Fremont City Council Meeting: 06/16/26 07:00 PM
3300 Capitol Avenue Div/Dept: Maintenance Operations
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5741) DOC ID: 5741
Updated: 6/11/2026 7:16 PM by Alberto Quintanilla 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 $600,000, National Auto Fleet Group for the Purchase of Various Make Vehicles in an Amount Not to Exceed $295,000, and Municipal Maintenance Equipment for the Purchase of Electric Compact Sweeper in an Amount Not to Exceed $436,000; Appropriate $88,555 from the IWM Unallocated Fund Balance to the IWM Operating Budget, 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 18 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 to meet State Compliance. These vehicles and equipment are scheduled for replacement, and fund appropriations have been approved for Fiscal Year 2026/27. Of the 18 vehicles used by various departments, 17 will be replaced using Vehicle Replacement funds (Fund 610) and one will be replaced using Integrated Waste Management funds (Fund 115). Staff met with departments and determined the vehicle make and models that would best meet their operational needs.
Discussion/Analysis: Fremont Municipal Code, Chapter 3.20, authorizes the use of cooperative agreements. Staff compared available pricing and found the City can realize cost savings by purchasing vehicles through the Alameda County Master Contract with The Ford Store San Leandro (Contract Numbers 901979 and 902627), Sourcewell Contract with National Auto Fleet Group (Contract Number 081325-NAF) and Sourcewell Contract with FAYAT Environmental Solutions Americas/Municipal Maintenance Equipment Council Staff Report (ID # 5741) Meeting of June 16, 2026 Updated: 6/11/2026 7:16 PM by Alberto Quintanilla Page 2 (Contract Number 062425-FAY). Alameda County is a California public agency and Sourcewell is a political subdivision of the State of Minnesota.
Both are public agencies that use a competitive public 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 agreements, and staff recommends that Council authorize a purchase order with The Ford Store San Leandro for the purchase of approximately eight vehicles in an amount not to exceed $600,000, with National Auto Fleet Group for the purchase of approximately four vehicles in an amount not to exceed $295,000 and with Municipal Maintenance Equipment, Inc. for the purchase of one vehicle in an amount not to exceed $436,000. The remaining vehicles will be purchased through other sources and will not require Council approval.
VEHICLE/EQUIP
TYPE
VENDOR GOVERNMENT
PURCHASE
CONTRACT
COST FUNDING
SOURCE
8 VARIOUS FORD
VEHICLES
THE FORD
STORE
SAN
LEANDRO
ALAMEDA COUNTY
CONTRACT NO.
901979 &
CONTRACT NO.
902627
$600,000
FUND 610
1 ELECTRIC
COMPACT
SWEEPER
MME /
FAYAT
SOURCEWELL
CONTRACT NO.
062425-FAY
$436,000 FUND 115
4 VARIOUS
VEHICLES
NATIONAL
AUTO
FLEET
GROUP
SOURCEWELL
CONTRACT #
081325-NAF
$295,000
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 to support the EVs as they arrive. New EVs are acquired to replace older vehicles to the degree that suitable vehicles are available on the market. For this fiscal year, ten of the vehicles identified for replacement will be assigned to Police Services. Due to operational requirements, there are currently no viable electric vehicle option available that meet service demands for these units. The remaining replacement Council Staff Report (ID # 5741) Meeting of June 16, 2026 Updated: 6/11/2026 7:16 PM by Alberto Quintanilla Page 3 vehicles will be evaluated for potential transition to electric or hybrid models.
This year, the purchase of a battery-electric compact sweeper will improve maintenance operations for bike lanes and other active transportation facilities, while working towards a zero-emission fleet and the City’s climate action goals.
Fiscal Impact: The Council-approved FY 2026/27 Vehicle Replacement Fund (Fund 610) appropriation is $1,457,000 and provides sufficient funding for the purchase of the various fleet vehicles. $347,445 was included in the Integrated Waste Management Fund (Fund 115) operating budget and staff recommends that the City Council appropriate an additional $88,555 from the Integrated Waste Management Fund unallocated fund balance.
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.
Recommendation:
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 $600,000.
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 $295,000.
3. Authorize the City Manager or designee to execute a purchase order with Municipal Maintenance Equipment/FAYAT for the purchase of an Electric Compact Sweeper in an amount not to exceed $436,000.
4. Appropriate $88,555 in the Integrated Waste Management Fund for the purchase of the Electric Compact Sweeper.
5. 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 Council Staff Report (ID # 5741) Meeting of June 16, 2026 Updated: 6/11/2026 7:16 PM by Alberto Quintanilla Page 4 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.