October 28, 2025
Agenda Item No. 12
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
Mark Vukojevic, Utilities Director - 949-644-3011, [email protected] PREPARED BY:
Kyle Brodowski, Fleet and Facilities Superintendent - 949-718-3464, [email protected] TITLE:
Approval of Vehicle Replacement Purchase Orders for Three Pickup Trucks, Four Sedans and One Van ABSTRACT:
The Public Works Department requests City Council approval to purchase three Toyota Tacoma trucks, four Ford Explorer SUVs, and one Ford E-450 Transit Van. These purchases will replace current vehicles that meet City Council Policy F-9 (City Vehicle/Equipment Replacement Guidelines) criteria. Total costs for the pickup trucks, SUVs and van are $456,646.22.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; b) Approve a Purchase Order for three Toyota Tacoma TRD Off-Road 4WD double cab pickup trucks from RP Automotive of Downey, for a total amount of $160,899.63; c) Approve a Purchase Order for four Ford Explorer SUVs from Ken Grody Ford of Redlands, for a total amount of $159,858.42; d) Approve a Purchase order for one E-450 Ford Type B Transit Van from A-Z Bus Sales Inc., for a total amount of $135,888.17; and e) Authorize a contingency of $22,000 (approximately 5% of total quotes) to cover the cost of unforeseen changes to the current quotes.
DISCUSSION:
The Public Works Department requests approval to purchase three Toyota Tacoma trucks, four Ford Explorer SUVs, and one Ford E-450 Transit Van. These purchases will replace current vehicles that meet City Council Policy F-9 criteria.
Toyota Trucks
The proposed trucks meet department specifications and will replace Unit Nos. 2809, 2810 and 2811. Each of these units entered service in September 2021 and meet the City Council Policy F-9 replacement criterion of four years for beach vehicles and ATVs. Due to the harsh environmental conditions at the beach and the intensive nature of their use, these vehicles experience accelerated wear compared to typical on-road use. As a result, replacement is required more frequently, and the schedule is based solely on age rather than mileage or hours of use. This is due to the relatively short travel distances combined with the frequent stop-and-go demands of emergency response and rescue operations.
On August 21, 2025, staff issued a Request for Bids (RFB) No. 26-10 for the purchase of three Toyota Tacoma TRD Off-Road 4WD double cab pickup trucks. Nine local Toyota dealerships were notified of the open bid. The bidding period closed on September 10, 2025, and the City of Newport Beach received one bid, submitted by RP Automotive of Downey, with a total cost of $160,899.63 (Attachment A).
Ford SUVs
The proposed SUVs meet department specifications and will replace Unit Nos. 2901, 7601, 7602, as well as one new unit approved for the Community Development Department. These vehicles were purchased in 2015 and meet the City Council Policy F-9 replacement criterion of ten years.
On August 14, 2025, staff issued RFB No. 26-09 seeking four Ford Explorer SUVs. Eleven bids were received, with Ken Grody Ford of Redlands identified as the lowest responsive and responsible bidder, quoting a total cost of $159,858.42 (Attachment B).
Transit Bus
The California Association for Coordinated Transportation (CalACT) is a nonprofit organization that has represented the interests of small, rural and specialized transportation providers since 1984. Its membership consists of individuals and agencies from diverse sectors including transportation, planning, government, social services, suppliers and consultants. The City has been a member since 2017. CalACT provides members with information, legislative advocacy, training and purchasing resources. One such resource is access to competitively solicited cooperative purchasing agreements, which reduce costs by leveraging nationwide volume purchasing. These agreements comply with both federal and California state procurement requirements. City purchasing staff have reviewed and confirmed that CalACT’s cooperative agreements and solicitation processes meet the City’s administrative requirements.
In October 2020, the Morongo Basin Transit Authority (MBTA), acting on behalf of CalACT, issued Request for Proposals (RFP) No. 20-01 for the procurement of accessible transit and paratransit vehicles. Seven proposals were received, and six were awarded contracts based on pricing and evaluation criteria including warranty, service and support, proposer experience, references, and vehicle types.
In September 2021, MBTA awarded Contract No. 20-01 AZ (ICE-1) to A-Z Bus Sales, Inc., which is available for use by all CalACT members.
On September 16, 2025, staff obtained a quote from A-Z Bus Sales, Inc. for a 10-passenger Ford Transit Van equipped with a wheelchair lift at a total cost of $135,888.17 (Attachment C). This new Transit Van will be replacing one of the current Oasis shuttle buses requiring replacement.
FISCAL IMPACT:
The adopted budget includes sufficient funding for these purchases. They will be expensed to the Rolling Equipment account in the Public Works Department Equipment Fund, 7529032-911016.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A – Bid Results RFB No. 26-10
Attachment B – Bid Results RFB No. 26-09
Attachment C – Transit Bus Quote 9/16/2025
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Approval of Vehicle Replacement Purchase Orders for Three Pickup Trucks, Four Sedans and One Van October 28, 2025
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