request to replace its vehicle indicated above with a Toyota BZ4X Battery Electric Vehicle (EV). These replacement vehicles provide operational familiarity for the police officers and parking operations personnel and are proven to meet the application needs. The replacement vehicle selections were generated after conversations with Longo Toyota to determine which manufacturer order banks and specific vehicles were available. Staff anticipates bringing additional replacement vehicles to City Council for consideration in the coming months, as various vehicle order banks open.
Fleet Services staff are actively addressing challenges stemming from sporadic order banks, limited vehicle options, and cancellations. Despite ongoing supply chain issues, Fleet Services is working closely with vendors and City departments to secure available vehicles and ensure timely production and delivery, remaining flexible to meet fleet needs.
Fleet Services staff had conversations with National Auto Fleet Group representatives who indicated the vendor was not able to supply the Police Department or Public Works Department vehicle selections as fleet specific vehicles under the Sourcewell procurement contract #091521-NAF. After careful evaluation of various purchasing options and pricing, Fleet Services determined the only available option to provide these overdue and much needed 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.
FISCAL IMPACT
Funding for the purchase of these replacement vehicles is included in the Fiscal Year 2024/25 City Council approved Vehicle Replacement Fund budget. In some cases, the replacement collection schedules and amounts are adjusted to account for anticipated increases in replacement costs and upgrades to replacements when operational needs change.
Meeting Date: April 22, 2025
A summary of the vendor’s price quotes for the vehicles specified by the City of Beverly Hills follows. Effective April 1, 2025, the City's tax rate increased from 9.50% to 9.75%.
The price quotes obtained for this purchase (Attachments 1, 2, and 3) reflect the purchase prices under the previous tax rate, whereas the amounts listed in this report and recommendations take into account the new sales tax rate.
One (1) 2025 or newer Toyota Highlander Hybrid, Priced per the Attached Quote: $48,190.00 City of Beverly Hills Additions: Extra Keys $1,003.56
Subtotal: $49,193.56
Document Fee: $85.00
Tax (9.75%): $4,804.66
Registration / Delivery: $693.75
Extended Warranty 7 Yrs / 100K Miles: $2,595.00
Unit Total: $57,371.97
One (1) 2025 or newer Toyota Sienna Hybrid, Priced per the Attached Quote: $49,689.00 City of Beverly Hills Additions: Extra Keys $1,385.51
Subtotal: $51,074.51
Document Fee: $85.00
Tax (9.75%): $4,988.05
Registration / Delivery: $706.75
Extended Warranty 7 Yrs / 100K Miles: $2,995.00
Unit Total: $59,849.31
One (1) 2025 or newer Toyota BZ4X EV, Priced per the Attached Quote: $41,268.00 City of Beverly Hills Additions: Extra Keys $758.61
Subtotal: $42,026.61
Document Fee: $85.00
Tax (9.75%): $4,105.88
Registration / Delivery: $628.75
Extended Warranty 7 Yrs / 100K Miles: $2,995.00
Unit Total: $49,841.24
Meeting Date: April 22, 2025
Program # / Description of Fund Source Amount
49008501-850000-08502 / Vehicle Replacement $167,062.52 Shana Epstein,
Director of Public Works
Approved By
Attachment 1
City of Beverly Hills
Department of Public Works Services, Fleet Services Division
PRICE QUOTE REQUEST
Telephone: (310) 285-2484
FAX: (310) 278-1838
Powertrains
Seats/Interior Trim:
Transmission
Spare Tire
Brakes:
Electrical:
Safety:
Convenience:
13. Comfort features:14. . BSM
City of Deveily Hills 0J)tjQfl$
15. Key:16. 15317.
Replacing shop #
030
Dual Zone Automatic NC
Blind Spot Monitor
SUBTOTAL - DCC FEE
TAX(9.5)%
Registration/Delivery fees — Extended warranty 71100K_
Purchase price for (1) Unit
$48,190.00
INCLINCL
INCLINCL
INCLINCL
INCLINCLINCLINCLINCLINCL
$1,003.56
INCL
INCL
$49,193.56
$85.00
$4,681.46
$693.75
$2,595.00
$57.248.77
TERMS Net 30
2I25I2O2
Print Name: HeecherYoori
Vendor:
Address:
City/State/Zip:
Longo Toyota
3534 Peck Rd
El Monte, Ca 91731
213 422 5073 Cell
626 539 2403 Longo
2. Item Group ComponentlFunctional Description Price Quote Dealer quote One (1)2025 or newer Toyota Highlander Hybrid -$imitec ; to include all items specified in dealer quote and all manufacturefs standardequipment, unless, specifically added or deleted herein 113769
MAJOR STANDARD FEATURES
Color:
Tires
3. 4.
5. 6.7.8.9.
10.11.12. MAGNETIC GRAY METALLIC or MIDNIGHT BLACK METALLICP235/45R18
2.5L
Black FabrickECVTMini (STD)Power-assisted; 4-wheel ABS130-amp alternator Front/Side-impact airbags
Power windows & door locks; tilt & power assisted steering; Cruise Control 3 additional keys ( Four Total)
Front License Plate Bracket
16W Floor Mats
Date:
Signature:
I of 1
City of Beverly Hills
I Department of Public Works Services, Fleet Services Division
I PRICE QUOTE REQUEST
p? Telephone: (310) 285-2484
! ', Fr.(10)Zo-18d8
13. Comfort features: Dual Zone Automatic A/C 14. BSM Blind Spot Monitor City of ever/iy iMs o»ions ==
15. Key: 3 additional keys ( Four Total) 16. 153 Front License Plate Bracket 17. 16W Floor Mats Dealer quote One (1)2025 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 113769 MAJOR STANDARD FEATURES zColor: MAGNETIC GRAY METALLIC or MIDNIGHT BLACK METALLIC 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: Front/Side-impact airbags
Convenience: Power windows & door locks; tilt & power assisted steering; Cruise Control Item
2. 3.
4. 5. 6. 7. 8. 9.
10. 11. 12.
Group Component/Functional Description
<LE
Price Quote
$48,190.00
INCL
INCL
INCL INCL INCL INCL INCL INCL INCL INCL
INCL INCL
$1,003.56
INCL INCL
Replacing shop #
030
TERMS
Date:
Signature:
Print Name:
Vendor:
Address:
City/State/Zip:
Net 30 Heecher Yoon Longo Toyota
3534 Peck Rd
El Monte, Ca 91731
SUBTOTAL $49,193.56 ---..a.---'---
DOC FEE
«
$85.00
TAX(9.5)% $4,681.46
Registration/Delivery fees $683.75
Extended warranty 7/100K $2,595.00
Purchase price for (1) unit $67,248.77
213 422 5073 Cell
626 539 2403 Long0
1 of 1
Attachment 2
City of Beverly Hills
Department of Public Works Services, Fleet Services Division
PRICE QUOTE REQUEST
Telephone: (310) 285-2484
FAX: (310> 278-1838
ComponentlFunctlonal DescrIption Price Quote
2. Dealer quote One (1)2025 or newer Toyota Sienna Hybrid L-imited; to include all items specified in dealer quote and all manufacturers standard equipment. unless, specifically added or deleted herein 3347512
MAJOR STANDARD FEATURES
3. Color: MAGNETIC GRAY METALLIC
4. Tires P235/45R1 85. Powertrains 2.5L
6. Seats/Interior Trim:7. Transmission8. Spare Tire
9. Brakes:
10. Electrical:11. Safety:
Convenience:
13. Comfort features:14. BSM
Gty of Beverly Hills 0ps
15. Key:
16.17. Power-assisted; 4-wheel ABS
130-amp alternator
Front/Side-impact airbagsPower windows & door locks; tilt & power assisted steering; Cruise Control
SUBTOTAL
DOC FEE
TAX(9.5)%
RegistrationlDelivery fees- Extended warranty 7/100K
Purchase price for (1) Unit
TERMS
Date:
Signature:
Print Name:
Vendor:
Address:
City/State/Zip:
Net 30
3/25/2025 ‘ ;; 4
Heecher Yoon
Longo Toyota
3534 Peck Rd 213 422 5073 Cell
El Monte, Ca 91731 626 539 2403 Longo
Item Group
Black Fabrick
ECVTMini (STD)
$49,689.00
Dual Zone Automatic A/C
Blind Spot Monitor
3 additional keys ( Five Total)
153 Front License Plate Bracket
16W Floor Mats
Replacing shop #
051
INCLINCL
INCLINCL
INCLINCLINCL
INCL
INCL
INCL
INCL
INCL
$1,385.51
INCLINCL
$51,074.51
$85.00
$4,860.15
$706.75
$2,995.00
$59,721.41
1 of 1
City of Beverly HIiis
I ' Department of Public Works Services, Fleet Services Division I PRICE QUOTE REQUEST > Telephone: (310) 285-2484
] cr Fi(10)2T8-183
Item Group Component/Functional Description Price Quote
13. Comfort features: Dual Zone Automatic A/C 14. BSM Blind Spot Monitor city of Beverly Hills options =+===+s.
15. Key: 3 additional keys ( Five Total)
16. 153 Front License Plate Bracket
17. 16W Floor Mats
2. 3.
4. 5.
6. 7.
8. 9.
10. 11. 12.
Dealer quote One (1)2025 or newer Toyota Sienna Hybrid Limited; to include all items specified in dealer quote and all manufacturer's standard equipment, unless, specifically added or deleted herein 3347512 MAJ~ STANDARD FEATURES 7 --- Color: MAGNETIC GRAY METALLIC 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: Front/Side-impact airbags
Convenience: Power windows & door locks; tilt & power assisted steering; Cruise Control $49,689.00
INCL
INCL INCL INCL INCL
INCL INCL INCL INCL INCL INCL INCL
$1,385.51
INCL
INCL
Replacing shop #
051
SUBTOTAL _$51,074.51
DOC FEE $85.00 ---------- TAX(9.5)% $4,860.15 -----:'-------=- Registration/Delivery fees $706.75 Extended warranty 7/100K $2,995.00
Purchase price for (1) unit _$59,721.41
TERMS
Date:
Signature:
Print Name:
Vendor:
Address:
City/State/Zip:
Net 30 Heecher Yoon Longo Toyota
3534 Peck Rd
El Monte, Ca 91731
213 422 5073 Cell
626 539 2403 Longo
1 of 1
Attachment 3
City of Beverly Hills
Department of Public Works Services, Fleet Services Division
PRICE QUOTE REQUEST
Telephone: (310) 285-2484
FAX: (310) 278-1838
ComponentlFunctional Description Price Quote
Powertrains
Seats/Interior Trim:
Transmission
Spare Tire
Brakes:
Electrical:
Safety:
Convenience:
13. Comfort features:14. BSM
City of Bevey I- Options
15. Key:16. 153
17. ‘lew
Replacing shop #
511
WIND CHILL PEARL
P235/45R1 8ELECTRICBlack FabrickELECTRIC
Mini (STD)Power-assisted; 4-wheel ABSN/ADual Zone Automatic A/C Blind Spot Monitor
3 additional keys ( Five Total)Front License Plate BracketFloor Mats
SUBTOTAL
DOC FEE
TAX(9.5)%
Registration/Delivery fees — Extended warranty 71100K
Purchase price for (1) Unit
$41,268.00
INCLINCLINCLINCLINCLINOLINCLINCLINCLINCL
INCLINCL
$758.61
INCLINCL
$42,026.61
$85.00
$4,000.60
$628.75
$2,995.00
$49.735.96
TERMS
Date:
Signature:
Print Name:
Vendor:
Address:
City/State/Zip:
Net 303/25/2025 ,-
-.
Heecher YoonLongo Toyota
3534 Peck Rd 213 422 5073 Cell
El Monte, Ca 91731 626 539 2403 Longo
Item Group
2. Dealer quote One (1 >2025 or newer Toyota BZ4X ; to include all items specified in dealer quote and all manufacturer’s standard equipment, unless, — pecificaIly added or deleted herein DEAL #3349275
MAJOR STANDARD FEATURES
Color:
Tires
3. 4.
5. 6.
7. 8.
9. 10.11.12.
Front/Side-impact airbagsPower windows & door locks; tilt & power assisted steering; Cruise Control 1 of 1
City of Beverly Hills
I I Department of Public Works Services, Fleet Services Division I PRICE QUOTE REQUEST -I .. �. --------------T-l.;_e pe ;..;;h"-"o'--'en .:;;. .;..;;;.c.. ( 13.;;;;;0.;..;...) 82 ..;.;5;..;:2- ;.::;4_84 FAX: (310)278-1838 _ Item Group Component/Functional Description Price Quote
INCL INCL
INCL INCL INCL
INCL
INCL INCL INCL INCL INCL INCL INCL INCL
$758.61
$41,268.00
Dual Zone Automatic NC
Blind Spot Monitor 3 additional keys ( Five Total) Front License Plate Bracket Floor Mats
2. Dealer quote One (1)2025 or newer Toyota BZ4X; to Include all items specified in dealer quote and all manufacturer's standard equipment, unless, specifically added or deleted herein DEAL #3349275
MA.JoR STANDARD FEATURES
3. Color: WIND CHILL PEARL
4. Tires P235/45R18
5. Powertrains ELECTRIC
6. Seats/Interior Trim: Black Fabrick
7. Transmission ELECTRIC
8. Spare Tire Mini (STD)
9. Brakes: Power-assisted; 4-wheel ABS
10. Electrical: NIA 11. Safety: Front/Side-impact airbags Convenience: Power windows & door locks: tilt & power assisted steering; Cruise Control 12.
13. Comfort features: 14. BSM
City o Bf everly Hils otipons
15. Key: 16. 153
17. 16W
Replacing shop #
511
SUBTOTAL $42,026.61
DOC FEE $85.00 -----,-....:..;;.::;.;..;;..;;..
TAX(9.5)% $4,000.60
Registration/Delivery fees _$628.75
Extended warranty 7/100K_$2,995.00
Purchase price for (1) Unit _$49,735.96
TERMS
Date:
Signature:
Print Name:
Vendor:
Address:
City/State/Zip:
Net30 e=.
Heecher Yoon Longo Toyota
3534 Peck Rd
El Monte, Ca 91731
213 422 5073 Cell
626 539 2403 Longo
1 of 1