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August 25, 2026
Agenda Item No. 12
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
Jeff Boyles, Fire Chief - 949-644-3101, [email protected] PREPARED BY:
Raymund Reyes, Administrative Manager – 949-644-3352, [email protected] TITLE:
Purchase of 2027 Polaris XPEDITION ADV 5 NorthStar Utility Terrain Vehicle ABSTRACT:
The Newport Beach Fire Department (NBFD) relies on the use of a utility terrain vehicle (UTV) for backcountry response and rescue operations in areas where travel by full-sized vehicles is difficult or impossible. The current unit (Unit 2601) is a 2018 Polaris Ranger that is housed at Newport Coast Fire Station No. 8. The unit was approved for replacement as part of the Fiscal Year 2024-25 annual budget process, but staff requested a deferral to a future fiscal year due to the unit’s good working condition. Staff is now seeking City Council approval to fund and purchase a 2027 model year Polaris XPEDITION ADV 5 Northstar UTV. The NBFD also seeks authorization to retain the 2018 Polaris Ranger as a reserve unit to provide additional operational capability in the Balboa Peninsula and Balboa Island areas.
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 the selection and purchase of one 2027 Polaris XPEDITION ADV 5 NorthStar utility terrain vehicle from Polaris Industries, Inc. using cooperative selection and pricing under Sourcewell Contract #091024-PSI, for the total cost of $47,173; c) Approve Budget Amendment No. 27-012 appropriating $47,173 in increased expenditures in the vehicle replacement fund, account no. 7529032-911016 from the Equipment Internal Service Fund (752) reserves; and d) Authorize the Newport Beach Fire Department to retain a formerly frontline UTV unit as a reserve unit.
DISCUSSION:
Since 2018, NBFD has relied on the use of a UTV to provide backcountry response and rescue in the areas surrounding Newport Coast. Given the dozens of miles of trails between Newport Coast and the adjacent Crystal Cove State Park, a UTV’s smaller size (compared to light trucks and fire engines) enables firefighters to quickly respond to emergencies in these wildland areas. Previously, a four-wheel drive Chevrolet Suburban was used in the role; its size limited its ability to traverse narrower, smaller trails.
Unit 2601, a 2018 Polaris Ranger UTV, has been well-maintained and upgraded over time, surpassing the four-year replacement cycle listed in the City of Newport Beach’s (City’s) Vehicle Replacement Policy (Council Policy F-9). Upgrades in 2022 and 2023 included a set of doors and a windshield to provide better protection for firefighters and ambulatory patients. Funding for the replacement of Unit 2601 was included in the adopted FY 2024-25 budget, but the purchase was deferred due to the unit’s good condition.
In spring 2026, management and operations staff began working on a new UTV specification. The specification incorporated various operational and mechanical improvements that were previously unavailable in the 2018 model or added over time via the use of factory and aftermarket parts. A 2027 Polaris XPEDITION ADV 5 NorthStar UTV was deemed as the most suitable base vehicle for its fully enclosed cabin, incorporation of heating and air conditioning, improved suspension, load capacity, and ground clearance.
Per Administrative Policy AP-001, cooperative purchasing may be used if the procurement requirements of the cooperative meet the City’s purchasing requirements. The City is an active participating agency in Sourcewell, a State of Minnesota local government agency and service cooperative that establishes costs for purchases from various vendors using a competitive bidding process. The large pool of public agencies participating in this cooperative creates an economy of scale, allowing manufacturers and vendors to sell in greater volume and pass on the savings to participating agencies through reduced pricing. The City previously used Sourcewell selection and pricing in October 2024 to purchase four replacement fire engines, and in October 2025 to purchase three replacement ambulances.
Following a Sourcewell Request for Proposals process conducted in July 2024, Polaris Sales, Inc. (a wholly owned subsidiary of Polaris Industries, Inc. that manages distribution and sales) was awarded a contract (091024-PSI) for the provision of utility and transport vehicles. Staff is requesting City Council approval of the purchase of the 2027 Polaris XPEDITION ADV 5 NorthStar UTV through Sourcewell cooperative selection and pricing.
Staff is also requesting approval to retain the existing 2018 Polaris Ranger UTV as a reserve unit. The reserve unit would likely be placed in Balboa Island Station No. 4, providing a small, quick response vehicle in the Balboa Island and Balboa Peninsula areas. This would provide added response capability for paramedics, especially during periods of high traffic and congestion (such as the Fourth of July) and certain special events. It could also be utilized when the frontline UTV unit undergoes maintenance or needs repairs.
FISCAL IMPACT:
The Budget Amendment appropriates $47,173 in increased expenditures in the Vehicle Replacement fund, account no. 7529032-911016, from the Equipment Internal Service Fund (ISF) reserves. Sufficient funding is currently available in the Vehicle Equipment Maintenance Account, 7529032-911020, to fund the cost of radio and safety equipment, lighting, and related upfitting services. Upon approval of the retention of a reserve UTV unit, the Fire Department’s Equipment Maintenance ISF account, 01040401-881001, will be adjusted during the FY2027-28 budget process to include an annual maintenance rate of approximately $1,030.
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 – Quote for (1) 2026 Polaris XPEDITION ADV 5 Northstar Utility Vehicle Attachment B – Sourcewell Contract 091024-PSI
Attachment C – Budget Amendment 27-012
Purchase of 2027 Polaris XPEDITION ADV 5 NorthStar Utility Terrain Vehicle August 25, 2026
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