Fremont City Council Meeting: 09/06/22 07:00 PM
3300 Capitol Avenue Div/Dept: Maintenance
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
STAFF REPORT (ID # 4684) DOC ID: 4684
Updated: 8/31/2022 4:13 PM by Alberto Quintanilla Page 1 PURCHASE OF FLEET VEHICLES - Approve Purchase Orders through Cooperative Agreements with The Ford Store San Leandro for the Purchase of Ford Fleet Vehicles in an Amount Not to Exceed $1,200,000 and with National Auto Fleet Group for the Purchase of Various Make Vehicles in an Amount Not to Exceed $550,000; Make Findings of CEQA Exemption
Contact Persons:
Name: Mark Collins Hans Larsen
Title: Fleet Maintenance Manager Public Works Director
Div/Dept: Maintenance Public Works
Phone: 510-979-5739 510-494-4722
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to authorize the purchase of fleet vehicles and equipment to replace current aging vehicles and equipment that are due for replacement and unanticipated vehicle replacements due to crashes, mechanical failures, or future approved additions to the fleet.
BACKGROUND: There are 28 fleet vehicles that staff recommends for replacement that have reached the end of their useful life and are incurring increased mechanical failures, downtime, and maintenance costs. These vehicles and equipment are scheduled for replacement over the next year using funding from the Vehicle Replacement Fund (Fund 610). In 2022, staff met with departments and determined the vehicle and equipment make and models that would best meet their operational needs for the 28 vehicles.
Staff compared the available vendor pricing and contract pricing from other public agencies and determined that the Alameda County Master Contract No. 901418 with The Ford Store San Leandro and the Sourcewell Contract No. 091521-NAF with National Auto Fleet Group provide fair and competitive pricing for the 28 fleet vehicles being purchased and any unanticipated vehicle replacements.
DISCUSSION/ANALYSIS: The City has the opportunity to realize cost savings by purchasing vehicles through the Alameda County and Sourcewell cooperative purchasing programs. Alameda County is a California public agency and Sourcewell is a political subdivision of the State of Minnesota. Both are public agencies offering publicly solicited contracts to government entities nationwide. Alameda County and Sourcewell both use a public competitive solicitation and award process similar to that required by the City’s Purchasing Code.
A summary of the recommended vehicle purchase actions is provided as follows:
VEHICLE/EQUIP
TYPE
VENDOR GOVERNMENT
PURCHASE
CONTRACT
COST FUNDING
SOURCE
Staff Report (ID # 4684) Meeting of September 6, 2022
Updated: 8/31/2022 4:13 PM by Alberto Quintanilla Page 2 20 VARIOUS
FORD VEHICLES
THE FORD
STORE SAN
LEANDRO
ALAMEDA
COUNTY
CONTRACT NO.
901418
$1,200,000 FUND 610
8 VARIOUS
VEHICLES
NATIONAL
AUTO
FLEET GROUP
SOURCEWELL
CONTRACT #
091521-NAF
$550,000 FUND 610
Planned Electrification of Fleet Vehicles
It is noted that the City is currently planning to transition much of the City’s fleet to electric vehicles (EV), but EV charging infrastructure needs to first be funded and installed. The City has been actively seeking grant funding opportunities for EV infrastructure but is finding very limited opportunities for municipal fleet applications. Most of the EV infrastructure funding from regional, state, and federal sources is prioritized for use by the general public and transit agencies. City funding was allocated in the FY 2022/23 budget to add 5 new EV charging ports at the Police Center, increasing the number of charging ports from 6 to 11. This Police Center EV Charger project is scheduled for completion in December 2022.
FISCAL IMPACT: The FY 2022/23 Adopted Operating Budget for the Vehicle Replacement Fund (Fund 610) includes sufficient appropriations for the recommended purchase of the various fleet vehicles.
ENVIRONMENTAL REVIEW: The purchase of equipment is not a project as defined by the California Environmental Quality Act (CEQA), Section 15378(b). Furthermore, the action is exempt from CEQA under Section 15061(b)(3), as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment.
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager or designee to execute a purchase order with The Ford Store San Leandro for the purchase of Ford vehicles in an amount not to exceed $1,200,000.
2. Authorize the City Manager or designee to execute a purchase order with National Auto Fleet Group for the purchase of various make vehicles in an amount not to exceed $550,000.
3. Find the proposed purchase is not a project as defined by Section 15378 (b) of the California Environmental Quality Act (CEQA), and, alternatively, the action is exempt from CEQA under Section 15061(b)(3), as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment.