Item No.
STAFF REPORT
DATE: August 10, 2026
TO: Honorable Mayor and City Council
FROM: Dr. Sean M. Moore, City Manager
PREPARED BY: Megan Wolfe, Community Services Director �W Sarah Valdepena, Community Services Recreation Superintendent ,I Vanessa Ermilio, Community Services Supervisor ��.1�� C SUBJECT: Authorization to Purchase a Ford Transit Passenger Van for the Golden Wheels Senior Transportation Program
RECOMMENDATION:
That the City Council:
1. Authorize the purchase of one (1) 2026 Ford Transit-350 Medium Roof XL from Ken Grody Ford in an amount not to exceed $80,857.63 through a sole source procurement; and;
2. Authorize the City Manager, or designee, to execute all documents necessary to complete the purchase; or;
3. Provide further direction to staff.
BACKGROUND/DISCUSSION:
On April 13, 2026, City Council approved the Expansion Project Funding Agreement for the Measure I Specialized Transportation Program (FY 2027/FY 2028). Through this agreement, the City of Yucaipa was awarded $110,000 in Measure I grant funding through OmniTrans to support the acquisition of an additional vehicle for the Golden Wheels Senior Transportation Program. The City will provide the required 10% local cash match. The additional vehicle will expand transportation capacity, increase service reliability, and enhance mobility for older adults by providing greater access to medical appointments, grocery stores, community programs, and other essential destinations.
To support program operations, the City requires the vehicle to be delivered as a certified 10- passenger vehicle. The required configuration includes dealer -performed removal of two factory - installed passenger seats prior to delivery and certification of the vehicle as a 10-passenger vehicle.
This configuration is necessary to maintain compliance with California commercial driver licensing requirements. Under California law, drivers operating vehicles designed to transport more than 10 persons, including the driver, must possess a Commercial Driver License (CDL) with a Passenger ("P") endorsement. Procuring the vehicle as a certified 10-passenger vehicle allows the City to continue operating the Golden Wheels Program using existing Transportation Specialists without requiring CDL Passenger endorsements. This approach maintains operational flexibility, avoids additional staffing and training requirements, and allows the vehicle to be placed into service immediately upon delivery.
Staff contacted six authorized Ford dealerships throughout Southern California to determine whether they could provide a vehicle meeting the City's operational specifications. Outreach results are summarized below:
Dealership
Location
Outcome
Ken Grody Ford
Redlands
Submitted proposal and confirmed ability to remove
two seats and certify the vehicle as a 10-passenger
configuration.
Citrus Motors Ford
Ontario
Submitted lower -priced proposal but could not
certify the vehicle following seat removal.
Fairview Ford
San Bernardino
Unable to certify the modified vehicle.
Palm Springs Ford
Lincoln
Palm Springs
Unable to provide a qualifying proposal.
Upland Ford
Upland
No formal proposal received despite follow-up.
Sunrise Ford
Fontana
No response received.
Although Citrus Motors submitted a lower -priced proposal, the dealership could not provide the required certification following seat removal. Because dealer -performed seat removal and certification are essential operational specifications of the purchase, the proposal did not meet the City's needs.
Staff has determined that dealer -performed seat removal and certification are essential operational specifications of this procurement. Because Ken Grody Ford is the only identified dealership able to satisfy these specifications, procurement through the City's sole source purchasing provisions is recommended.
FISCAL IMPACT:
Funding for the purchase is included in the FY 2026-27 Capital Improvement Program through the OmniTrans Measure I grant for the Golden Wheels Vehicle Acquisition Project. The grant provides $110,000 toward the purchase of the passenger van, with the City providing the required 10% local cash match. The proposed purchase price of $80,857.63 is within the approved project budget.
Attachment(s):
1. Omnitrans Project Award
2. Ken Grody Quote
ATTACHMENT 1
OPERATING EXPENSES PROPOSED PROJECT
BUDGET FORM
Agency Name: City of Yucaipa
Project Title: Golden Wheels Senior Transportation
Pro
Iram
lT>nraiilr�ns
Jul'27-Jun'28
TOTAL
EXPENSES Posltlon%Time
Jul'26
- Jun'27
Salaries by Position (Indudo boneflts);
(Example; drivers, schedu(er, trainer etc.)
A. Drivers 100
$
95,000.00
$ 97,850.00
$
192,850.00
B. Scheduler/Backup Driver 100
$
53,000,00
$ 54,590.00
$
107,59D,00
C. Lead Scheduler & Trainer 100
$
25,000.00
$ 25,750.00
$
50,750.00
D. Administrative Assistant
$
7,600.00
$ 7,828.00
$
15,428.00
E. Coordinator
$
11,500.00
$ 11,845,00
$
23,345.00
F. Supervisor
$
9,200.00
$ 9,476.00
$
18,676.00
G. Superintendent(Deputy Director
$
7,700.00
$ 7,931.00
$
15,631.00
Total Salaries & Benefits
$
209,QD0.00
$ 215,270.00
$
424,270.00.
Non -Personnel Expenses:
(Example: fuel, rent, insurance, utilities etc.)
A, Vehicle Maintalnce (tires brakes, etc.)
$
7,000.00
$ 7,000.00
$
14,000.00
B. Cleaning Supplies
$
2,500.00
$ 2,500.00
$
5,000.00
C. Professional Cleaning
$
2,000.OD
$ 2,000.00
$
4,000.00
D. Misc. Maintence and Roadside Assistance
$
7,000.00
$ 7,000.00
$
14,000.00
E. Fuel/EV Charging
$
12,000.00
$ 12,000.00
$
24,000.00
F. Dispatch Supplies and Staff Uniforms
$
1,000.00
$ 1,000.00
$
2,000.00
G. Scheduling, Camera Software and Equipment
$
7,200.00
$ 7,200.00
$
14,400.00
H, Program Marketing (flyers, banners, digital signage, etc.) $
1,500.00
$ 1,500,00
$
3,000,DO
Total Non -Personnel Expenses
$
40,200.00
$ 40,200.00
$
80,400.90
Administrative Overhead (calculated at 5%)
$
12,460.00
$ 12.773.50
$
25,233.50
T.o7Ql.:PRQJECT EXPENSES ,
$
261,6fiQ00
S.,;? 268,243754
,S
529;903.50.'
REVENUES
Agency Match (Cash)
(Example; General Fund, CDBG, Donations, etc)
A. Ride Fares
$
6,600.00
$ 6,600,00
$
13,200.00
B. Donations
$
1,500.00
$ 1,500.00
$
3,000.00
C. General Fund
$
4,983.00
$ 5,312.18
$
10,295.18
D.
$
-
S -
$
-
E.
$
$ -
$
F.
$
-
$ -
$
-
Total Cash Match (must be at least 5%)
$-
13,083.00
$ 13,412.1B
$
26,496.1.8
Cash Match %
5,00%
5%
5%
Agency Match (In -Kind) Poslnnn%Tlma
Salaries by Position (include benefits):
A. Administrative Assistant
$
8,000.00
$ 8,200.00
$
16,200,00
B. Coordinator
$
10,000.00
$ 10,500.00
$
20,500.00
C. Supervisor
$
12,500.00
$ 12,736.00
$
25,236,00
D. Superintendent/Dsputy Director
$
8,749.00
$ 8,800.00
$
17,549.00
Non -Personnel Match (in -kind):
E.
$
-
$ -
$
F.
$
$ -
$
-
G.
$
$
$
-
Total In -Kind Match
$
39,249.00
$ 40,236.00
$
79,485.00
CAPITAL EXPENSES PROPOSED PROJECT BUDGET FORM
Agency Name: City of Yucaipa
Mv
Project Title: Golden Wheels Vehicle Acquisition (Passenger Van) — 0mil "A'"s
CAPITAL EXPENSES
Jul'26-Jun'27
Jul'27-Jun'28
TOTAL
Capital Asset(s)
(Example: Vehicle Yr/MakelModel, Software, etc.)
A. Passenger Van
(2025/2026 ex: Ford Transit)
$
110.000.00
$ 110,000,00
B. Vehicle Cameras, GPS/AVL System
$
15,000.00
$
$ 15,000.00
C. Vehicle Wrap/City Branding
$
5,000.00
$
$ 5,000.00
D. Vehicle Operations Technology
(Navigation, Routing & Communication Equipment)
$
2,000.oD
$
$ 2,000.00
E.
$
$
$
F.
$
$
$
TOTAIL;GAPITAL EXPENSES ` ,
$
132,go0. 00
$
$ . 132,000.00
REVENUES
Agency Match (Cash)
(Example: General Fund, Donations, etc)
A.General Fund
$
13,200.00
$
$ 13,200.00
B.
$
$ -
C.
$
$
$
D.
$
$
$
E.
$
$
$ -
F.
$
$
$
Total Cash Match
$
13,200.00
$
$ 13,200.00
Galculafed Measure I f?gC$lon nod to exceed 90PZe)
9oi0gala
#D{VWil ..
W 00".
ATTACHMENT 2
K E Nil G RC1 VY F0%RL%
Incentive programs and rebates are estimates, subject to change and verification. Tax Profile: 8.75% Tax Vanessa @ Yucaipa
2026 FORD TRANSIT-350 XLT
VIN: 1 FBAX2C88TKB15052
Stock# C261609
06/15/2026 3:55 PM
PURCHASE DETAILS TAXES AND FEES
Market Value ...................... 76,445.00 Document Prep Fee ................ 85.00 Discount Savings ................... - 3,000.00 License/Title ...................... 885.00 Net Vehicle Price .................. 73,445.00 Tire/Battery[VTR ................... 8.75 Sales/Use Tax ..................... 6,433.88
TOTAL ........................... 80,857.63
Interest Rates, Pricing, Rebates and Terms are estimates, subject to change and apply only on 06/15/2026.
FOR INTERNAL USE ONLY Ken Grody Ford - Redlands -- (909) 643-8641 01.06.78.76 © Copyright (C) 2026 Guest Concepts, Inc. — All Rights Reserved