3.32.060 Centralized Purchasing Division
3.32.070 Purchasing Manager
3.32.080 Supplemental Regulations
3.32.090 Use of Electronic Means
3.32.100 Purchase Requisitions and Purchase Order
3.32.110 Budgeted Funds Required
3.32.120 Grant Funds
3.32.130 Approval Authority
3.32.140 Inspection of Services
3.32.150 Environmentally Preferred Procurement
3.32.160 Unauthorized Purchases
3.32.170 Exceptions
3.32.180 Emergencies
3.32.190 Procurement Competitive Requirements
3.32.200 Bidding for Goods and Professional Services (Non-Public Projects)
3.32.210 Professional Services Agreements
3.32.220 Public Projects
3.32.230 Public Projects: Bidding Procedures
3.32.240 Design/Build
3.32.250 Change Orders
3.32.260 Surplus Equipment and Supplies
3.32.010 – Short Title
This chapter shall be known as the “Purchasing Ordinance of the City of Chino.”
3.32.020 – Legislative Purpose
The purpose of this chapter is to establish a centralized and efficient process for acquiring goods, professional services, and public projects within the City. It aims to reduce transactions, minimize purchase periods, and set criteria for extraordinary purchases. Additionally, it seeks to decrease staff procurement time by coordinating purchases across departments, eliminating duplication, and maximizing automation.
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3.32.030 – Definitions
In this chapter, the following terms shall have the assigned meanings unless the context indicates otherwise. These terms and their variants will be interpreted as defined here or as specified by state statute.
Best Value Selection: A procurement method that evaluates proposals based on experience, qualifications, past performance, project approach, proposal responsiveness, and cost to determine the most beneficial outcome.
Blanket Purchase Order: An open purchase order with a specific vendor for the purchase of goods or professional services where the price of individual items available for purchase under the purchase order has not been established through competitive bidding.
Capital Assets: Assets with a value of $10,000 or more and an expected useful life greater than one year.
City: The City of Chino.
Commodities: Routine goods or professional services, such as gasoline, office supplies, emergency repairs, utility services, real property transactions, and services from other public agencies, essential for daily operations.
Competitive Bidding : A transparent process where multiple vendors submit offers to provide goods or professional services, ensuring fair competition.
Cooperative Purchasing Programs: A method that combines the procurement needs of two or more government entities to achieve benefits like volume pricing and reduced administrative costs, which may include cooperative purchasing agreements with governmental entities and recog nized organizations, such as Sourcewell, to benefit the City under Cal. Gov. Code § 6502 , and participation in other agencies’ procurement processes, also known as “piggybacking” utilizing awarded contracts from other governmental agencies, provided all requested products or equipment meet the specified technical requirements of the original bid.
CUPCCAA: California Uniform Public Construction Cost Accounting Act (Public Contract Code Section 22000 et seq.).
Department: Any department, division, or section within the City of Chino.
Goods: Tangible personal property, such as materials, supplies, and equipment.
Maintenance Work: As defined by California Public Contract Code § 22002 and includes janitorial and custodial services.
Professional Services : Services requiring specialized knowledge, such as advisory, auditing, consulting, legal, architectural, or engineering, as well as maintenance work.
Public Project : Defined by California Public Contract Code § 22002, this includes construction, alteration, improve ment, demolition, or repair of public facilities or 313
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infrastructure, excluding maintenance work.
Purchases: The acquisition or rental of equipment, goods, materials, professional services, or real property by the City.
Responsive and Responsible Bidder: A bidder who meets all the requirements of the city’s solicitation and this chapter and demonstrates the expertise, qualifications, and capabilities to successfully perform the requested work.
Services: Labor, time, or effort provided by a contractor or vendor, excluding services by City employees.
Sole Source or Unavailable From Any Other Source : A non-competitive procurement method used when only one vendor can provide the required goods or services.
Surplus: Equipment or supplies identified by any department as unnecessary, obsolete, or unsuitable for use, and available for disposition.
3.32.040 – Ethics Statement
It is essential for taxpayers, residents, and businesses in the City to have complete confidence in the integrity of their public servants, particularly in the procurement of goods, services, and public projects. All City employees , elected and appointed o fficials must uphold high standards of integrity in their conduct and ensure that their procurement activities align with City policies as well as applicable federal, state, and local laws. At a minimum, City employees are required to adhere to the standar ds outlined in CMC 2.60 – Conflict of Ethics Code, the Political Reform Act, Government Code Section 8100 et seq., regulations from the Fair Political Practices Commission (FPPC), Government Code Section 1090, and the Anti-Kickback Enforcement Act of 1986.
3.32.050 – Local Business Preference
The City encourages local participation in the procurement process to promote economic vitality.
To this end, the City may provide a preference to local businesses in awarding contracts. The Purchasing Manager will prioritize purchasing from local vendors when feasible and maintain a list of City businesses offering goods used by the City, which will be distributed to all City departments.
A business is considered local if it has fixed facilities and employees within t he City for at least one year and holds a valid City business license. It must also have paid all required fees and taxes to the City, consent to a bid reduction of up to five percent, and meet all other qualifications to perform the contract.
3.32.060 – Centralization Purchasing Division
Centralized Purchasing refers to a procurement system where purchasing activities are managed by a designated purchasing department for enhanced efficiency. A Centralized Purchasing Division is established within the Finance Department, vested with the authority and responsibility to procure goods, services, and public projects for the City.
3.32.070 – Purchasing Manager
The Purchasing Manager or designee oversees the procurement of goods, services, and public projects in accordance with City Council directives and City Manager procedures. The Purchasing 314
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Manager is responsible for awarding contracts to responsive and responsible bidders, ensuring adherence to competitive bidding practices, and promoting open competition while discouraging collusion. Additionally, the Purchasing Manager manages contracts for compliance with laws and policies, maintains records of purchasing activities, facilitates the transfer and disposal of surplus goods, and assigns asset numbers to capital assets.
3.32.080 – Supplemental Regulations
The City Council may periodically adopt resolutions to establish supplemental regulations that further clarify the provisions of this chapter, ensuring alignment with its intent and purpose. In the event of a conflict between these resolutions and the provisions of this chapter, the chapter shall take precedence. The City Manager is authorized to interpret this chapter and adopt written policies to clarify its application. These interpretations and regulati ons must conform to this chapter's intent and purpose.
3.32.090 – Use of Electronic Means
In alignment with the City’s commitment to efficient public contracting practices, and pursuant to the authority granted under California Public Contract Code §§ 1600-1601, the City is authorized to implement electronic methods in the procurement and administration of contracts. This authorization includes the use of online bidding platforms, electronic signatures in compliance with all applicable state, local, and federal regulations, and electronic mail for notices where “mailed” delivery is specified. Where “sealed” bids or proposals are required, any electronic method that ensures secure submission of bid data may be used. Additionally, when bids are to be “opened,” they shall be made accessible simultaneously to both the City and the public through a secure electronic format that allows for public readability.
3.32.100 – Purchase Requisition and Purchase Order
All requests for goods, services, and public projects must be submitted through the approved electronic procurement system in accordance with the purchasing policy. The Purchasing Manager may require additional justification from departments when reviewing requisitions.
Training will be provided to ensure staff understands system use and compliance requirements.
Purchases must follow the approved purchase order process; any purchases made without prior approval, except in emergencies, are not binding or chargeable to City funds. Employees are prohibited from requesting goods, services, or starting projects without the Purchasing Manager's authorization.
A blanket purchase order may be utilized for a specific vendor for the purchase of goods or services. A blanket purchase order may not be used when a singl e piece or unit of any good or one-time service is more than the open market threshold.
3.32.110 – Budgeted Funds Required
Except in cases of an emergency, the Purchasing Manager shall not issue any purchase orders for goods, services, or public projects unless there exist budgeted funds against which such purchase is to be charged.
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3.32.120 – Grant Funds
Notwithstanding any other provision of this chapter, if a purchase is funded in whole or in part by grant funds and the grant requires the City to use s pecific purchasing procedures that are inconsistent with the requirements of this chapter, then the City shall follow the grant requirements.
3.32.130 – Approval Authority
The City Manager is hereby authorized to approve acquisitions and execute contracts of up to $150,000. The City Manager is authorized to delegate signature authority within this limit to appropriate City staff. The City Council shall retain the authority to approve all acquisitions and contracts exceeding $150,000.
3.32.140 – Inspection of Services
The Department shall inspect goods delivered and contractual services performed to determine their conformance with the specifications set forth in the purchase order or contract. The Department shall have the right to waive any defect or informality. The Department shall have the authority to require chemical and physical tests of samples, submitted with bids, and samples of deliveries which are necessary to determine their quality and conformance with required specifications.
3.32.150 – Environmentally Preferred Procurement
Whenever feasible, the Purchasing Manager shall incorporate environmental considerations into purchasing decisions such as , aiming to procure products with the highest possible recycled content. The City acknowledges its significant role as a major consumer of goods and services and understands that its purchasing decisions can have a considerable impact on the environment. By factoring in environmental considerations alongside traditional priorities such as price, performance, and availability, the City can maintain fiscal responsibility while fostering practices that enhance public health and safety, reduce pollution, and conserve natural resources.
This policy aims to promote the purchase of recycled and environmentally friendly products.
3.32.160 – Unauthorized Purchases
Except for authorized exceptions (CMC 3.32.170) or emergencies (CMC 3.32.180), no purchase may be made without a valid purchase order number issued by the City of Chino. Purchases made without this authorization are void and do not constitute an obligation of the city. Invoices lacking a valid purchase order number may be returned unpaid to the supplier. The city assumes no responsibility for unauthorized purchases or those that do not comply with its procurement policies and procedures.
3.32.170 – Exceptions
The Purchasing Manager may make any of the following procurements exceptions for goods, services or public project, without complying with the procurement methods set forth in this Chapter, as follows:
A. Sole source or unavailable from any other source.
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B. Cooperative Purchasing Program, as defined in this chapter.
C. Emergency, as defined in this chapter.
D. When the City Council determines by resolution that bidding would be impractical, inefficient, or otherwise not in the best interest of the City, provided that the City Council shall state the basis for its determination in the resolution.
E. The City Manager may establish guidelines to exempt certain purchases from the procedures outlined in this section . Exemptions may include methods such as petty cash, purchasi ng card (P -Card), and request for check. Examples of exempted purchases include:
1. Commodity items – Routine items such as gasoline, oil, office supplies, emergency repairs for equipment, vehicles, and facilities, as well as real property purchases and lease s, utility services, and related charges, or work or services performed by another public agency.
2. Non-commodity items – Pre-approved payments for expenses such as debt service, deposits, dues, insurance premiums, legal advertising, memberships, publications, self -insurance claims, seminar registration fees, subscriptions, and travel costs.
3.32.180 – Emergencies
An emergency is defined as a sudden, unforeseen event posing an immediate threat to life, health, property, or essential public services, necessitating prompt action to prevent or mitigate harm. For public projects, "emergency" refers to the definition provided in California Public Contract Code § 22050, while for other purchasing or contracting purposes, it indicates a situation where formal or informal bidding procedures are impractical or not in the best interest of the City. The City Council may declare an emergency when public health, safety, or property is at risk, and where following the regular competitive bidding process would compromise public welfare. In the absence of the City Council, the City Manager is authorized to initiate emergency procurem ent actions, which must be ratified by the City Council at its next meeting. Emergency procurements may bypass standard competitive bidding requirements and are limited to goods or services essential for addressing the emergency. The City will maintain tho rough records of the emergency's nature, justification for procurement, acquired goods or services, and associated costs, submitting a report detailing the emergency actions taken to the City Council for ratification. The City Council shall review the status of the emergency at each regularly scheduled meeting until resolved, with a four- fifths vote required to extend the bypass of standard procedures beyond the initial declaration.
Emergency procurements must comply with all relevant provisions of the Publ ic Contract Code, particularly § 22050, to prevent misuse of emergency provisions.
3.32.190 – Procurement Competitive Requirements
The City has established the following competitive requirements for non -Public Projects and Professional Services agreements. The threshold amounts for Public Projects shall be subject to the amounts authorized under the California Uniform Public Construction Cost Accounting Act (Public Contract Code Section 22000 et seq.), as amended from time-to-time.
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COMPETITIVE
REQUIREMENTS GOODS PROFESSIONAL
SERVICES
Open Market Up to $25,000 Up to $75,000
Informal Bid > $25,000 - $100,000 N/A
Formal Bid Over $100,000 Over $75,000
3.32.200 – Bidding for Goods and Professional Services (Non-Public Projects) A. Open Market : Purchases shall not require competitive bidding but do require a quote or proposal. Purchases shall not be split to circumvent these procedures.
B. Informal Bid: Purchases shall be made following the receipt of at least three quotes or proposals, which may be solicited using any means reasonably calculated to obtain a combination of the lowest price and highest quality of goods or services available. The Purchasin g Manager shall keep a record of all such solicitations and the price quotes or proposals.
C. Formal Bid: Formal bidding requires preparing a n Invitation For Bid (IFB) or Request for Proposal (RFP) with a general description, instructions for obtaining a dditional information, and submission details. The solicitation must be posted in a publicly accessible location, which may include an electronic bulletin board or another method as determined by the Purchasing Manager.
A notice must be published at least fourteen (14) calendar days before the bid opening in a newspaper of general circulation within the city or posted in at least three (3) designated locations if no such newspaper exists. It must also be sent electronically to specified construction trade journals at least fifteen (15) calendar days prior to the opening. The procedure must comply with state or federal law. The City may reject all bids in its sole discretion. If no bids are received, the City may make the purchase by any reasonable and avail able means, notwithstanding the other requirements of this chapter.
In determining whether a bidder is responsible, consideration may be given to the following factors:
(a) The quality of the items or services offered; (b) The ability, capacity and skill of the bidder or vendor to perform the contract or provide the services; (c) The ability, capacity and skill of the bidder or vendor to perform the contract or provide the service promptly, within the time specified, and without delay or interference; (d) The character, integrity, reputation, judgment, training, experience and efficiency of the bidder; (e) The sufficiency of the bidder's financial resources; and (f) The ability of the bidder to provide such future service as may be needed.
Award of Contract for RFP: If a contract is awarded, it may be awarded based on a best value selection. Selection of the most qualified individual or firm shall be based on demonstrated competence and on the professional qualifications necessary for the satisfactory perfor mance of the services required. An evaluation committee shall evaluate the proposals for services that exceed the informal bidding threshold and make a recommendation regarding the award of the contract. The evaluation committee shall be composed of at least three members selected by the Purchasing Manager, who shall be knowledgeable about the content of the services. In determining the best -qualified person or firm to perform the professional services, the following shall be considered: experience/qualific ations, past performance/references, plan methodology/project approach, quality of responsiveness of proposal, and cost. The committee may request an interview of the top firm(s).
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3.32.210 – Professional Services Agreements
All professional service agreements shall be made with the most qualified individual or firm based on demonstrated competence and the necessary professional qualifications for satisfactory service performance. All professional services agreements shall be subject to approval as to form by the City Attorney prior to execution. All professional services agreements must be in writing and may be extended without additional City Council approval , unless the amount thereof has been increased beyond the City Council authority threshold. All amendments must be in writing.
3.32.220 – Public Projects.
The City adopt ed the California Uniform Public Construction Cost Accounting Act (CUPCCAA) (Public Contract Code Section 22000 et seq.) for all public project expenditures. All public project contracts shall be subject to approval as to form by the City Attorney prior to execution. Contractors may not proceed without a written notice to proceed from the Purchasing Manager or Department.
The City shall not be liable if such notice is not issued. The Public Works Director, City Engineer or designee shall be responsible for preparing and adopting plans, specifications, Engineer’s Estimate and working details for all public projects that are formally bid. Purchases shall not be split to circumvent these procedures.
3.32.230 – Public Projects: Bidding Procedures
A. Informal Bidding Procedures: Informal bidding shall be authorized for projects estimated to be less than the maximum amount authorized pursuant to the CUPCCAA, as such amount may be amended fr om time -to-time. A notice inviting bids must be prepared, providing a general description of the project, instructions for obtaining detailed information, and the time and place for bid submission. Notices must be distributed to all construction trade jou rnals as specified by the Commission in accordance with Cal. Pub. Contract Code § 22036 and shall be sent at least ten (10) calendar days prior to the bid due date via email or electronic bid posting. If the project involves proprietary products or services, notices shall only be sent to specific contractors.
B. Formal Bidding Procedures: Formal bidding shall be required for projects estimated to be greater than the amount authorized pursuant to the CUPCCAA, as such amount may be amended from time-to-time. Formal bidding requires preparing a n Invitation For Bid (IFB) or Request for Proposal (RFP) with a general description, instructions for obtaining additional information, and submission details. The solicitation must be posted in a publicly accessible lo cation, which may include an electronic bulletin board or another method as determined by the Purchasing Manager.
A notice must be published at least fourteen (14) calendar days before the bid opening in a newspaper of general circulation within the city or posted in at least three (3) designated locations if no such newspaper exists. It must also be sent electronically to specified construction trade journals at least fifteen (15) calendar days prior to the opening. The procedure must comply with state or federal law. The City may reject all bids in its sole discretion. If no bids are received, the City may make the purchase by any reasonable and available means, notwithstanding the other requirements of this chapter.
C. Award of Contract: Contracts will be awarded to the lowest responsive and responsible bidder, with the option to award to either bidder in the case of identical lowest bids. The City has the authority to reject all bids and may abandon the project, re-advertise as described, or declare that the project can be completed more economically by City employees through a force account, following written notice to the apparent low bidder and a four-fifths vote by the Council. The bidding 319
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procedures specified in this chapter shall no t apply when state or federal law establishes exemptions. These exemptions may relate to contracts or projects that fulfill certain criteria, thereby permitting a departure from standard bidding requirements.
In determining whether a bidder is responsive and responsible, consideration may be given to the following factors: (a) The quality of the items or services offered; (b) The ability, capacity and skill of the bidder or vendor to perform the contract or provide the services; (c) The ability, capacity and skill of the bidder or vendor to perform the contract or provide the service promptly, within the time specified, and without delay or interference; (d) The character, integrity, reputation, judgment, training, experience and efficiency of the bidder; (e) T he sufficiency of the bidder's financial resources; and (f) The ability of the bidder to provide such future service as may be needed.
3.32.240 – Design/Build
Notwithstanding any provisions in this chapter, the City is authorized to employ a design -build procurement method as permitted by law, including, but not limited to, California Public Contract Code §§ 22160 et seq. and 20194. This design -build method enables the City to procure both design and construction services from a single entity. It may also encompass additional functions such as construction management, inspection, soil and materials testing, financing, operations, and maintenance.
3.32.250 – Change Orders
Any modification to an approved purchase that results in costs exceeding the awarded amount may be authorized as long as the total of all change orders, when combined with the original purchase order amount, does not surpass the authority limits. If the total exceeds the set authority limit, City Council approval is required.
3.32.260 – Surplus Equipment and Supplies
When City -owned supplies or equipment are declared surplus, the Purchasing Manager will evaluate whether to transfer, sell, exchange, or dispose of them. City Manager approval is required for all equipment with an estimated value above the capital asset threshold. Departments must retain surplus items until a transfer or disposal decision is made, and they cannot be loaned, donated, destroyed, or removed without the Purchasing Manager’s written consent . The Purchasing Manager may dispose of surplus items through transfer, sale, auction, trade, negotiation, destruction if unsellable, or donatio n. City employees, elected or appointed officials may not benefit from the surplus process.
SECTION 4. The Ordinance shall take effect thirty (30) days after its adoption.
SECTION 5. City Clerk of the City of Chino shall certify to the adoption of this Ordinance and cause publication to occur in a newspaper of general circulation and published and circulated in the city in a manner permitted under section 36933 of the Government Code of the State of California.
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PASSED, APPROVED, AND ADOPTED THIS 7TH DAY OF JANUARY 2025.
CITY COUNCIL OF THE CITY OF CHINO:
BY:_____________________________________
EUNICE M. ULLOA, MAYOR
ATTEST:
________________________________
NATALIE GONZAGA, CITY CLERK
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STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) §
CITY OF CHINO )
I, NATALIE GONZAGA, City Clerk of the City of Chino do hereby certify that the foregoing Ordinance of the City of Chino was duly approved by said City Council at a regular meeting held on 7th day of January 2025 by the following votes:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
By:
NATALIE GONZAGA, CITY CLERK
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MEMORANDUM
CITY OF CHINO
PUBLIC WORKS DEPARTMENT
CITY COUNCIL MEETING DATE: DECEMBER 17, 2024
TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
..titl e
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 pur chase 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
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TITLE: PURCHASE ORDERS - FY2024-2025 CITY FLEET VEHICLES.
PAGE: 2
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:
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TITLE: PURCHASE ORDERS - FY2024-2025 CITY FLEET VEHICLES.
PAGE: 3
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) v ehicles 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) 325
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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
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TITLE: PURCHASE ORDERS - FY2024-2025 CITY FLEET VEHICLES.
PAGE: 5
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)
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CITY COUNCIL MEETING DATE: DECEMBER 17, 2024
TITLE: PURCHASE ORDERS - FY2024-2025 CITY FLEET VEHICLES.
PAGE: 6
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
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CITY COUNCIL MEETING DATE: DECEMBER 17, 2024
TITLE: PURCHASE ORDERS - FY2024-2025 CITY FLEET VEHICLES.
PAGE: 7
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 p urchase 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.
329
MEMORANDUM
CITY OF CHINO
ADMINISTRATION DEPARTMENT
CITY COUNCIL MEETING DATE: DECEMBER 17, 2024
TO: MAYOR AND CITY COUNCIL MEMBERS, CITY OF CHINO
FROM: EUNICE M. ULLOA, MAYOR
SUBJECT
..titl e
City Council Committee Assignments.
..end
RECOMMENDATION
..recommendation
Discuss and approve Council Committee Assignments for 202 5-2026 to the various boards, committees, and commissions.
..body
FISCAL IMPACT
No Fiscal Impact.
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES The recommendation detailed above furthers 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
Superior Customer Service
Financial Stability
Responsible Long-Range Planning
Exemplary Leadership
Public Service Excellence through Internal and External Partnerships Effective Technology
Revenue:
Expenditure:
Transfer In: Transfer Out:
330
CITY COUNCIL MEETING DATE: DECEMBER 17, 2024
TITLE: CITY COUNCIL COMMITTEE ASSIGNMENTS.
PAGE: 2
BACKGROUND
Mayor and Council Members serve on various regional intergovernmental committees and commissions representing the City of Chino. In addition to serving on these committees, they serve on City ad -hoc and standing committees, and as delegates to local organi zations. These assignments are reviewed and modified following the reorganization of the Council and swearing in of elected officials.
Appointments to these committees are made by the Mayor , with the approval of the City Council. According to State of California Government Code Section 40605, in general law cities, where the office of mayor is an elective office , the mayor, with the approval of the city council, shall make all appointments to boards, commissions, and committees unless otherwise specifically provided by statute.
ISSUES/ANALYSIS
As a result of the November 5, 2024 , General Municipal Election, the Chino City Council Committee assignment listing is reviewed for changes to internal and regional committees over the last two years and updates are proposed to assign respective committees to each Council Member. This will ensure that Chino’s interests are communicated in regional and intergovernmental committees.
It is recommended the City Council discuss and approve the committee assignments for the 2025-2026 calendar years . Below is a listing of internal and regional committees for consideration.
Internal Committees
Annual Review of the City Attorney
Annual Review of the City Manager
Economic Development Committee
General Plan Update
Housing Committee
Housing Element Update
Heman G Stark Youth Correctional Facility Property
Liaison to Community Services, Parks & Recreation
Commission
Liaison to Planning Commission
Legislative Policy Committee
331
CITY COUNCIL MEETING DATE: DECEMBER 17, 2024
TITLE: CITY COUNCIL COMMITTEE ASSIGNMENTS.
PAGE: 3
Liaison to County Representatives
(Chino Airport/Prado Regional Park)
Infrastructure/Streets Committee
Investment Advisory Committee
Regional Committees
Solid Waste Committee
Chaffey College Chino Community Center Oversight
Committee
Chino Cultural Foundation and Chino Historical Society
Chino Valley Chamber of Commerce
Chino Basin Desalter Authority
Chino Basin Watermaster
(Seat on the Board of Directors is rotated among the
Appropriators and the City of Chino will be eligible for seat again in 2026)
Chino Valley Independent Fire District
Liaison to Board of Directors
Chino Valley Unified School District
Liaison to Board of Education
Chino Valley Unified School District,
Measure G Citizens Oversight Committee
Citizens’ Advisory Committee for
California CIM and CIW
Inland Empire Utilities Agency Regional
Sewerage Program Policy Committee
332
CITY COUNCIL MEETING DATE: DECEMBER 17, 2024
TITLE: CITY COUNCIL COMMITTEE ASSIGNMENTS.
PAGE: 4
League of California Cities – Board of Directors, Inland Empire Division
League of California Cities – Inland
Empire Division
League of California Cities – Legislative Task Force
OmniTrans Board of Directors
Ontario International Airport-Inter
Agency Collaborative
San Bernardino County Solid Waste
Advisory Task Force
SBCTA - San Bernardino County Transportation
Authority Board of Directors
SBCTA City Selection Committee
(California Government Code Section 50270
designates the Mayor as the agency representative)
SCAG – Southern California Association of
Governments - General Assembly
Santa Ana Watershed Advisory Council
Water Facilities Authority Board of Directors
West End Animal Services Agency
West Valley Mosquito and Vector Control District
(*Term on the Board of Trustees expires January 2026)
West End Mayor’s Roundtable
West End Mayor’s Roundtable – Mental Health
Collaborative Subcommittee
333
CITY COUNCIL MEETING DATE: DECEMBER 17, 2024
TITLE: CITY COUNCIL COMMITTEE ASSIGNMENTS.
PAGE: 5
334
The agenda was updated at 5:45 p.m.
on Monday, December 16, 2024 to
include the City Council Committee
Assignments List beginning on Page
336 of the PDF agenda packet.
335
Committee Assignments Calendar Years 2025-2026
1 Internal Committee Meeting
Dates/Times
Req’d Members Representative(s) Alternate
Annual Review of the City Attorney January 2 Reps Comstock Lucio
Annual Review of the City Manager June 2 Reps Ulloa
Flores
Chino Cultural Foundation and Chino
Historical Society
3rd Monday
Monthly
1 Rep Burton
Chino Public Financing Authority (*) As Needed All 5 Members Ulloa, Comstock, Burton, Flores Lucio,
Economic Development Committee (*) As Needed 2 Reps Burton, Lucio
Housing Committee As Needed 2 Reps Burton, Flores
Liaison to Community Services, Parks
& Recreation Commission
4th Monday,
6pm
1 Rep, 1 Alt Comstock Flores
Liaison to Planning Commission 3rd Wednesday,
6pm Monthly
1 Rep, 1 Alt Burton Comstock
Legislative Policy Committee (*) As Needed 2 Reps Ulloa Comstock
Liaison to County Representatives
(Chino Airport/Prado Regional Park)
As Needed 2 Reps, 1 Alt Ulloa
Lucio
Flores
Infrastructure/Streets Committee (*) As Needed 2 Reps Comstock Lucio
Investment Advisory Committee (*) Qtrly as Needed 2 Reps, 1 Alt Ulloa Flores
Burton
Solid Waste Committee As Needed 2 Reps Ulloa
Flores
(*) indicates a Brown Act covered committee for accountability and reporting purposes 336
Committee Assignments Calendar Years 2025-2026
2 Regional Committee Meeting
Dates/Times
Req’d Members Representative(s) Alternate
Chaffey College Community Center
Oversight Committee
Quarterly (2025
Mtg Dates TBD)
1 Rep Lucio
Chino Valley Chamber of Commerce 3rd Monday 3
pm
1 Rep, 1 Alt Flores Comstock
Chino Basin Desalter Authority (CDA)
Board of Directors
1st Thursday:
Jan, Apr, Jul,
Oct 2 pm
1 Rep 1 Alt Burton Ulloa
Chino Valley Independent Fire District
– Liaison to the Board of Directors
2nd Wednesday,
6 pm
1 Rep 1 Alt Comstock Burton
Chino Valley Unified School District –
Liaison to the Board of Education
1st & 3rd
Thursday, 7 pm
1 Rep, 1 Alt Burton Lucio
Chino Valley Unified School District –
Measure G Citizens Oversight
Committee
3rd Tuesday,
5:30 pm
1 Rep, 1 Alt Comstock Lucio
Citizens Advisory Committee for
California to CIM and CIW
Quarterly 1 Rep, 1 Alt Lucio Comstock
Inland Empire Utilities Agency –
Regional Sewerage Program Policy
Committee
1st Thursday,
3:30 pm
1 Rep, 1 Alt Burton Ulloa
League of California Cities – Inland
Empire Division
3rd Thursday,
even months,
10 am
1 Rep, 1 Alt Lucio Flores
Omnitrans Board of Directors 1st Wed, 8 am 1 Rep, 1 Alt Ulloa Lucio Ontario International Airport – Inter-
Agency Collaborative
As Needed 1 Rep Flores
SBC Solid Waste Advisory Task Force 3rd Wed, 1:30
pm: Apr/Oct
1 Rep, 1 Alt Flores Lucio
SBCTA Board of Directors 1st Wed, 10 am 1 Rep, 1 Alt Ulloa Burton SBCTA City Selection Committee (for
Alt to attend, must have a letter
submitted first)
As Needed Mayor, 1 Alt Ulloa Burton
337
Committee Assignments Calendar Years 2025-2026
3 SCAG General Assembly Annually 1 Rep, 1 Alt Lucio Flores Santa Ana Watershed Advisory
Council
As Needed 1 Rep Comstock
Water Facilities Authority (WFA) –
Board of Directors
3rd Thursday
every other
month, 7:30 am
1 Rep Burton
West End Animal Services Agency
(JPA est 7/16/2024) Ontario 65%,
Chino 35%)
1st Thursday,
9:00 am
1 Rep, 2 Alts Burton Ulloa
Comstock
Wet End Mayor’s Roundtable As Needed 1 Rep Ulloa
West Valley Mosquito & Vector Control
District
4th Tuesday,
11:30 am
1 Rep Flores
338
Committee Assignments Calendar Years 2025-2026
4 Temporary Ad-hoc Internal
Committees
Meeting
Dates/Times
Req’d Members Representative(s) Alternate
General Plan Update (Temp advisory
to Council, est 4/2/2024)
As Needed 2 Reps Flores
Lucio
Heman G Stark Youth Correctional
Facility Property (Temp advisory to
Council, est 4/2/2024)
As Needed 2 Reps Lucio
Ulloa
Housing Element Update (Temp
advisory to Council, est 4/2/2024)
As Needed 2 Reps Burton
Comstock
Sub-Committees Appointed by the
Regional Committee
Meeting Dates/Times Represent
ative
League of California Cities – Board of
Directors, Inland Empire Division
Division meetings every
even numbered month, day
TBD
Comstock
West End Mayor’s Roundtable –
Mental Health Collaborative Sub-
Committee
As Needed Comstock
Committees of Interest
(Anyone can attend)
Meeting Dates/Times Location
Chino Basin Watermaster –
Appropriative Pool
2nd Thursday of every month
at 9 am
Chino Basin Watermaster Office
9641 San Bernardino Rd
Rancho Cucamonga, CA Chino Basin Watermaster – Advisory Committee
3rd Thursday of every month
at 9 am
Chino Basin Watermaster – Board of
Directors
4th Thursday of every month
at 11 am
339