City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: DECEMBER 19, 2023 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL SUBJECT: PURCHASE OF EIGHT (8) 2024 MODEL FORD BRONCO SPORT UTILITY VEHICLES FROM NATIONAL FLEET AUTO GROUP FOR THE PUBLIC WORKS DEPARTMENT, ENGINEERING DIVISION IN THE TOTAL AMOUNT OF $302,078.48 – SUPPLEMENTAL APPROPRIATION ISSUE:
Approve the purchase of eight (8) 2024 Model Ford Bronco Sport utility vehicles from National Fleet Auto Group for the Public Works Department, Engineering Division in the total amount of $302,078.48.
RECOMMENDATIONS:
That the City Council:
Approve the purchase of eight (8) 2024 Ford Bronco Sport utility vehicles from National Fleet Auto Group for the Public Works Department, Engineering Division in the total amount of $302,078.48.
By at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record a supplemental appropriation in the amount of $302,078.48 to the Central Garage Fund, Motor Pool Account from available Fund Balance.
BACKGROUND:
The Public Works Department, Engineering Division (Engineering Division) exists to protect the built environment in the public right of way, while providing responsive, professional services that facilitate private development and capital improvement projects throughout the City of Riverside. The Engineering Division, Contract Administration Section consists of a group of inspectors who ensure construction projects that are in the public right of way are built per the plans and specifications designed by the City Engineering staff. The inspectors predominately operate in the field performing daily site visits and various construction related inspections. In order to accomplish these daily operational responsibilities, as well as respond to emergency situations, the inspectors require utility vehicles that are safe, reliable, and readily available.
The fleet for the inspectors consists primarily 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. The inspectors 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.
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 exceeded their expected service life and are no longer in safe operating condition.
Asset No.
Year Make Model
Mileage
Replacement Reason
C1004
2007 Ford Escape
82,803
16 years of age with a failing hybrid battery that is unsafe and costs more to replace than the vehicle is worth.
C1012
2007 Ford Escape
142,935
16 years of age with high mileage and a failing hybrid battery that is unsafe and costs more to replace than the vehicle is worth C1027
2007 Ford Escape
116,952
16 years of age with high mileage and excessive wear and tear and life to date maintenance C1028
2007 Ford Escape
142,008
16 years of age with high mileage and excessive wear and tear and life to date maintenance C1029
2007 Ford Escape
64,831
16 years of age with a failing hybrid battery that is unsafe and costs more to replace than the vehicle is worth.
C1036
2007 Ford Escape
124,681
16 years of age with high mileage and excessive wear and tear and life to date maintenance C1087
2008 Ford Escape
107,948
15 years of age with high mileage and a failing hybrid battery that is unsafe and costs more to replace than the vehicle is worth C1088
2008 Ford Escape
138,325
15 years of age with high mileage and a failing hybrid battery that is unsafe and costs more to replace than the vehicle is worth DISCUSSION:
Sourcewell is a national service cooperative created to provide government procurement resources and solutions to members in government, education, and nonprofit sectors. Since the City of Riverside is a member of Sourcewell, National Auto Fleet Group is able to provide the best overall government pricing in accordance with Cooperative Agreement Number 091521-NAF through this cooperative procurement process. Sourcewell released Request for Proposals No. 091521 on 07/28/2021, receiving 74 prospective bidders and closing with 13 responses on the proposal due date of 09/15/2021. Four Sourcewell evaluators thoroughly reviewed the proposal responses and concluded that Sourcewell Contract No. 091521 should be awarded to National Auto Fleet Group as they represent numerous original equipment manufacturers (OEM) with the ability to provide over 700 makes and models of automobiles, sport utility vehicles, vans, and light trucks. Their proposal also includes multiple options for hybrid, alternative fuel, and electric vehicles and they are ready to serve Sourcewell participating entities throughout the United States with the capability to build and price vehicles online. National Auto Fleet Group offers Sourcewell participating entities competitive discounts from the manufacturer’s suggested retail price (MSRP) and are offering the City of Riverside a discount off of the manufacturer's list price, reducing the total price for all eight vehicles by $2,171.04.
Year Make Model
Quantity
Unit Price After Sourcewell Discount
Sales Tax (8.75%)
Tire Fee
Total Price
2024 Ford Bronco Sport
8 $34,713.62
$3,037.44
$8.75
$37,759.81
Total for 8
$302,078.48
The utilization of the Sourcewell Contract No. 091521-NAF is in accordance with Purchasing Resolution No. 23914, Section 602(f), which state, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(f) When Cooperative Purchasing is available and undertaken or when Goods can be obtained through Federal, State and/or other public entity pricing contracts or price agreements”.
The Purchasing Manager concurs that the recommendation is in accordance with Purchasing Resolution 23914, Section 602(f).
The Public Works Director concurs with this report.
STRATEGIC PLAN ALIGNMENT:
The recommended purchase of the new replacement vehicles contributes to the City’s Strategic Priority No. 4 Environmental Stewardship and Goal No. 4.6 – implement the requisite measures to achieve citywide carbon neutrality no later than 2040.
The recommended purchase of the new replacement vehicles aligns with EACH of the five Cross-Cutting Threads as follows:
Community Trust – This action builds community trust by ensuring that the Public Works Department, Engineering Division has safe and reliable vehicles available for staff and inspectors to use when performing operational duties.
Equity – The inspectors conduct inspections to ensure construction projects that are in the public right of way are built per the plans and specifications designed by the City Engineering staff. Replacing the older vehicles with safer and reliable vehicles will ensure equitable services for the safety of staff and the community.
Fiscal Responsibility – Vehicles which have reached the end of their useful life cycle are more costly to operate and maintain. The General Services, Fleet Management Division is proposing this purchase in accordance with Purchasing Resolution 23914, Formal Procurement process to ensure the best price, terms, and conditions are negotiated.
Innovation – The General Services Department, Fleet Management Division has an established vehicle replacement program to ensure departments are accruing funds for future replacement vehicles. These replacement vehicles will be purchased using funds from the Central Garage Fund Motor Pool Account.
Sustainability & Resiliency – This action will result in replacement vehicles for the Public Works Department, Engineering Division which meet all South Coast Air Quality Management District requirements and ensure improved vehicular performance, safety, and efficiency.
FISCAL IMPACT:
The total fiscal impact of the action is $302,078.48. Upon Council approval, a supplemental appropriation in the amount of $302,078.48 will be recorded int the Central Garage Fund, Motor Pool, Automotive Equipment Account number 2215200-462100. Sufficient funds are 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:
Sourcewell Quote 35891 from National Auto Fleet Group
Sourcewell Contract No. 091521-NAF
Purchase 8 Bronco Sports ● Page 2