Fremont City Council Meeting: 12/02/25 07:00 PM
3300 Capitol Avenue Div/Dept: Maintenance Operations
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5582) DOC ID: 5582
Updated: 11/21/2025 4:44 PM by Dina Lewis Page 1
PURCHASE OF FLEET VEHICLES - Approval to Increase Purchase Order through Cooperative Agreement with The Ford Store San Leandro for the Purchase of Ford Fleet Vehicles by $185,000, for a New Not to Exceed Amount of $1,010,000; and Decrease the Purchase Order with National Auto Fleet Group by $185,000 for a New Not to Exceed of $330,000; 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 City Manager, or designee, to increase the existing purchase order with The Ford Store San Leandro for the Purchase of Ford Fleet Vehicles to adjust for market availability.
BACKGROUND: In early 2025 staff analyzed available vendor and contract pricing 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) provides fair and competitive pricing. On June 17, 2025, the City Council approved purchase orders for Ford Fleet Vehicles through Cooperative Agreements with The Ford Store San Leandro in an amount not to exceed $825,000, utilizing Alameda County Master Contract No.901979 and with National Auto Fleet Group in an amount not-to-exceed $515,000.
DISCUSSION/ANALYSIS: The Department sought to purchase through the National Auto Fleet Group three selected police patrol vehicles based on operational needs; however, the manufacturer has confirmed that the requested models are currently unavailable and cannot be delivered within this fiscal year. To avoid delays staff evaluated alternative police pursuit vehicle options that satisfy the department’s performance and service needs. Based on this evaluation, staff recommends purchasing the patrol vehicles from The Ford Store San Leandro, as the pricing is more competitive than what can be provided through the National Auto Fleet Group. To accommodate this change, staff is recommending reducing the existing purchase with National Fleet Auto Group by $185,000 and increase the existing purchase order with The Ford Store San Leandro by $185,000, for a new amount not-to-exceed $1,010,000.
Fremont Municipal Code, Chapter 3.20, authorizes the use of cooperative agreements, and the City can realize cost savings by purchasing vehicles through the Alameda County Master Contract No. 901979 cooperative purchasing program. Alameda County is a California public agency offering publicly solicited contracts to government entities. Alameda County uses 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 this cooperative agreement, and staff recommends that Council authorize the City Manager, or designee, Council Staff Report (ID # 5582) Meeting of December 2, 2025 Updated: 11/21/2025 4:44 PM by Dina Lewis Page 2
increase the purchase order with The Ford Store San Leandro for the purchase of vehicles for a new amount not-to-exceed $1,010,000.
FISCAL IMPACT: The Council-approved FY 2025/26 Vehicle Replacement Fund (Fund 610) appropriation is $2,253,500.00 and provides sufficient funding for the purchase of 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 increase purchase orders with The Ford Store San Leandro for the purchase of Ford vehicles by $185,000, for a new amount not-to-exceed $1,010,000.
2. Authorize the City Manager, or designee, to decrease purchase orders with National Auto Fleet Group for the purchase of vehicles by $185,000, for a new amount not-to-exceed $330,000.
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.