Item Number: 18
City Council / Board of Directors
Written Communications
Meeting of: February 18, 2025
Submitted By:
Doug Mathews, Director of Public Works and Water
Subject:
Purchase of New Fleet Vehicles and Equipment for Fiscal Year 2025 Under Project JM25- 041 (32 Vehicles)
Recommendation:
That the Honorable City Council, also sitting as the Southern California Logistics Airport Authority (“SCLAA”) and Victorville Water District Board of Directors:
(1) Approve the purchase of 23 vehicles from Ken Grody Ford for an amount not to exceed $1,400,277.01.
(2) Approve the procurement of the remaining nine (9) vehicles through several procurement methods such as cooperative purchasing programs, lead agency piggyback programs, and availability of suitable dealer lot inventory, with a 10% contingency due to market volatility, bringing the total budget for these vehicles to $1,037,300.
(3) Authorize the City Manager/Executive Director/General Manager to execute any and all documents necessary for such purchases.
Fiscal Impact:
All requested vehicles, specialty vehicles, and equipment purchases have been budgeted in the Fiscal Year 2024/25 approved budget in the amount of $2,799,500.
The cost of the 23 vehicles purchased from Ken Grody Ford is $1,400,277.01. The remaining nine (9) vehicles are budgeted at $943,000 with the 10% contingency of $94,300, resulting in an adjusted total of $1,037,300. The 10% contingency is requested for the procurement of these nine (9) vehicles due to market volatility caused by limited inventory nationwide. As a result, the total fiscal impact of this approval is $2,437,577.01.
At this time, no additional appropriation is required as all expenditures remain within the allocated budget of $2,799,500.
The following table provides specific allocations of funds by department:
4 0
0 0
Requesting
Department
Number
of Fleet
Vehicles
Budgeted
Number of
Specialty
Vehicles/
Equipment
Budgeted
Vehicle
and
Equipment
Budgeted
Amount
Account Code(s)
Airport 2 4 $455,000 4500125-55045-96139
4500125-55045-95140
4500125-55045-95141
Code 1 0 $120,000 1005020-55045-45023
Community
Services
3 5 $590,000 1056050-55045-81062
1056000-55040-81064
City
Managers
1 0 $50,000 4100030E-55045-89042
4120710E-55045-89042
4202076E-55045-89042
4500301E-55045-89042
4520145E-55045-89042
1001230-55045-89042
Engineering 0 1 $215,000 2505008-55045-60149
Public Works 5 2 $562,000 1054201-55045-74501
1054201-55045-70764
2025060-55040-70765
2205001-55040-70765
4250700-55045-70765
4260400-55040-70765
2025060-55045-70750
2205001-55045-70750
4250700-55045-70750
4260400-55040-70750
1055030-55040-70753
2205001-55045-70759
2205001-55045-70754
Water 2 5 $685,000 4100030-55045-74519
4100030-55045-74517
4100500-55045-74523
4100500-55045-74526
4100500-55045-74528
4100500-55040-74541
4100505-55045-74518
4100505-55045-74501
Fire 1 0 $122,500 1052010-55045-96129
TOTAL 15 17 $2,799,500
Strategic Plan Goal:
The fleet vehicles, specialty vehicles, and equipment purchases align with Goals B and E of the 2023-2026 Victorville Strategic Plan:
Goal B: Public Safety – Implement public safety strategies to support a thriving and growing community. Some of the vehicles, specialty vehicles, and equipment will be 4 0
0 0
utilized by staff in the Fire and Code Compliance Departments, allowing for reliable new vehicles and equipment to proactively support public safety functions for the community and to maintain and enhance service levels.
Goal E: Invest in Infrastructure – Create a healthy and livable community by maintaining the City’s assets through investment in infrastructure and innovations. Many of the vehicles, specialty vehicles, and equipment will be utilized by departments responsible for maintaining the City’s infrastructure such as our parks, roadways, facilities, and water systems. The use of new, reliable vehicles and equipment will provide staff with the necessary resources to ensure the City’s infrastructure is well maintained for many years to come.
Background:
In compliance with Victorville Municipal Code (VMC) 2.28.100, the City’s Fleet and Purchasing Divisions initiated the procurement process for 32 new vehicles and equipment for Fiscal Year 2025. The request for bid (RFB) was mailed on October 8, 2024, advertised on October 9, 2024, in the San Bernardino Sun, and in the Daily Press on October 16, 2024, and posted on the City’s website on October 9, 2024. Purchasing staff hand-delivered the bid package to local dealers on October 9, 2024, and obtained signed acknowledgements of receipt (Attachment F).
Four bid proposals were received from the following vendors:
•Ken Grody Ford – Redlands, CA (Attachment B)
•Fritts Ford – Riverside, CA (Attachment C)
•Victorville Chevrolet – Victorville, CA (Attachment D) •Victorville Motors* – Victorville, CA
*Victorville Motors failed to submit the required product specification documents and submission forms, making their bid non-responsive and ineligible for consideration.
After a comprehensive evaluation, Ken Grody Ford was identified as the best value bidder, due to competitive pricing and significantly shorter lead times. Ken Grody Ford originally submitted a bid for 28 of the 32 vehicles. However, on January 28, 2025, the vendor notified staff that five of these vehicles were no longer available due to inventory constraints. The unavailable vehicles consist of one 10-foot Combo Bed Truck designated for Public Works and four utility trucks intended for the Water Department.
Per bid requirements, pricing was to remain firm for 60 days following the December 5, 2024, bid opening (through February 3, 2025). However, due to the vendor’s limited availability and staff time required to evaluate and vet the bids and specifications for each vehicle/equipment submitted in each bid, staff was unable to bring this item to Council sooner. Ken Grody Ford has assured staff that the remaining 23 vehicles included in their bid will be honored at the bid prices. Given the significantly longer lead times of other bidders, rebidding the unavailable vehicles would result in further delays. 4 0
0 0
Discussion:
The City relies heavily on its fleet vehicles and equipment to provide essential services across multiple departments. Aging vehicles present higher maintenance costs and downtime, which can negatively impact service delivery. The timely replacement of these vehicles will result in improved operational efficiency, reduced maintenance expenses, and enhanced public safety. These vehicles support a wide range of operations, including public safety, infrastructure maintenance, and community services.
Pursuant to Victorville Municipal Code (VMC) 2.28.040, vendor selection is based not only on price, but also on factors such as compliance with bid specifications, delivery timelines, and the City’s operational needs. The selection process prioritized cost- effectiveness, operational efficiency, and service continuity, ensuring that procurement decisions align with the City’s financial responsibility and operational goals.
While some vendors submitted lower bids, their extended lead times posed potential delays that would negatively impact City operations. As stated on Page 86 of the Bid Proposal Form, the City reserves the right to award a contract to a bidder other than the lowest monetary bidder if it is determined to be in the best interest of the City, which aligns with VMC 2.28.040 (Attachment G). The bid proposal form serves as a notice to bidders, reinforcing the City's authority under VMC to make best value determinations based on multiple evaluation factors beyond pricing.
Given these considerations, staff recommends awarding the purchase of 23 vehicles to Ken Grody Ford. Staff is also requesting authorization for the procurement of the remaining nine vehicles through cooperative purchasing programs, lead agency piggyback programs, and/or available dealer inventory. These include the five vehicles that Ken Grody Ford initially bid on but later could not supply, as well as four additional vehicles not included in their bid but for which lead times were deemed too long by other bidders. This approach minimizes procurement delays while ensuring that critical fleet replacements remain on schedule.
The City leverages cooperative purchasing programs to take advantage of volume pricing and expedite the procurement process. According to Victorville Municipal Code (VMC)
2.28.120, cooperative purchasing arrangements enable the City Manager to procure supplies and equipment without standard bidding requirements, provided purchases are made through agreements with governmental agencies that follow competitive procurement processes at least as restrictive as the City’s. The City’s Purchasing Division has verified that cooperative purchasing arrangements meet the City's competitive bid standards, ensuring reasonable competition.
The State of California Contract, managed by the Department of General Services, meets these criteria and allows the City to secure vehicles at competitive rates. The City also utilizes purchasing programs such as the California Multiple Award Schedules (CMAS) along with Sourcewell, Omnia Partners, and HGAC to obtain competitive pricing and minimize lead times.
4 0
0 0
Additionally, cooperative purchasing programs provide access to a broad range of vehicles and equipment that may not be readily available from local dealers. This approach ensures the City can procure necessary resources efficiently. Staff will perform due diligence and cost analyses to ensure fiscal responsibility and cost-effective purchases.
Recommendation for Award of Vehicle Purchases to Ken Grody (23 Vehicles Total)
Department: Airport
Vehicle /
Equipment
Fritts Ford
Bid / Lead
Time
Ken Grody
Bid / Lead
Time
Victorville
Chevrolet
Bid / Lead
Time
Amount
Budgeted
Justification for
Selecting Ken
Grody
3/4 TON
TRUCK
W/UTILITY
BOX
$93,358.18
180-210
days
$73,539.39
4 weeks
No Bid $75,000 Lower cost and
shorter lead time
3/4 TON
TRUCK
W/UTILITY
BOX
$93,358.18
180-210
days
$73,539.39
4 weeks
No Bid $75,000 Lower cost and
shorter lead time
3/4 TON
TRUCK
W/UTILITY
BOX
$93,358.18
180-210
days
$73,539.39
4 weeks
No Bid $75,000 Lower cost and
shorter lead time
Ford
Explorer
$50,169.00
120 days
$52,424.58
2 weeks
No Bid $65,000 Shorter lead time
Ford
Explorer
$50,169.00
120 days
$52,424.58
2 weeks
No Bid $65,000 Shorter lead time
Total $380,412.54 $325,467.33 $355,000
Department: City Manager
Vehicle /
Equipment
Fritts Ford
Bid / Lead
Time
Ken Grody
Bid / Lead
Time
Victorville
Chevrolet
Bid / Lead
Time
Amount
Budgeted
Justification for
Selecting Ken
Grody
Midsize SUV $47,995.06
120 days
$45,078.51
2 weeks
No Bid $50,000 Lower cost and
shorter lead time
Total $47,995.06 $45,078.51 $50,000
4 0
0 0
Department: Engineering
Vehicle Fritts Ford
Bid / Lead
Time
Ken Grody
Bid / Lead
Time
Victorville
Chevrolet
Bid / Lead
Time
Amount
Budgeted
Justification for
Selecting Ken
Grody
F550 Sign
Truck
*This purchase
includes only the
cab and chassis.
Procurement for
the specialty body
will be conducted
separately
$75,088.19
120-150
days
$66,420.20
2 weeks
No Bid $215,000 Lower cost and
shorter lead time
Total $75,088.19 $66,420.20 $215,000
Department: Public Works
Vehicle Fritts Ford
Bid / Lead
Time
Ken Grody
Bid / Lead
Time
Victorville
Chevrolet
Bid / Lead
Time
Amount
Budgeted
Justification for
Selecting Ken
Grody
4x4 Ram
2500
$73,730.75
120 days
$67,759.33
4 weeks
No Bid $87,000 Lower cost and
shorter lead time
4x4 Ram
2500
$73,730.75
120 days
$67,759.33
4 weeks
No Bid $87,000 Lower cost and
shorter lead time
Explorer $50,333.19
120-150
days
$52,424.58
2 weeks
No Bid $60,000 Shorter lead time
Midsize SUV $48,158.19
120-150
days
$45,078.51
2 weeks
No Bid $60,000 Lower cost and
shorter lead time
F150 $58,960.56
120-150
days
$57,128.39
3 weeks
No Bid $60,000 Lower cost and
shorter lead time
Total $304,913.44 $290,150.14 $354,000
4 0
0 0
Department: Community Services
Vehicle Fritts Ford
Bid / Lead
Time
Ken Grody
Bid / Lead
Time
Victorville
Chevrolet
Bid / Lead
Time
Amount
Budgeted
Justification for
Selecting Ken
Grody
Chevy
Colorado
No Bid $37,715.64
2 weeks
$39,741.32
20 weeks
$55,000 Lower cost and
shorter lead time
Chevy
Colorado
No Bid $37,715.64
2 weeks
$39,741.32
20 weeks
$55,000 Lower cost and
shorter lead time
Chevy
Colorado
No Bid $37,715.64
2 weeks
$39,741.32
20 weeks
$55,000 Lower cost and
shorter lead time
2500 Utility
Truck
$74,465.05
180-210
days
$68,069.26
6 weeks
No Bid $85,000 Lower cost and
shorter lead time
2500 Utility
Truck
$74,465.05
180-210
days
$68,069.26
6 weeks
No Bid $85,000 Lower cost and
shorter lead time
2500 Utility
Truck
$74,465.05
180-210
days
$68,069.26
6 weeks
No Bid $85,000 Lower cost and
shorter lead time
2500 Utility
Truck
$74,465.05
180-210
days
$68,069.26
6 weeks
No Bid $85,000 Lower cost and
shorter lead time
2500 Utility
Truck
$74,465.05
180-210
days
$68,069.26
6 weeks
No Bid $85,000 Lower cost and
shorter lead time
Total $372,325.25 $453,493.22 $119,223.96 $590,000
Department: Fire
Vehicle Fritts Ford
Bid / Lead
Time
Ken Grody
Bid / Lead
Time
Victorville
Chevrolet
Bid / Lead
Time
Amount
Budgeted
Justification for
Selecting Ken
Grody
Ford
Expedition
$73,891.94
150 days
$79,582.45
2 weeks
No Bid $122,500 Shorter lead time
Total $73,891.94 $79,582.45 No Bid $122,500
4 0
0 0
Department: Water
Vehicle Fritts Ford
Bid / Lead
Time
Ken Grody
Bid / Lead
Time
Victorville
Chevrolet
Bid / Lead
Time
Amount
Budgeted
Justification for
Selecting Ken
Grody
Midsize SUV $50,333.19 $52,424.58 No Bid $70,000 Shorter lead time 2500 Utility
Truck
$103,082.61
180-210
days
$87,660.58
30 days
No Bid $100,000 Lower cost and
shorter lead time
Total $153,415.80 $140,085.16 No Bid $170,000
Recommendation for Alternative Vehicle Procurement
(9 Vehicles Total)
Dept. Vehicle Fritts Ford
Bid / Lead
Time
Ken Grody
Bid / Lead
Time
Victorville
Chevrolet
Bid / Lead
Time
Amount
Budgeted
Justification
for
Alternative
Procurement
Airport 1 Ton
Diesel
Truck
$92,840
180-210
days
$102,128.26
4 weeks
No Bid $100,000 Bid
specification
discrepancies
Code Truck
W/Capture
Box
No Bid No Bid No Bid $120,000 No bids
received
Water Midsize
SUV
$48,158.19
120-150
days
No Bid No Bid $65,000 Long lead time
Public
Works
¾ Ton Srvc
Truck w/UT
Body
Crane
$91,650.81
180-210
days
$92,381.37
30 days
No Bid $100,000 Bid
specification
discrepancies
Public
Works
10’ Combo
Bed
$107,774.09
180-210
days
$89,596.83
30 days
No Bid $108,000 Ken Grody
placed a bid;
however, they
no longer have
this vehicle.
Fritts’ lead time
is too long
Water 2500 Utility
Truck with
lift gate
$109,320.51
180-210
days
$97,991.83
60 days
No Bid $110,000 Ken Grody
placed a bid;
however, they
no longer have
this vehicle.
Fritts’ lead time
is too long
4 0
0 0
Water F450
KUVcc
No Bid $105,185.05
135 days
No Bid $120,000 Ken Grody
placed a bid;
however, they
no longer have
this vehicle.
Fritts’ lead time
is too long
Water F450
KUVcc
No Bid $105,185.05
135 days
No Bid $120,000 Ken Grody
placed a bid;
however, they
no longer have
this vehicle.
Fritts’ lead time
is too long
Water 2500 Utility
Truck
$103,082.61
180-210
days
$87,660.58
30 days
No Bid $100,000 Ken Grody
placed a bid;
however, they
no longer have
this vehicle.
Fritts’ lead time
is too long
The timely acquisition of these vehicles and equipment is essential to maintaining the City’s operational efficiency and service delivery. Approval of this purchase will enable departments to continue providing critical services without disruption and avoid increased maintenance costs associated with aging fleet assets.
Staff recommends that the Honorable City Council, also sitting as the Southern California Logistics Airport Authority (“SCLAA”) and Victorville Water District Board of Directors approve the purchase of 23 fleet vehicles from Ken Grody Ford and the procurement of the remaining nine (9) vehicles through cooperative purchasing and dealer available inventory.
Staff remains available for any questions the City Council or governing board may have.
Attachments: A. Vehicle and Equipment Spreadsheet Results B. Ken Grody Bid Proposal
C. Fritts Ford Bid Proposal
D. Victorville Chevrolet Bid Proposal
E. Pictures of Vehicles/ Equipment
F. Local Dealers Acknowledgement
G. VMC 2.28.040