Fremont City Council Meeting: 06/17/25 07:00 PM
3300 Capitol Avenue Div/Dept: Maintenance Operations
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5482) DOC ID: 5482
Updated: 6/12/2025 10:34 AM by Dina Lewis 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 $825,000, with National Auto Fleet Group for the Purchase of Various Make Vehicles in an Amount Not-to- Exceed $515,000; with Global Rental Co., Inc. for the Purchase of Aerial Bucket Truck in an Amount Not-to-Exceed $160,000; Make Findings of CEQA Exemptions Contact Persons:
Name: Sean Gosen Kelly King
Title: Fleet Maintenance Manager Maintenance Operations Director Div/Dept: Maintenance Operations Maintenance Operations Phone: (510) 979-5739 510-979-5753
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 19 fleet vehicles that staff recommend for replacement because they have reached the end of their useful life and are incurring increased mechanical failures, downtime, and maintenance costs, or are ideal vehicles to be replaced with electric options in order to meet State Compliance. These vehicles and equipment are scheduled for replacement and fund appropriations have been approved for Fiscal Year 2025/26. The 19 vehicles are used by various departments and will be replaced using Vehicle Replacement funds (Fund 610). In 2025, staff met with departments and determined the vehicle and equipment make and models that would best meet their operational needs for the 19 vehicles. There are two additional Police Patrol Vehicles that Council has approved for the purchase of through the COPS Grant Fund (Fund 151).
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 and Contract No. 060920-NAF with National Auto Fleet Group (NAFG) Sourcewell Contract No. 040924-ALT with Altec Industries, Inc./Global Rental Co Inc. provides fair and competitive pricing for the 19 fleet vehicles being purchased and any unanticipated vehicle replacements.
DISCUSSION/ANALYSIS: Fremont Municipal Code, Chapter 3.20, authorizes the use of cooperative agreements, and the City of Fremont (“City”) can realize cost savings by purchasing vehicles through the Alameda County Master Contract No. 901979, Sourcewell Contract No. 091521-NAF and Contract No. 040924-ALT 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 like that required by the City’s Purchasing Code.
Finance and the City Manager’s Office have approved the use of these cooperative Council Staff Report (ID # 5482) Meeting of June 17, 2025 Updated: 6/12/2025 10:34 AM by Dina Lewis Page 2
agreements, and 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 12 vehicles in an amount not-to-exceed $825,000, with National Auto Fleet Group for the purchase of approximately 7 vehicles in an amount not to exceed $515,000 and with Global Rental Co., Inc for the purchase of 1 vehicle in an amount not-to-exceed $160,000. The remaining vehicle will be purchased through other sources and will not require Council approval.
VEHICLE/EQUIP
TYPE
VENDOR GOVERNMENT
PURCHASE CONTRACT
COST FUNDING
SOURCE
12 VARIOUS
FORD VEHICLES
THE FORD
STORE SAN
LEANDRO
ALAMEDA COUNTY
CONTRACT NO. 901979
$825,000 FUND 610 &
FUND 151
1 OVERCENTER
AERIAL BUCKET
TRUCK
GLOBAL /
ALTEC
SOURCEWELL CONTRACT
NO. 040924-ALT
$160,000 FUND 610
7 VARIOUS
VEHICLES
NATIONAL
AUTO FLEET
GROUP
SOURCEWELL CONTRACT
# 091521-NAF
$515,000 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. This year 7 EV models planned to be acquired include Ford Mach-E SUVs, Ford E-Transit Vans and Ford Lighting Trucks.
FISCAL IMPACT: The Council-approved FY 2025/26 Vehicle Replacement Fund (Fund 610) appropriation is $2,253,500 and provides sufficient funding for the purchase of the various fleet vehicles. The Council-approved COPS Grant Fund (Fund 151) provides sufficient funding for the purchase of the additional patrol 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:
Council Staff Report (ID # 5482) Meeting of June 17, 2025 Updated: 6/12/2025 10:34 AM by Dina Lewis Page 3
1. Authorize the City Manager, or designee, to execute a purchase order with The Ford Store San Leandro for the purchase of 12 Ford vehicles in an amount not-to-exceed $825,000.
2. Authorize the City Manager, or designee, to execute a purchase order with National Auto Fleet Group for the purchase of seven vehicles in an amount not-to-exceed $515,000.
3. Authorize the City Manager, or designee, to execute a purchase order with Global Rental/Altec for the purchase of an Overcenter Aerial Truck in an amount not-to-exceed $160,000.
4. 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.