Agenda Item #13.4
For Council Meeting of: May 21, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: JEREMY GUNDY, DEPUTY DIRECTOR FIELD SERVICES, TRANSPORTATION AND PUBLIC WORKS SUBJECT: WAIVER OF BID AND ISSUANCE OF BLANKET PURCHASE ORDER TO BARNES FAMILY COMPANY, INC. DBA PLATINUM CHEVROLET AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works (TPW) and Finance Departments that the Council, by resolution: 1) waive competitive bidding pursuant to Section 3- 08.100(D) of the Santa Rosa City Code; and 2) authorize Purchasing Agent to issue Purchase Orders for the purchase of 2025 Model Year and newer Chevrolet Tahoe Special Service Vehicles (SSV) to Barnes Family Company, Inc. dba Platinum Chevrolet, Santa Rosa, California for an amount not to exceed $575,000.
EXECUTIVE SUMMARY
The Transportation and Public Works (TPW) and the Santa Rosa Fire Department (SRFD) are requesting approval of a sole manufacture purchase order and Waiver of Competitive Bid for Chevrolet Tahoe Special Service Vehicles (SSV) under the TPW Fleet Vehicle Replacement Fund.
BACKGROUND
Under the City’s guidelines for replacement of fleet vehicles, the TPW Fleet Maintenance Division selects a vehicle for replacement when it has reached the end of its cost-effective life cycle. These vehicles have met the replacement criteria using a 15-point replacement program, an industry standard to predict when best to sell a vehicle. Repair costs, age, and mileage are considered in the point calculation performed by our Faster Fleet software system.
The City’s current fleet of SRFD Command vehicles consists mainly of Chevrolet Tahoe SSV’s. Purchasing the same manufacturer model of special service vehicles maintains fleet uniformity, provides operational efficiencies by eliminating the need to keep inventories of spare parts and specialized vehicle equipment for multiple models, and simplifies maintenance and technician training. Utilizing similar vehicle platforms also allows utilization of similar upfit equipment to keep vehicle configurations uniform.
The City issued IFB 24-13 in March 2024 for five 2024 or newer Chevrolet Tahoe SSV’s. on Planet Bids. IFB 24-13 closed on April 10th, with no responses from vendors. Vendors stated the 2024 model was no longer available for ordering. Chevrolet staff had reported the 2025 model would begin availability in March 2024, however that has not come to fruition. Fleet Services has not been able to get a confirmed release date for the 2025 models but has learned that Chevrolet plans to allocate a limited unidentified quantity of vehicles to dealers when the 2025 vehicle order bank is opened. Having a Blanket Purchase Order available when the order banks open provides an opportunity for the City to secure the required vehicles when they become available.
The SRFD has utilized the Chevrolet Tahoe SSV since 2011 to support the job classifications of Fire Chief, Deputy Fire Chief, Battalion Chief, and Fire Marshal.
The TPW Works Fleet Department identifies approximately eight vehicles that are scheduled to be replaced by December 31st, 2027. Pricing has not been made available, but based on recent purchases and published MSRP, it can be estimated at $60,000 for a 2025 Chevrolet Tahoe SSV unit with the standard powertrain and required options.
PRIOR CITY COUNCIL REVIEW
Not Applicable
ANALYSIS
It was determined that Barnes Family Company, Inc. dba Platinum Chevrolet is the only local, as defined by City Code, Chevrolet vendor currently capable of providing pricing, availability, and support of these vehicles. As Council has for years expressed the interest, when possible, to utilize local vendors, this is an excellent opportunity. In lieu of bidding the Chevrolet product nationally, the City has opted to waive bidding and issue award to the only local dealer, as defined by City Code 3-08.130 (I).
FISCAL IMPACT
Funds for this purchase were approved in FY23/24 TPW Fleet Vehicle Replacement Budget, GL 300106, and subsequent years as approved by Council.
ENVIRONMENTAL IMPACT
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guidelines Section 15378.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable
NOTIFICATION
Not Applicable
ATTACHMENTS
Resolution
PRESENTER
Zac Brand, Fleet Superintendent
Brandalyn Tramel, Purchasing Agent
WAIVER OF BID AND ISSUANCE OF BLANKET PURCHASE ORDER TO BARNES FAMILY COMPANY, INC. DBA PLATINUM CHEVROLET, SANTA ROSA, CALIFORNIA PAGE 3 OF 3