Administrative
Report
H.6., File # 23-5812 Meeting Date: 4/11/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE THE PURCHASE OF ONE FORD ESCAPE HYBRID VEHICLE FOR POLICE
DEPARTMENT PARKING ENFORCEMENT FROM COLLEY FORD FOR AN AMOUNT NOT TO EXCEED $43,280.03
APPROVE THE PURCHASE OF FIVE FORD ESCAPE HYBRID PLUG-IN VEHICLES FOR POLICE
DEPARTMENT PARKING AND CODE ENFORCEMENT FROM KEN GRODY FORD FOR AN AMOUNT NOT TO EXCEED $219,674.10
AUTHORIZE THE EXECUTION OF RELATED PROCUREMENT DOCUMENTS AND PAYMENTS
BY THE MAYOR
EXECUTIVE SUMMARY
The Public Works Fleet Division issued an Invitation to Bid for Ford Escape Hybrid and Hybrid PlugIn vehicles for the Police Department Parking Enforcement/Animal Control and Code Enforcement Divisions. Two vendors responded, and staff recommends purchasing six vehicles for the Police Department: four vehicles for Parking Enforcement/Animal Control and two for Code Enforcement.
All of the purchases were planned Fiscal Year 2021-22 and Fiscal Year 2022-23 vehcile replacements that have been delayed due to supply-chain issues and shortages in the market.
BACKGROUND
In June 2022, the City Council approved Decision Packages #38 - Annual Vehicle Replacement Purchases and #39 - Vehicle Replacement Purchases Carryforward FY 2021-22. These approved Decision Packages set aside funding for the replacement of City vehicles and equipment that were due for replacement in FY 2022-23. The approved budget also included carryforward funding for vehicles that the City had planned to purchase in FY 2021-22 but had not been able to procure due to supply-chain issues and shortages in the vehicles market.
The City issued an Invitation to Bid in March 2023 for Ford Escape Hybrid or Hybrid Plug-In vehicles (LEV or ZEV) to replace four vehicles for Parking Enforcement/Animal Control and two vehicles for Code Enforcement. The City received two bids for a total of seven vehicles. Staff reviewed the bid submissions specifications, price, and the suitability of departments needs and recommends purchase of six quoted vehicles.
One vehicle will be purchased from Colley Ford (Ford Escape Hybrid - $43,280.03) and five vehicles from Ken Grody Ford (Ford Escape Hybrid Plug-In $43,937.96 per unit). The total purchase cost of
H.6., File # 23-5812 Meeting Date: 4/11/2023
from Ken Grody Ford (Ford Escape Hybrid Plug-In $43,937.96 per unit). The total purchase cost of the six vehicles is $262,954.13. This is $5,722.13 over the budgeted allocation for the six vehicles.
At this time, funding is available in the appropriated Public Works - Fleet Vehicle Replacement operating budget for the purchase of these vehicles. No additional budget appropriation is required.
The vehicles and equipment approved for replacement as part of the FY 2021-22 and FY 2022-23 budgets, and the status of their acquisition, are identified in the charts below:
Unit Year Existing Vehicle Assigned DeptStatus
651 2017 CHEVROLET TAHOE PATROL-Sergeants P In Progress 652 2017 CHEVROLET TAHOE PATROL-Sergeants P In Progress 660 2017 FORD UTILITY PATROL P In Progress
661 2017 FORD UTILITY PATROL P In Progress
672 2017 FORD UTILITY SLICK TOP PATROL P In Progress
675 2017 DODGE RAM CHARGER SLICK TOP PATROL P In Progress 678 2017 DODGE RAM CHARGER PATROL P In Progress
51-06 2006 GMC CANYON P/U XTRA CAB CODE ENF P RECOMMENDED 59-07 2007 GMC CANYON P/U XTRA CAB BUILDING PL
261-08 2008 FORD RANGER UNIT 378 MOUNTED TO TRUCK UPLANDS MAINT PW G-1 1999 CATEPILLAR 3306 GENERATOR SEWER PW
G-11 1999 GENERAC 99A03799-S GENERATOR BUILDING OCCUPANCYPW G-12 1999 ONAN 175DGFB GENERATOR* BUILDING OCCUPANCYPW
G-16 1999 GENERAC 98A06019-S GENERATOR BUILDING OCCUPANCYPW G-2 1999 MQ POWER DCA-25SSIU SEWER PW
Status of Vehicle and Equipment Budgeted Purchases FY2021-22 Unit Year Existing Vehicle Assigned Dept Updated Status 621 2008 DODGE RAM CHARGER ADMIN P In progress
57 2009 TOYOTA PRIUS HYBRID BUILDING PL
405 2009 TOYOTA PRIUS HYBRID CODE ENF P RECOMMENDED
354 2009 FORD F-250 3/4 TON PICKUP PARKS PW
241-09 2009 FORD F-250 PARKS PW
58 2009 TOYOTA PRIUS HYBRID ENGINEERING PW DELIVERED
647 2018 DODGE RAM CHARGER EquippedPATROL P In progress 649 2018 FORD UTILITY Equipped PATROL P In progress
665 2018 FORD UTILITY Equipped PATROL P In progress
671 2018 FORD UTILITY Equipped PATROL P In progress
401 2009 TOYOTA PRIUS HYBRID-Moved from E-B unit 71 due to eliminated Position PATROL- PARKING ENF P RECOMMENDED 403 2009 FORD ESCAPE HYBRID PATROL- PARKING ENF P RECOMMENDED 404 2009 FORD ESCAPE HYBRID PATROL- PARKING ENF P RECOMMENDED 408 2009 JEEP WRANGLER RHDRIVE PATROL- PARKING ENF P RECOMMENDED 349 2009 FORD F-350 1-TON PICKUP-EQ UPLANDS MAINT PW
872 2013 TAYLOR-DUNN ELECT CART UPLANDS MAINT PW In progress 243-09 2009 FORD F-250 UPLANDS MAINT PW In progress
348-09 2009 FORD F-350 1-TON PICKUP-EQ BUILDING OCCUPANCY PW G-14 2018 GENERAC 98A06015-S GENERATOR FIRE STATION 1 PW Status of Vehicles and Equipment Budget Purchases FY2022-23 Staff recommends purchasing the six vehicles identified through the bid process and authorizing the
H.6., File # 23-5812 Meeting Date: 4/11/2023
Mayor to sign all required procurement paperwork.
COORDINATION
The Public Works Department coordinated this report with the Police and Financial Services Departments along with the City Attorney’s Office.
FISCAL IMPACT
The City Council approved funding for all six vehicles in the FY 2022-23 budget. The total cost of the six vehicles is $262,954.13, which is $5,722.13 over the budgeted allocation. Additional funding is available in the appropriated Public Works - Fleet Vehicle Replacement operating budget for the purchase of these vehicles. No supplemental budget modification is required at this time.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Invitation to Bid - Bid #2223-011, Ford Escape Hybrid or Plug-In Hybrid (Quantity 1-5) · Colley Ford Quote and Procurement Documents
· Colley Ford Invoice
· Ken Grody Ford Invoice, 1-5
· Ken Grody Ford Quote and Procurement Documents, 1 of 5 · Ken Grody Ford Quote and Procurement Documents, 2 of 5 · Ken Grody Ford Quote and Procurement Documents, 3 of 5 · Ken Grody Ford Quote and Procurement Documents, 4 of 5 · Ken Grody Ford Quote and Procurement Documents, 5 of 5