EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: November 1, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Patrick Heisinger, Interim City Manager
BY: Jessica Caballero, Management Analyst II
Romeo Herrera, Chief Building Official
SUBJECT: Authorize the Purchase of Two Vehicles for the Building Services Division Recommendation
Adopt a Resolution authorizing the City Manager to purchase two vehicles for the Building Services Division of the Community & Economic Development Department from Downtown Ford Sales of Sacramento California through the State of California’s Statewide Contracts for Fleet Vehicles, Contract Number 1-22-23-23-F in an amount not to exceed $58,046.36.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 2: Enhance Economic Vitality
Priority No. 3: Increase Organizational Effectiveness and Efficiency Background
On June 7, 2022, the City Council, via Resolution No. 77-2022, adopted the Fiscal Year 2022- 23 Budget. Through the annual budget process, the Building Services Division received budget authority of $60,000 for the procurement of City vehicles.
Analysis
While the City did not bid this contract directly, the City is accessing a State bid contract; these contracts are established through a competitive bid process by the State and result in competitive bids because of volume. The State’s contracts provide fleet vehicles at contracted pricing to the State of California and local governmental agencies in accordance with the requirements of Contracts # 1-22-23-23 A - I (Attachment 2). The State of California Department of General Services has established a standing purchase contract with Downtown Ford in Sacramento California for Light Trucks, Vans, and Utility Vehicles. Through the State’s contract, staff has received quotes totaling $58,046.36 for the two vehicles (Attachment 3).
Staff is requesting authorization to rely on the State’s bid process to procure two 2023 Ford Escape utility vehicles for the Building Services Division.
The Building Services Division is responsible for a variety of services which require the daily operation of dependable and efficient vehicles for building inspections and enforcement of state and local regulatory laws within City limits. Currently, the Building Services Division has three vehicles. The Division is requesting authorization to purchase two additional vehicles to ensure each field inspector and the Chief Building Official (CBO) have an assigned vehicle to perform field inspections and other duties outside of the office. Utility vehicles offer the additional space (seats and cargo space), practicality, safety, and fuel efficiency the Division needs to meet the demands of the daily operations. Presently, field inspectors are required to carry a duffle bag with safety equipment when they go in and out of the field because they do not have dedicated vehicles. The additional space the utility vehicles offer will allow field inspectors to more easily carry the required equipment needed to perform inspections.
As a safety deterrent mechanism, the Division has requested limo tint on the vehicles to make it more difficult to look inside the vehicles for the equipment being stored. The Division has requested remote start as an efficiency tool to turn the vehicle on and allow the motor to warmup as the field inspectors make their way to the vehicle. The vehicles meet federal standards where they automatically shut off if the inspector does not make their way into the vehicle within the allotted time. Without this tool, the inspector would have to wait in the vehicle as the engine warms up to the proper temperature before taking off. Utility vehicles will reduce “downtime” for City services and minimize repair costs.
The purpose of the all-wheel drive is because the vehicles are considered safer during inclement weather. The all-wheel drive is a required addition to the vehicle as a safety item for when the roads become wet and slippery. This addition helps drivers maneuver the streets safely. All-wheel drive vehicles can also offer better traction when driven onto dirt or gravel surfaces which are commonly encountered at construction sites.
Fiscal Impact
The cost of the two vehicles in the amount of $58,046.36 is a General Fund expenditure that was included in the Division’s FY2022-23 budget adopted by the City Council.
Public Notice
The public was provided notice by making the agenda and report available on the City’s website and on a bulletin board located at City Hall: 2415 University Avenue, East Palo Alto.
Environmental
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 (b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.
Attachments
A. Resolution
B. State of California Statewide Contract
C. Vehicle Quotes