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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: April 2, 2025
To: Honorable Mayor and City Council Members
From: Bill Gallardo, Interim City Manager;
Darren Goodman, Chief of Police
Department: Police
Subject: Goods Purchase Agreement with Fairview Ford for Police Fleet Vehicles in an amount not to exceed $830,000 (All Wards)
Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize:
1. The City Manager to execute a Goods Purchase Agreement with Fairview Ford for the purchase of police fleet vehicles, and
2. The Director of Finance and Management Services to issue a purchase order to Fairview Ford, in an amount not to exceed $830,000.
Executive Summary
The Police Department utilizes several types of vehicles to efficiently provide service.
Ford Explorer Interceptors allow officers to respond to calls for service and address public safety needs throughout the city. The Police Fleet Expeditor is responsible for transporting police vehicles to and from City yards but is also tasked with performing minor maintenance items to minimize vehicle downtime. To maintain a patrol vehicle fleet that runs well and is safe for operation, the Police Department must periodically replace worn, high mileage vehicles and vehicles that have been damaged beyond repair. Finally, the department will begin utilizing a jail transport service in the near future. To accommodate this service, a secure transport jail van will need to be outfitted. The Police Department is seeking to purchase Ford Interceptor SUVs, a replacement Fleet Services truck, and a replacement prisoner transport van from Fairview Ford to replace aging vehicles in the police fleet. These vehicles are to be purchased through general budget funds already allocated for vehicle purchases.
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Background
The FY 2024/25 adopted budget for the Police Department includes $1,427,000 in funding to purchase replacement police vehicles. The Police Department has funds which will allow for the purchase of thirteen (13) marked patrol vehicles, (1) dedicated fleet maintenance vehicle, and (1) dedicated jail transport van. Accounting for carryovers from FY2023/24, the total fund for motor vehicles is $2,237,000. As such, there is sufficient budget to cover the purchase of these vehicles.
Discussion
The Police Department operates 24 hours a day, seven days a week, and relies heavily upon police vehicles to make it possible for police personnel to respond to calls for service throughout the city. Marked vehicles in the Patrol Division are in frequent use, so they deteriorate faster than most vehicles due to rapidly accumulating mileage along with wear and tear. These issues make it necessary to routinely replace vehicles within the Police Department’s patrol fleet.
Additionally, police vehicles are sometimes involved in collisions and on some occasions the vehicles are damaged beyond repair, making it necessary to replace their loss from the patrol fleet. In general, the Police Department must replace approximately 25% of its patrol vehicles each year to maintain an operational fleet that does not require the investment of significant man-hours and financial resources to repair or maintain it. The Police Department is seeking to purchase Ford Interceptor SUVs for use by patrol officers in addition to a Ford Ranger truck for use by the Fleet Expeditor. The Fleet Expeditor is primarily responsible for transporting vehicles to and from city repair yards. However, the Expeditor is also tasked with completing minor repairs and towing department trailers for service and deployment. The current Fleet truck is a 2007 Ford Ranger, beyond its expected service life and incapable of performing several tasks asked of the Fleet Expeditor. Similarly, the existing jail transport van is a 2003 Ford Econoline van with over 160,000 miles and myriad mechanical problems. As such, the Police Department is seeking to replace both of these vehicles to improve operational efficiency.
The San Bernardino County Sheriff’s Department uses both Police Interceptors and Ford trucks for its operations. In October of 2023, San Bernardino County conducted an open bid solicitation for 2025 Ford Explorer Interceptors (No. SHR124-ADMSR- 5122) and in July of 2024, requested bids for various fleet vehicles, to include Chevrolet Colorado mid-sized trucks and Ford Transit 12-Passenger Vans (No. VHS124-CFMAI- 5445). Fairview Ford submitted a bid for Ford Rangers with specifications similar to those of the Chevrolet Colorado. The substitution was accepted by San Bernardino County and the bid process awarded the purchase for these vehicles to Fairview Ford Sales Inc., a locally operated automobile dealership located within the city limits.
Documents related to the San Bernardino County bid process were obtained by staff, reviewed, and found to be relevant to this purchase.
The San Bernardino Municipal Code allows the City to purchase from a vendor which has been awarded a bid from another California government agency, so long as the
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vendor is willing to sell the item to the City for the same price. Fairview Ford has assured staff that they would honor the base price quoted to the County, should the City purchase the same vehicles. Any cost variances will be a result of added features, such as two-tone (black and white) paint instead of solid white as the County specifies.
The City’s bid process mirrors that of the County and would likely yield the same results. The Ranger truck and Transit van are generally delivered within 30-days of order. The Police Interceptor SUVs, however, can only be ordered during certain periods of the year. Approval of this item would ensure those vehicles are ordered during this current allocation period.
To take advantage of the opportunity to order vehicles that may be delivered this year and the additional $400 per vehicle discount that the County receives due to the quantity of their order, staff is recommending a piggyback purchase process by using the County’s bid results for this purchase.
The number and cost of each vehicle proposed for purchase is listed in the table below.
VEHICLE TYPE QUANTITY COST PER UNIT TOTAL
Ford Interceptor 13 $55,360.33 $719,684.29
Ford Ranger XLT 1 $45,137.83 $45,137.83
Ford Transit Passenger Van 1 $61,776.58 $61,776.58
Potentials Contingencies $3,401.30 $3,401.30
Total Quantity & Cost 14 N/A $830,000
2021-2025 Strategic Targets and Goals
The request for the purchase of police vehicles aligns with Goal No. 2b: Focused, Aligned Leadership and Unified Community: Evaluate operations and performance, investment in resources, technology, and tools to continually improve organizational efficiency and effectiveness.
Fiscal Impact
FINANCIAL DATA Current Fiscal Year: Next Fiscal Year: Total Cost: Ongoing Cost:
COST $ 830,000 $ 0 $ 830,000 $ 0
GENERAL
FUNDSHARE
$ 830,000 $ 0 $ 830,000 $ 0
SOURCE OF FUNDS:
Funds were allocated in the FY 24/25 adopted
budget in the vehicle replacement category of the
Police Department's budget.
Budget Adjustment: No
For Fiscal Year 24/25
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Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize:
1. The City Manager to execute a Goods Purchase Agreement with Fairview Ford for the purchase of police fleet vehicles, and
2. The Director of Finance and Management Services to issue a purchase order to Fairview Ford, in an amount not to exceed $830,000.
Attachments
Attachment 1 SB County Police Interceptor Bid Specifications Attachment 2 SB County Ford Ranger, Transit Van Bid Specifications Attachment 3 Police Interceptor Price Quote
Attachment 4 Ford Ranger Price Quote
Attachment 5 Ford Transit Van Price Quote
Attachment 6 Fairview Ford Goods Purchase Agreement
Ward:
All Wards
Synopsis of Previous Council Actions:
April 17, 2024 Mayor and City Council authorized the issuance of a purchase order to Fairview Ford, in an amount not to exceed $810,000.
February 16, 2022 Mayor and City Council adopted Resolution No. 2022-35, approving the issuance of a purchase order to Fairview Ford, in an amount not to exceed $1,300,000.
January 19, 2021 Mayor and City Council adopted Resolution No. 2021-305, approving the issuance of a purchase order to Fairview Ford Sales in the amount of $83,100.
August 19, 2020 Mayor and City Council adopted Resolution No. 2020-202, approving the issuance of a purchase order to Fairview Ford Sales, not to exceed $210,000.
September 19, 2018 Mayor and City Council adopted Resolution No. 2018-270, authorizing the issuance of a purchase order to Fairview Ford Sales, not to exceed $722,000.