City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: DECEMBER 19, 2023 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL SUBJECT: AWARD BID NO. 8040 TO FRITTS FORD OF RIVERSIDE, CALIFORNIA FOR THE PURCHASE OF THIRTEEN (13) 2024 MODEL FORD BRONCO SPORT UTILITY VEHICLES FOR THE CITY OF RIVERSIDE FIRE DEPARTMENT IN THE TOTAL AMOUNT OF $468,187.33 – SUPPLEMENTAL APPROPRIATION ISSUE:
Award Bid No. 8040 to Fritts Ford of Riverside, California for the purchase of thirteen (13) 2024 Model Ford Bronco Sport utility vehicles for the City of Riverside Fire Department in the total amount of $468,187.33.
RECOMMENDATIONS:
That the City Council:
Award Bid No. 8040 to Fritts Ford of Riverside, California for the purchase of thirteen (13) 2024 Model Ford Bronco Sport utility vehicles for the City of Riverside Fire Department in the total amount of $468,187.33.
By at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record a supplemental appropriation in the amount of $468,187.33 in the Central Garage Fund, Motor Pool Account from available Fund Balance.
BACKGROUND:
The City of Riverside Fire Department consists of various divisions which include, but are not limited to, Fire Prevention, Fire Suppression, and Training. The purpose of the Fire Prevention and Fire Suppression Divisions is to prevent injuries, deaths, business interruption, and property damage resulting from fires. In accordance with the California Fire Code and the Riverside Municipal Code, the Riverside Fire Department is required to inspect all Riverside businesses for fire and life safety compliance. The purpose of the Training Division is to provide a reliable, up-to-date source of educational and practical information to both fire personnel as well as the public. Another pivotal responsibility of the Training Division is to act as safety officers during significant incidents within the City of Riverside. These divisions are often out in the field performing site visits, various inspections, training events, or responding to emergency situations. In order to accomplish these daily operational responsibilities, the inspectors and staff require utility vehicles that are safe, reliable, and readily available.
The fleet of vehicles for these Fire Divisions consists mainly of Ford Escape utility vehicles that contain hybrid batteries and range from 15 to 16 years of age. These hybrid Ford Escape utility vehicles have been experiencing increasing safety issues, such as the loss of battery charge while driving, causing the vehicle to suddenly stall. Staff have also been reporting increasing issues with the braking system. With the advanced age and the mileage of these vehicles, the cost to replace the hybrid battery exceeds the value of the vehicle. In addition, the small size of the Ford Escape utility vehicles has been problematic due to the lack of space for staff’s personal safety equipment (PPE) and training materials. The new proposed vehicles will allow for ample space for all required equipment and PPE to be loaded into the vehicle.
The General Services Department, Fleet Management Division evaluates all vehicle replacement criteria to ensure efficient management and replacement of vehicles. The vehicles selected for replacement have either exceeded their expected service life and are no longer in safe operating condition or the do not meet the operational needs of the department and will be reassigned to a more suitable department that is in need of vehicles of this size and type.
Asset No.
Year Make Model
Division
Mileage
Replacement Reason
C1008
2007 Ford Escape
Prevention
62,814
16 years of age with a failing hybrid battery that is unsafe and costs more to replace than the vehicle is worth C1010
2007 Ford Escape
Prevention
78,042
16 years of age with a failing hybrid battery that is unsafe and costs more to replace than the vehicle is worth C1014
2007 Ford Escape
Prevention
90,989
16 years of age with a failing hybrid battery that is unsafe and costs more to replace than the vehicle is worth C1040
2007 Chevrolet Suburban
Suppression
143,866
16 years of age with excessive mileage, wear and tear, and life to date maintenance cost C1120
2008 Ford Escape
Prevention
93,446
15 years of age with a failing hybrid battery that costs more to replace than the vehicle is worth C1121
2008 Ford Escape
Suppression
89,240
15 years of age with a failing hybrid battery that costs more to replace than the vehicle is worth C1123
2008 Ford Escape
Prevention
76,068
15 years of age with a failing hybrid battery that costs more to replace than the vehicle is worth C1124
2008 Ford Escape
Prevention
84,704
15 years of age with a failing hybrid battery that costs more to replace than the vehicle is worth C1125
2008 Ford Escape
Training
68,953
15 years of age with a failing hybrid battery that costs more to replace than the vehicle is worth C1473
2018 Ford Escape
Prevention
7,584
Undersized for operations and all-wheel drive is needed for unforeseen situations. Vehicle will be reassigned C1518
2019 Ford Escape
Prevention
17,067
Undersized for operations and all-wheel drive is needed for unforeseen situations. Vehicle will be reassigned C1522
2020 Ford Escape
Prevention
9,409
Undersized for operations and all-wheel drive is needed for unforeseen situations. Vehicle will be reassigned C1624
2022 Ford Escape
Prevention
2,544
Undersized for operations and all-wheel drive is needed for unforeseen situations. Vehicle will be reassigned DISCUSSION:
On September 22, 2023, the Purchasing Division, in cooperation with the General Services Department, solicited a formal request for bids for the purchase of thirteen Ford Bronco Sport utility vehicles. The notification of the release of Bid No. 8040 was sent to 62 City of Riverside vendors and 500 external vendors. On October 11, 2023, the City received three bid responses, which were found responsive, and the results are shown below:
Bidder
City
Quantity
Total Price
Bid Status
BP Ford
Long Beach, CA
13 $514,181.86
Responsive
Transwest Truck Center
Fontana, CA
13 $504,220.78
Responsive
Fritts Ford
Riverside, CA
13 $468,187.33
Responsive
The bid response from Fritts Ford of Riverside was deemed the lowest responsive bidder in the total amount of $468,187.33.
Year Make Model
Quantity
Unit Price
Sales Tax
Tire Fees
Total Price
2024 Ford Bronco Sport
13 $33,099.00
$2,896.16
$19.25
$36,014.41
Total for 13
$468,187.33
The Purchasing Manager concurs that this purchase is in compliance with Purchasing Resolution No. 23914.
The Fire Chief concurs with this report.
STRATEGIC PLAN ALIGNMENT:
The recommended purchase of the new vehicle contributes to Strategic Priority No. 2 Community Well-Being and Goal No. 2.6 – Strengthen community preparedness for emergencies to ensure effective response and recovery.
The recommended purchase of the new vehicles aligns with EACH of the five Cross-Cutting Threads as follows:
Community Trust – This action builds community trust in the Riverside Fire Department by increasing the capabilities and capacities of the emergency response efforts.
Equity – This action will benefit the entire community by enhancing public safety services.
Fiscal Responsibility – To ensure the best cost, this purchase was negotiated exercising existing Purchasing policies in Purchasing Resolution 23914.
Innovation – This action provides the Riverside Fire Department with specialized equipment that is necessary for their operations.
Sustainability & Resiliency – The purchase of these new vehicles for the Riverside Fire Department will enhance the City’s emergency preparedness for the future.
FISCAL IMPACT:
The total fiscal impact of the action is $468,187.33. Upon Council approval, a supplemental appropriation in the amount of $468,187.33 will be recorded in the Central Garage Fund, Motor Pool, Automotive Equipment Account number 2215200-462100. Sufficient funding is available in Central Garage Fund Reserves to cover the supplemental appropriation.
Prepared by: Jessica Spiking, Administrative Analyst
Approved by: Carl Carey, General Services Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Edward Enriquez, Assistant City Manager/Chief Financial Officer/ Treasurer
Approved as to form: Phaedra A. Norton, City Attorney
Attachments: Bid Award Recommendation
Award Bid No. 8040 ● Page 2