City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 18, 2024 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL
SUBJECT: AWARD BID NO. 8091 TO FRITTS FORD OF RIVERSIDE, CALIFORNIA FOR THE PURCHASE OF EIGHT (8) 2024 MODEL YEAR FORD MAVERICK XLT LIGHT-DUTY TRUCKS FOR THE COMMUNITY DEVELOPMENT CODE ENFORCEMENT DIVISION IN THE AMOUNT OF $265,918.88 – SUPPLEMENTAL APPROPRIATION ISSUE:
Award Bid No. 8091 to Fritts Ford of Riverside, California for the purchase of eight (8) 2024 model year Ford Maverick XLT light-duty trucks for the Community Development Code Enforcement Division in the amount of $265,918.88.
RECOMMENDATIONS:
That the City Council:
Award Bid No. 8091 to Fritts Ford of Riverside, California for the purchase of eight (8) 2024 model year Ford Maverick XLT light-duty trucks for the Community Development Code Enforcement Division in the amount of $265,918.88; and With at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record a supplemental appropriation in the amount of $30,000 in the Central Garage Fund from available Working Capital to the Motor Pool, Automotive Equipment expenditure account.
BACKGROUND:
The Community Development Code Enforcement Division is responsible for responding to and investigating community complaints regarding various code violations such as public nuisances, zoning, sidewalk vendors, property maintenance, weed abatement, unpermitted construction, noise, and inoperable vehicles. The Code Enforcement Division consists of eleven field staff and four supervisors that travel from site to site to conduct inspections, meet with community members, remove signs from the right-of-way, impound unpermitted food from sidewalk vendors, and attend frequently scheduled meetings and events. The vehicles utilized by Code Enforcement field staff are used heavily on a daily basis.
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.
Asset No.
Year Make Model
Mileage
Life to Date Maintenace Costs
Replacement Reason
C993
2006 Ford F150
117,335
$32,262.37
18 years of age with excessive wear and tear and life to date maintenance costs C994
2006 Ford F150
82,658
$42,079.61
18 years of age with excessive wear and tear and life to date maintenance costs C995
2006 Ford F150
129,172
$34,213.76
18 years of age with excessive wear and tear and life to date maintenance costs C996
2006 Ford F150
102,478
$32,062.71
18 years of age with excessive wear and tear and life to date maintenance costs C997
2006 Ford F150
164,174
$76,791.26
18 years of age with excessive wear and tear and life to date maintenance costs C1001
2007 Ford F150
135,718
$49,558.11
17 years of age with excessive wear and tear and life to date maintenance costs C1109
2007 Ford F150
97,388
$12,284.50
17 years of age with excessive wear and tear and life to date maintenance costs C1116
2007 Ford F150
92,277
$23,744.84
17 years of age with excessive wear and tear and life to date maintenance costs DISCUSSION:
On April 3, 2024, the Purchasing Division, in cooperation with the General Services Department, solicited a formal request for bids for the purchase of eight (8) 2024 model year Ford Maverick XLT light-duty trucks for the Community Development Code Enforcement Division. The notification of the release of Bid No. 8091 was sent to 81 City of Riverside vendors and 500 external vendors. On April 17, 2024, the City received four bids, which were found responsive, and the results are shown below:
Bidder
City
Quantity
Price Per Vehicle
Sales Tax
Tire & Misc Fees
Total Price
Fritts Ford
Riverside, CA
8 $30,527.00
$2,671.11
$41.75
$265,918.88
Rush Truck Center
Ceres, CA
8 $31,048.41
$2,716.74
$40.00
$270,441.17
Transwest Truck Center
Fontana, CA
8 $35,174.00
$3,077.73
$8.75
$306,083.80
Penske Chevrolet
Cerritos, CA
8 $40,209.82
$3,518.36
$8.75
$349,895.43
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 Purchasing Manager concurs that this purchase is in compliance with Purchasing Resolution No. 24101.
The Community Development 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 Community Development Code Enforcement Division has safe and reliable vehicles for field staff and supervisors to use when performing operational duties.
Equity – Replacing the older vehicles that have reached the end of their service life with safer and more reliable vehicles will ensure equitable services and the safety of staff as well as 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 24101, 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 Community Development Code Enforcement 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 $265,918.88. Upon Council approval a supplemental appropriation in the amount of $30,000 will be recorded in the Central Garage Fund, Motor Pool, Automotive Equipment Account number 2215200-462100. After the recording of the supplemental appropriation, there will be sufficient funding to cover the purchases as listed in this report. There is sufficient working capital (i.e., fund reserves) in the Central Garage Fund to accommodate 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
Bid No. 8091 ● Page 2