Fremont City Council Meeting: 07/11/23 07:00 PM
3300 Capitol Avenue Div/Dept: Maintenance
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4947) DOC ID: 4947
Updated: 7/5/2023 10:44 AM by Susan Gauthier Page 1
PURCHASE OF FLEET VEHICLES - Approval of Purchase Orders through Cooperative Agreements with The Ford Store San Leandro for the Purchase of Ford Fleet Vehicles in an Amount Not to Exceed $2,000,000 and with National Auto Fleet Group for the Purchase of Various Make Vehicles in an Amount Not to Exceed $900,000. Exempt from CEQA Review per Guideline 15061 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 collisions, mechanical failures, and future approved additions to the fleet.
BACKGROUND: There are 43 fleet vehicles that staff recommends for replacement because they 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 and fund appropriations have been approved for Fiscal Year 2023/24. The 43 vehicles are used by various departments and will be replaced using Vehicle Replacement funds (Fund 610). In 2023, staff met with departments and determined the vehicle and equipment make and models that would best meet their operational needs for the 43 vehicles.
Staff compared the available vendor pricing and contract pricing from other public agencies and determined that the Alameda County Master Contract No. 901979 with The Ford Store San Leandro and the Sourcewell Contract No. 091521-NAF with National Auto Fleet Group (NAFG) provides fair and competitive pricing for the 43 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 Master Contract No. 901979 and Sourcewell Contract No. 091521-NAF 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. Staff recommends that Council authorize the City Manager or designee to execute a purchase order with The Ford Store San Leandro for the purchase of approximately 30 vehicles in an amount not to exceed $2,000,000 and with National Auto Fleet Group for the purchase of approximately ten vehicles in an amount not to exceed $900,000.
Council Staff Report (ID # 4947) Meeting of July 11, 2023 Updated: 7/5/2023 10:44 AM by Susan Gauthier Page 2
VEHICLE/EQUIP
TYPE
VENDOR GOVERNMENT
PURCHASE
CONTRACT
COST FUNDING
SOURCE
30 VARIOUS
FORD VEHICLES
THE FORD
STORE SAN
LEANDRO
ALAMEDA
COUNTY
CONTRACT NO.
901979
$2,000,000 FUND 610
10 VARIOUS
VEHICLES
NATIONAL
AUTO FLEET
GROUP
SOURCEWELL
CONTRACT #
091521-NAF
$900,000 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) and is coordinating the installation of the EV charging infrastructure before the EVs arrive. New EVs are acquired to replace older vehicles to the degree that suitable vehicles are available on the market. In the coming year, EV models planned to be acquired include Ford Mach-E SUVs and Ford Lighting Trucks.
FISCAL IMPACT: The Council-approved FY 2023/24 Vehicle Replacement Fund (Fund 610) appropriation is $3,110,400 and provides sufficient funding for the purchase of the various fleet vehicles.
ENVIRONMENTAL REVIEW: The purchase of equipment is not a project as defined by the Public Resources Code Section 21065. Furthermore, the action is exempt from review under the California Environmental Quality Act, per CEQA Guidelines Section 15378 (b), as an organizational, administrative, policy, and fiscal activity that will not result in direct or indirect physical changes in the environment, and 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 $2,000,000.
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 $900,000.
3. Find the proposed purchase is not a project as defined by Public Resources Code Section 21065 and 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, and Section 15378 (b), as an organizational, administrative, policy and fiscal activity that will not result in direct or indirect physical change in the environment.