DATE:
June 4, 2024
TO:
Mayor and City Council Members
FROM:
Rachel Molina, City Manager
BY:
Cassandra Sanchez, Director of Public Works
Robert Worby, Fleet / Warehouse Supervisor
SUBJECT:
Vehicle Procurement – Five Compact Sports Utility Vehicles
RECOMMENDED ACTION
It is recommended that the City Council authorize the City Manager to approve the procurement of five (5) 2024 Ford Bronco Sports vehicles from Sunrise Ford for a not-to-exceed amount of $162,300 and adopt City Resolution No. 2024-28, amending the Fiscal Year (FY) 2023-24 General Fund Budget by an additional $172,300 to allow for the purchase of the vehicles and necessary safety equipment.
BACKGROUND
To ensure the reliability of the City fleet and reduce maintenance costs, staff periodically review each vehicle and makes recommendations for replacement. Upon review, staff identified the need to replace five vehicles, of which three are from Engineering and two are from Building & Safety. The vehicles are at least fifteen years old with high mileage and have reached the end of their life cycle as annual costs attributed to maintaining the existing units exceed salvage value.
Additionally, during the FY 2024-25 Budget process, the FY 2023-24 General Fund year-end revenue and expenditures estimates were reviewed. During this process, adequate funding was identified to allow for the purchase of these five vehicles.
ISSUES/ANALYSIS
The Public Works Division requested a quote for five (5) four-wheel drive compact SUVs on May 2, 2024, soliciting bids from six (6) dealerships both locally and out of the area to maximize bid response. A requirement was included for the vehicles to be four-wheel drive, available for delivery, and compact. The bid closed on May 6, 2024, with three (3) responses received. Staff recommends awarding the bid to Sunrise Ford who have been deemed to be the lowest responsive/responsible vendor with a total bid amount of $162,254 and have all vehicles currently at their dealership. In addition to the vehicle purchase price, each vehicle will need to be retrofitted with safety equipment, such as backup lights and light bars, for City use. It is estimated that approximately $2,000 of each vehicle or $10,000 total will be needed to complete the retrofitting of vehicles.
CITY GOAL SUPPORTED BY THIS ITEM
Public Safety: Ensure public safety resources adequately protect our community.
Financial Health: Maintain a balanced budget and adequate reserves.
FISCAL IMPACT
Funding for this purchase was not included in the FY 23-24 General Fund Budget. Therefore, staff is requesting approval from the City Council to increase the General Fund (100) budget by $172,300 via Resolution No, 2024-28. Of this request, the five vehicles will cost $162,300, while $10,000 ($2,000 per vehicle) will be allocated to retrofit the vehicles for City use.
ALTERNATIVE(S)
1. Provide alternative direction to staff.
ATTACHMENT(S)
Resolution No. 2024-28
Bid Comparison
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to Mayor and City Council Members
Vehicle Procurement – Five Compact Sports Utility Vehicles June 4, 2024