Public Works Agency
www.santa-ana.org/pw
Item # 15
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 4, 2025
TOPIC: Award a Purchase Order Contract to National Auto Fleet Group for Two (2) New Service Vehicles for the Public Works Agency
AGENDA TITLE
Purchase Order Contract to National Auto Fleet Group for Two (2) New Service Vehicles for the Public Works Agency (Specification No. 25-014 & 25-017) (Non-General Fund)
RECOMMENDED ACTION
1.Approve a purchase order to National Auto Fleet Group for one, new/unused 2025 Ford F-150 Lightning Truck in an amount of $68,294 plus a contingency amount of $5,000, for a total amount not to exceed $73,294.
2.Approve a purchase order to National Auto Fleet Group for one, new/unused 2025 Ford Transit Passenger Van in an amount of $119,150 plus a contingency amount of $15,000, for a total amount not to exceed $134,150.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency’s (PWA) Parks, Fleet, and Facilities Division is responsible for the acquisition, maintenance, repair, and replacement of vehicles, trucks, and maintenance equipment. The Fleet Services team maintains an equipment replacement schedule and works with departments to routinely replace vehicles that have surpassed their useful lifecycle.
The PWA Maintenance Services Division utilizes a 2014 Ford F-550 for routine operations. The existing truck was evaluated in accordance with the City’s Equipment Replacement Policy which defines the review process when an equipment is no longer economically operated and maintained. Based on the equipment lifecycle guidelines, the existing vehicle has reached its useful lifecycle of 10 years. To optimize utilization and to advance the electrification of the City’s fleet of vehicles, staff recommends downsizing to a Ford F-150 Lightning Truck in order to support daily field operations including transportation of light equipment and materials such as tree trunks, debris, and illegal waste dumpings. This vehicle will be a crucial addition when deployed as
Ford F-150 Lightning Truck and Ford Transit Passenger Van March 4, 2025
4 8
5 3
part of the City’s emergency response to rain and wind storm related debris, as well as after hours’ emergency service calls.
Separately, the Santa Ana Police Department currently uses three vans to transport inmates to and from the jail and courthouse, designated parent facilities, and medical facilities throughout Southern California. The 2018 Chevy 3500 Express Van currently used for these efforts has exceeded its useful life by reaching 173,766 miles. Due to the wear and mileage on this vehicle, it is no longer adequate or safe for long distance transportation outside of City limits; the proposed replacement is a new 2025 Ford Transit Van. An electric equivalent was not considered due to the risks of having to charge the van during long-distance inmate transportation. $71,344 of funding for the replacement vehicle is available from Fleet’s Equipment Replacement fund and the remaining amount of $62,806 will be paid from the Police Department’s Supplemental Law Enforcement Services Account for front line policing efforts.
Santa Ana City Ordinance No. NS-3041 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. Sourcewell, a cooperative government purchasing agency, awarded a contract to National Auto Fleet Group (Contract No. 091521-NAF) as a result of open, competitive bidding on behalf of its members, which includes government agencies.
Staff researched available procurement options and product offerings in the market and determined that National Auto Fleet Group meets the City’s vehicle specifications (Exhibit 1 & 2), offers prompt delivery, and provides competitive bidding. By leveraging the procurement power through cooperative purchasing, the City of Santa Ana is able to obtain nationally vetted, high quality products at competitive volume pricing, and is in accordance with the City’s existing Purchasing guidelines. Staff recommends approving two purchase orders to National Auto Fleet Group for one new/unused 2025 Ford F-150 Lightning Truck and one new/unused 2025 Ford Transit Passenger Van.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are budgeted and available in the following accounts for Fiscal Year 2024-25:
Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting Unit, Account
Description
Amount
2024-25 07017100-
66400
Equipment
Replacement
Equipment Replacement,
Machinery & Equipment 73,294
2024-25 07017100-
66400
Equipment
Replacement
Equipment Replacement,
Machinery & Equipment 71,344
Ford F-150 Lightning Truck and Ford Transit Passenger Van March 4, 2025
4 8
5 3
2024-25
12814407-
66400
(22-4503)
Law
Enforcement
Grants
Supplemental Law
Enforcement Services,
Machinery & Equipment
62,806
TOTAL $207,444
EXHIBIT(S)
1. National Auto Fleet Group Quote No.38247 R2
2. National Auto Fleet Group Quote No. 121224
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager