City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: MAY 21, 2024 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL
SUBJECT: AWARD BID NO. 8075 TO THEODORE ROBINS, INC. OF COSTA MESA, CALIFORNIA FOR THE PURCHASE OF FIVE (5) 2024 MODEL YEAR ELECTRIC POWERED FORD F150 LIGHTNING TRUCKS FOR THE PUBLIC WORKS SOLID WASTE DIVISION AND THE RIVERSIDE PUBLIC UTILITIES FIELD SERVICES DIVISION IN THE AMOUNT OF $365,322.27 ISSUE:
Award Bid No. 8075 to Theodore Robins, Inc. of Costa Mesa, California for the purchase of five (5) 2024 model year electric powered Ford F150 Lightning trucks for the Public Works Solid Waste Division and the Riverside Public Utilities Field Services Division in the amount of $365,322.27.
RECOMMENDATIONS:
That the City Council award Bid No. 8075 to Theodore Robins, Inc. of Costa Mesa, California for the purchase of five (5) 2024 model year electric powered Ford F150 Lightning trucks for the Public Works Solid Waste Division and the Riverside Public Utilities Electric Field Services Division in the amount of $365,322.27.
BACKGROUND:
Public Works – Solid Waste
The Public Works Department Solid Waste Division provides a number of solid waste services to the Riverside community. The new Ford F150 Lightning trucks will increase vehicle resources available to supervisory staff for use in the field, and to support various tasks assigned to the Mitigation Crew such as pre-sweeping ahead of the Street Sweepers, removal of illegal dumping, and bulky item pickups. The vehicles currently used for the Mitigation Crew have exceeded their expected lifespan. These new electric trucks will enhance operations where diesel-fueled trucks were taken out of service as they no longer complied with California Air Resource Board (CARB) emissions regulations.
Riverside Public Utilities – Field Services
The Riverside Public Utilities Field Services Division is responsible for collecting data from all electric and water meters located throughout the city of Riverside. The field services staff also perform the initiation and termination of water and electric utility services, as well as deliver customer notifications to Riverside residents. The field staff complete their daily operational responsibilities with the use of vehicles.
Two of the proposed new vehicles will be replacing the existing vehicles listed below:
Asset No.
Year Make Model
Odometer
Replacement Reason
C1051
2007 Ford Ranger
121,993
17 years of age with excessive wear and tear. Will be evaluated for possible short-term reassignment.
C1053
2007 Ford Ranger
86,598
17 years of age with excessive wear and tear. Will be evaluated for possible short-term reassignment.
DISCUSSION:
On February 9, 2024, the Purchasing Division, in cooperation with the General Services Department, solicited a formal request for bids for the purchase of three (3) 2024 model year electric powered Ford F150 Lightning utility trucks for the Public Works Department Solid Waste Division. The notification of the release of Bid No. 8075 was sent to 90 City of Riverside vendors and 500 external vendors. On February 28, 2024, the City received four bid responses, which were found responsive, and the results are shown below:
Bidder
City
Quantity
Price Per Vehicle
Shipping & Handling
Total Price
Theodore Robins Inc.
Costa Mesa, CA
3 $73,064.45
$0.00
$219,193.36
Fritts Ford
Riverside, CA
3 $73,686.88
$52.00
$221,092.13
BP Ford
Long Beach, CA
3 $74,255.59
$245.00
$223,011.76
Cerritos Ford, Inc.
Cerritos, CA
3 $81,139.51
$0.00
$243,418.54
During the preparation for the award, Riverside Public Utilities Field Services expressed the desire to replace two (2) Ford Rangers with the Ford F150 Lighting as listed on RFB 8075. The bid allowed for an increase in the quantity of vehicles being purchased and the lowest bidder was contacted to increase the quantity at the same price as proposed on RFB 8075. The bid results have been adjusted to reflect five (5) vehicles below:
Bidder
City
Quantity
Price Per Vehicle
Shipping & Handling
Total Price
Theodore Robins Inc.
Costa Mesa, CA
5 $73,064.45
$0.00
$365,322.27
Fritts Ford
Riverside, CA
5 $73,686.88
$52.00
$368,486.90
BP Ford
Long Beach, CA
5 $74,255.59
$245.00
$371,522.94
Cerritos Ford, Inc.
Cerritos, CA
5 $81,139.51
$0.00
$405,697.56
Purchasing Resolution 24101, Section 508 Awards states, “Contracts procured through Formal Procurement shall be awarded by the Awarding Entity to the Lowest Responsive and Responsible Bidder.” The recommended vehicles for purchase are zero-emission and meet the Advanced Clean Fleet Regulation mandated by the California Air Resources Board (CARB).
The Purchasing Manager concurs that this purchase is in compliance with Purchasing Resolution No. 24101.
The Public Works Director concurs with this report.
The Public Utilities General Manager concurs with this report.
STRATEGIC PLAN ALIGNMENT:
The recommended purchase 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 aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – This action builds community trust by ensuring that the Public Works Solid Waste Division and the Riverside Public Utilities Field Services Division have safe and reliable vehicles available for use when performing operational duties.
Equity – This action will benefit the entire community because it enhances city-wide services.
Fiscal Responsibility – To ensure the best cost, this purchase was negotiated by exercising existing purchasing policies in Purchasing Resolution 24101.
Innovation – This purchase provides the Solid Waste supervisors and Public Utilities Field Services staff with the equipment that is necessary for their operations.
Sustainability & Resiliency – This action will result in a zero-emission replacement vehicle which meets the very stringent South Coast Air Quality Management District (SCAQMD) requirements as well as Environmental Protection Agency (EPA) emissions regulations.
FISCAL IMPACT:
The total fiscal impact of the action is $365,322.27. The RPU portion of the purchase will utilize funding in the Central Garage Fund set aside for replacement of the existing RPU vehicles that have accumulated over their life-span. Funding for the RPU vehicles in the amount of $146,128.91 is available in the Central Garage Fund, Motor Pool, Automotive Equipment Account Number 2215200-462100. The Refuse Fund does not have funding set aside for vehicle purchases and is using available budget within the Refuse Fund. The funds in the amount of $219,193.36 are available in the Refuse Fund, Solid Waste Collection, Automotive Equipment Account number 4130100-462100.
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
Attachment: Bid Award Recommendation
Bid No. 8075 – Ford F150 Lightnings ● Page 2