City Council Agenda Report
Meeting Date: August 5, 2025
From: Todd Dusenberry, General Manager of Public Utilities Department: Public Utilities
Submitted by: Adriana Ramos, Senior Management Analyst
Subject
Purchase Orders with National Auto Fleet Group
Recommendation
A. Approve and authorize the issuance of a Purchase Order with National Auto Fleet Group (NAFG) for a 2025 Super Duty Ford F-350 SRW for a total not-to-exceed amount of $66,567.03; (1). Authorize a contingency amount of twenty percent (20%) or $13,313.41 for the vehicle purchase from NAFG in case of unforeseen fluctuations in price caused by inflation or supply chain issues;
(2). Authorize the City Administrator to facilitate the bidding and purchase of a comparable vehicle for an amount not-to-exceed $79,880.44 (NAFG price plus contingency amount) from an alternate source/dealership should NAFG vehicle availability be impacted by inventory shortages; and
B. Approve and authorize the issuance of a Purchase Order with NAFG for a 2024 Ram 2500 for a total not-to-exceed amount of $55,733.03;
(1). Authorize a contingency amount of five percent (5%) or $2,786.65 for the vehicle purchase from NAFG in case of unforeseen fluctuations in price caused by inflation or supply chain issues; and
(2). Authorize the City Administrator to facilitate the bidding and purchase of a comparable vehicle for an amount not-to-exceed $58,519.68 (NAFG price plus contingency amount) from an alternate source/dealership should NAFG vehicle availability be impacted by inventory shortages.
Background
The South Coast Air Quality Management District (SCAQMD) Fleet Rules 1191 and 1196 mandate public fleet operators to procure low-emitting gasoline or alternative-fuel vehicles when adding or replacing vehicles to its vehicle fleet. Vehicles must be replaced with newer lowemission or zero-emission vehicles such as electric, compressed natural gas (CNG), hybrid, or gasoline vehicles rated LEV or better.
Vernon Public Utilities (VPU) has developed a five-year plan to replace vehicles in its fleet. This plan considers factors such as vehicle age, mileage, usage, and compliance with SCAQMD regulations to ensure safety and reduce operating risks. Additionally, it incorporates recommendations from the Public Works Garage staff, who have considerable knowledge of the condition of older VPU vehicles. Replacing these vehicles will help address the challenges posed by the scarcity of replacement parts, which has led to increased repair costs and a greater maintenance workload for Public Works staff. In accordance with the vehicle replacement plan, a 2008 Ford F-350 Super Duty, with City vehicle ID W112, and a 2003 Chevrolet Tahoe, with City vehicle ID L1050 were identified for replacement. Staff recommends approval of two Purchase Orders with NAFG for the purchase of two replacement vehicles. 2025 Super Duty Ford F-350 SRW
The first purchase order will be for $66,567.03 for the purchase of a 2025 Super Duty Ford F350 SRW (Attachment 1). Additionally, a contingency amount of twenty percent (20%) or $13,313.41 is recommended in case vehicle prices fluctuate due to inflation, supply chain issues impact vehicle inventory, or if a comparable vehicle make and model must be purchased from another source/dealership. This purchase is in conjunction with the approval that VPU received on June 23, 2025, to purchase an 8-foot custom utility body for a Ford F-350 from Skaug Truck Body Works.
2024 Ram 2500
The second Purchase Order will be in the amount of $55,733.03 for the purchase of a 2024 Ram 2500 (Attachment 2). Staff recommends a contingency amount of five percent (5%) or $2,786.65 in the event vehicle prices fluctuate due to inflation, supply chain issues impact vehicle inventory, or if a comparable vehicle make and model must be purchased from another source/dealership.
Pursuant to Vernon Municipal Code (VMC) Section 3.32.110(A)(5), the proposed purchases are exempt from competitive bidding, as the purchases are through Sourcewell, which offers participating agencies cooperative, competitively solicited buying contracts. The quotes secured from NAFG for these potential purchases are based on Sourcewell contract (contract 091521- NAF) pricing.
City Council approval for these purchases is required pursuant to VMC Section 3.32.030(B), as during the last 12 months, the City has paid or awarded NAFG a total of $78,923.25 in Purchase Orders for various vehicle purchases. With City Council approval of this agenda item, NAFG will be paid and awarded contracts in excess of $100,000.
Fiscal Impact
The fiscal impact is estimated at $138,400.12. Sufficient funds are available for the 2024 Ram 2500 in the Electric Fund, Engineering, Capital Outlay, Account No. 055-050-585-660000 and for the 2025 Super Duty Ford F-350 SRW in the Water Fund, Capital Outlay, Account No. 058- 070-700-660000 for the current fiscal year.
Attachments
1. National Auto Fleet - Quote ID 32156-DA
2. National Auto Fleet - Quote ID 30994-OP