DATE: March 2, 2026
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
Marlene Subhashini, Assistant City Manager
FROM: Andrew Brozyna, Public Works Director
Michael Miller, Fleet Supervisor
DEPARTMENT: Public Works
SUBJECT: AUTHORIZING A CORRECTION TO THE PREVIOUSLY
APPROVED APPROPRIATION FROM THE VEHICLE
REPLACEMENT FUND (501) TO ACCOUNT NO. 501-0560-
431-4384, REDUCING THE AMOUNT FROM $87,179 TO
$84,687 ($2,492 DECREASE), AND RESCINDING THE
AWARD FOR THE PURCHASE OF THE EXPLORER ST
(WHITE) VEHICLE FROM TOWNE FORD AND
AWARDINGTO SERRAMONTE FORD AND CORRECTING
THE BID AMOUNT FROM $58,233 TO $55,741
RECOMMENDATION
It is recommended that the City Council approve the attached resolution to (1) Authorizing a correction to the previously approved appropriation from the Vehicle Replacement Fund (501) to Account No. 501-0560-431-4384, reducing the amount from $87,179 to $84,687 ($2,492 decrease), and (2) Rescinding the award for the purchase of the Explorer ST (White) from Towne Ford and awarding to Serramonte Ford and correcting the bid amount from $58,233 to $55,741, consistent with the lowest responsible bidder. The purchase is exempt from review under the California Environmental Quality Act (CEQA) 15061(b)(3) Common Sense Exemption because it can be seen with certainty that there is no possibility that this action may have a significant effect on the environment.
EXECUTIVE SUMMARY
At the February 17, 2026 City Council meeting, the City Council approved the purchase of thirteen (13) vehicles from the respective lowest responsible bidders. Following Council approval, during staff review of the vendor bid documentation, staff identified that the award information for the Explorer ST (White) needs to be updated. The correct lowest responsible bidder is Serramonte Ford in the amount of $55,741, replacing Towne Ford at $58,233. This update reduces the purchase price by $2,492 and lowers the previously approved appropriation from the Vehicle Replacement Fund (501) to Account No. 501-0560-431-4384 from $87,179 to $84,687.
BACKGROUND/ANALYSIS
At the February 17, 2026 City Council meeting, the City Council approved the purchase of thirteen (13) vehicles from the respective lowest responsible bidders. The purchase and associated equipment installation costs exceeded the budgeted amount for the thirteen (13) vehicles; therefore, an appropriation from the Vehicle Replacement Fund (501) to Account No. 501-0560-431-4384 in the amount of $87,179 was necessary to complete the purchase.
Following Council approval, staff determined that the lowest responsible bidder for one of the vehicles, the Explorer ST (White), was incorrectly identified as Towne Ford with a bid amount of $58,233. The correct lowest responsible bidder is Serramonte Ford. Serramonte Ford’s bid amount was listed in two places on the submission – one printed and one handwritten. Staff mistakenly read the handwritten bid amount as $65,740.95; however, it was actually $55,740.95. This amount is lower than Towne Ford’s bid at $58,233. Staff is therefore requesting Council approval to correct the award to Serramonte Ford. The vehicle is intended for use by the Police Department. This correction reduces the purchase price by $2,492 and correspondingly reduces the required appropriation from the Vehicle Replacement Fund (501) to Account No. 501-0560-431-4384 from $87,179 to $84,687. All other vehicle awards approved on February 17, 2026 remain unchanged.
CEQA
The purchase is exempt from review under the California Environmental Quality Act (CEQA) 15061(b)(3) Common Sense Exemption because it can be seen with certainty that there is no possibility that this action may have a significant effect on the environment.
FISCAL IMPACT
The fiscal impact of the correction of the purchase of the Explorer ST (White) is a decrease of $2,492 to the appropriation from the Vehicle Replacement Fund (501) to Account No. 501- 0560-431-4384, reducing the amount from $87,179 to $84,687.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Staff Empowerment and Operational Excellence
ATTACHMENTS
Attachment 1 – Resolution
Attachment 2 – Quotes for Explorer ST White