City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: APRIL 9, 2024 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL
SUBJECT: PURCHASE OF FOUR (4) REPLACEMENT 2023 FORD F150 UTILITY TRUCKS FROM FRITTS FORD FOR THE PUBLIC WORKS DEPARTMENT IN THE TOTAL AMOUNT OF $141,582.52 ISSUE:
Approve the purchase of four (4) replacement 2023 Ford F150 utility trucks from Fritts Ford of Riverside, California for the Public Works Department in the total amount of $141,582.52.
RECOMMENDATIONS:
That the City Council approves the purchase of four (4) replacement 2023 Ford F150 utility trucks from Fritts Ford of Riverside, California for the Public Works Department in the total amount of $141,582.52.
BACKGROUND:
The Fleet Management Division of the General Services Department evaluates all vehicle replacement criteria to ensure the efficient management and replacement of vehicles. The new vehicles would replace existing units which have exceeded their expected service life, experienced extended periods of down time for repairs, and have accumulated excessive life to date maintenance costs.
Asset No.
Year Make Model
Using Department
Odometer
Replacement Reason
C945
2004 Ford Ranger
Public Works – Refuse Division
158,844
20 years of age with excessive wear and tear and has over $150,000 of life to date maintenance costs C1047
2007 Ford Ranger
Public Works – Refuse Division
90,430
17 years of age with over $60,000 of life to date maintenance costs and is experiencing more frequent transmissions problems C1052
2007 Ford Ranger
Public Works – Refuse Division
129,961
17 years of age and was totaled in an accident. This vehicle had a rebuilt transmission that was removed and installed in existing unit C1066 C1324
2014 Ford F250
Public Works – Landscape Maintenance
78,019
10 years of age and has been out of service as it is propane fueled and parts are obsolete DISCUSSION:
Over the past few years, it has remained exceedingly difficult to purchase new or used vehicles of any kind for all City departments. Due to parts shortages and other production delays resulting in a lead-time of up to twelve months for new vehicles, the supply of vehicles has drastically decreased but the demand remains the same or has increased. Many dealerships are selling their vehicles on a first come, first serve basis and are unwilling to hold vehicles to facilitate conventional City procurement processes.
Fritts Ford currently has four (4) Ford F150 utility trucks in stock on the lot available to the City of Riverside at fleet pricing and is willing to hold the vehicles while staff seeks City Council approval. is received. These replacement vehicles are greatly needed by the Public Works Department to accomplish their operational responsibilities as they are currently operating with vehicles that have reached the end their useful life cycle and have excessive life to date maintenance costs.
The fleet pricing offered by Fritts Ford for these vehicles is less than the current manufacturer’s suggested retail price (MSRP) of competing dealerships for the same model vehicle as shown in the table below:
Vendor
Location
Year Make Model
Unit Price*
Fritts Ford
Riverside, CA
2023 Ford F150
$32,530.00
Sunrise Ford
Fontana, CA
2023 Ford F150
$36,445.00
Sedano Ford
La Mesa, CA
2023 Ford F150
$36,445.00
Santa Margarita Ford
Rancho Santa Margarita, CA
2023 Ford F150
$36,445.00
National Auto Fleet Group
Watsonville, CA
2024 Ford F150
$38,407.20
*These prices do not include taxes and fees
It would be in the best interest of the City of Riverside to approve the purchase of these vehicles from Fritts Ford as they are offering the lowest pricing, and the vehicles are readily available for the Public Works Department to utilize. The purchase of these vehicles is also in accordance with the Advanced Clean Fleet Regulation as it only applies to the purchase of medium- and heavy-duty vehicles with a gross vehicle weight of 8,500 pounds or above.
This purchase is in accordance with Purchasing Resolution No. 23914, Section 602(p), “When approved by the Manager, the City requires Goods not subject to the bidding requirements of Section 1109 of the City Charter, which are of such a nature that suitable technical or performance specifications describing them are not readily available and cannot be developed in a timely manner to meet the needs of the City, in which case the Manager shall be authorized to negotiate with any Person or Persons for the Procurement thereof upon the price, terms and conditions deemed by the Manager to be in the best interest of the City and in doing so may utilize, Informal Procurement or Negotiated Procurement process.” The Purchasing Manager concurs that the recommendation is in accordance with Purchasing Resolutions 23914, Section 602(p).
The Public Works Director concurs with this report.
STRATEGIC PLAN ALIGNMENT:
The recommended purchase of the new replacement utility trucks contributes to the City’s Strategic Priority No. 4 Environmental Stewardship and Goal 4.6 – Implement the requisite measures to achieve citywide neutrality no later than 2040.
The recommended purchase aligns with EACH of the five Cross-Cutting Threads as follows:
Community Trust – This action builds community trust by ensuring that the Refuse and Landscape Maintenace Divisions have safe and reliable vehicles readily available for staff to use when performing operational duties.
Equity – This action will benefit the entire community because it enhances city-wide services.
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, ensuring the lowest pricing was negotiated.
Innovation – This purchase provides the Refuse and Landscape Maintenance Divisions staff with the necessary equipment that is needed for their daily operations.
Sustainability & Resiliency – This action will result in replacement vehicles 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 $141,582.52. The funds to cover the costs of the purchases outlined in this report are budgeted and available in the funds and programs as listed in the table below.
Fund
Program
Account
Amount
Refuse
Solid Waste, Automotive Equipment
4130100-462100
$106,186.89
Central Garage
Central Garage, Motor Pool
2215200-462100
$35,395.63
Total
$141,582.52
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: Quote
Purchase (4) Ford F150’s ● Page 2