REPORT TO THE CITY COUNCIL
FROM: BRIAN BARR, Director
General Services Department
BY: CLIFF TRAUGH, Administrative Manager
General Services Department
SUBJECT
Title
Approve the award of a purchase contract to Swanson Fahrney Ford, of Selma, California, for the purchase of 56 Ford F-150 trucks for Department of Public Utilities, Department of Public Works, Airports Department, Fire Department, Police Department, PARCS Department, General Services Department, and Animal Center in the amount of $2,388,274 (Bid File 12400368)
Body
RECOMMENDATION
Staff recommends Council approve the award of a purchase contract to Swanson Fahrney Ford, of Selma, California, for the purchase of 56 Ford F-150 trucks for Department of Public Utilities, Department of Public Works, Airports Department, Fire Department, Police Department, PARCS Department, General Services Department, and Animal Center in the amount of $2,388,274.
EXECUTIVE SUMMARY
The Department of Public Utilities (DPU), Department of Public Works (DPW), Airports Department (FYI), Fire Department (FFD), Police Department (FPD), PARCS Department (PARCS), General Services Department (GSD), and Animal Center are requesting approval to purchase 56 Ford F-150 trucks to replace and grow their respective fleets. These units will be utilized as pickups for transport of staff and equipment to jobsites. Of the 56 total vehicles, DPU is requesting 17 vehicles, DPW is requesting 15 vehicles, FYI is requesting one vehicle, FFD is requesting three vehicles, FPD is requesting one vehicle, PARCS is requesting 16 vehicles, GSD is requesting two vehicles, and Animal Center is requesting one vehicle. Of the requested units, 40 will serve as replacements and 16 will be additions used to meet the needs of growing staff and projects. The 56 Ford F-150 trucks will be purchased through a competitive bidding procurement process.
Due to post-pandemic supply chain constraints from the manufacturer in FY23, the Fleet Management Division could not complete FY2023 light equipment pickup trucks acquisitions within the typical 12-month period. As a result, the contract includes 38 vehicles approved in the FY2023 budget and 18 vehicles approved in the FY2024 budget.
The Fleet Management Division and Purchasing Division contacted the Central California New Car Dealer Association (CCNCDA) and dealerships located within the City of Fresno limits to gain interest, however no City of Fresno located or CCNCDA dealerships submitted a bid.
BACKGROUND
In an effort to save both time and resources, the General Services Department, Fleet Management Division has combined its’ light equipment pickup truck needs into one procurement project. This strategy has yielded an agreement that is within budget and has saved administrative resources through multiple departments. DPU, DPW, FYI, FFD, FPD, PARCS, GSD, and Animal Center will utilize this contract to purchase both replacement and additional vehicles to meet the needs of their operations. Due to post-pandemic supply chain constraints from the manufacturer in FY23, the Fleet Management Division could not complete FY2023 light equipment pickup trucks acquisitions within the typical 12-month period. As a result, the contract includes 38 vehicles approved in the FY2023 budget and 18 vehicles approved in the FY2024 budget.
DPU provides service to the residents of Fresno through water delivery, collection of solid waste, and the treatment of wastewater. Each division utilizes vehicles to perform inspections, repair and maintain service systems, and travel to jobsites. DPU is requesting 17 F-150’s to haul small tools, transport personnel, and move equipment for their expanding teams. Of the requested units, 13 will serve as replacements and four will be used to meet the needs of growing staff and projects.
DPW provides service to the residents of Fresno through the construction and maintenance of roads, streetlights, city owned buildings, and adjacent landscaping throughout the city. To accomplish this, each division utilizes service trucks, vans, and half-ton pickup trucks to meet their daily needs. DPW is requesting 15 F-150’s to haul small tools, transport personnel to jobsites, and move equipment as needed. Of the requested units, nine will serve as replacements and six will be used to meet the needs of growing staff and projects.
FYI provides service to the residents of Fresno through the continuous operation and maintenance of airport properties. FYI is requesting one F-150 crew cab hybrid to haul small tools, transport personnel, and move equipment during their daily operations. The requested unit will serve as a replacement.
FFD, established in 1877, is one of the oldest fire departments in the United States, and the largest department in the Central Valley. The department operates 21 fire stations and responds to emergency calls with fully staffed fire engines and support vehicles. FFD is requesting three F-150 crew cab hybrids as replacements. These units will be utilized as emergency response and for operations staff.
FPD is responsible for daily policing operations within the city of Fresno. The overall goal of the Police Department is to maintain the highest level of service while keeping our community safe. To accomplish this goal FPD is requesting one F-150 crew cab hybrid to be utilized by the body camera unit. This vehicle will be used to meet the needs of growing staff and provide reliable transportation for FPD officers.
PARCS provides services to the residents of Fresno through the operation and maintenance of city parks, recreational programs, and community outreach. PARCS is requesting 16 F-150’s to haul small tools, transport personnel to jobsites, and move equipment as needed. The 16 vehicles requested will serve as replacements.
GSD provides service to City of Fresno Departments through support services such as Fleet Management, Facilities Management, and Purchasing. To accomplish this, the divisions utilize vans and service trucks to repair and maintain City owned assets. GSD is requesting two F-150’s to haul small tools, transport personnel to jobsites, and move equipment as needed. The two requested units will be used to grow the Facilities Maintenance team.
The City’s Animal Center is requesting one new F-150 crew cab hybrid to serve as a support vehicle, transport animals and move staff and equipment.
The Fleet Management Division has specified the maximum number of hybrid vehicles based upon the vehicle needs of the various departments, this totals six F-150 crew cab hybrid trucks. No additional hybrids or zero emission vehicles could be specified as the configurations were not available from the manufacturer on the remaining vehicle types.
The light equipment class of vehicles is on a ten year or 100,000-mile replacement schedule which has been established by the Fleet Management Division as the optimum replacement time. The units identified for replacement have exceeded their useful life in both time and mileage, therefore the Fleet Management Division recommends replacement.
Competitive bids were solicited for 58 Ford F-150 trucks on July 28, 2023, and advertised in the Fresno Business Journal. After bids were received, the bid quantities were adjusted resulting in a net decrease in two vehicles. The adjusted vehicle total recommended for purchase is 56. The Notice Inviting Bids was sent to two exchanges and specifications were distributed to five potential bidders. The Fleet Management Division and Purchasing Division contacted the Central California New Car Dealer Association (CCNCDA) and dealerships located within the City of Fresno limits to gain interest, however no City of Fresno located or CCNCDA dealerships submitted a bid. One bid was received and reviewed on August 8, 2023. Swanson Fahrney Ford was determined to be the lowest responsive and responsible bidder with a total bid price of $2,509,587.55. The contract amount of $2,388,274 includes quantity adjustments from 58 to 56 vehicles, delivery, and local sales tax at 8.35 percent. The Purchasing Division has approved this contract and recommends Council to approve.
The City Attorney’s Office has reviewed and approved to form.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a “project” as defined by CEQA.
LOCAL PREFERENCE
Local preference is applicable to this award, and Swanson Fahrney Ford, of Selma, CA is a local business pursuant to FMC 4-108
FISCAL IMPACT
The funding to cover the purchase cost of the 18 Ford vehicles has been included in the FY2024 Adopted Budget under the operations of DPU, DPW, FYI, FFD, FPD, PARCS, and GSD. Appropriations for the Animal Center are also included in the FY2024 Adopted Budget in the General Fund under the General City Purpose Department. Of the 56 units, four vehicles will be lease financed and paid for over a five-year term this includes three for FFD and one for FPD. The lease payment schedule is included in the annual budget request for appropriations. The balance of vehicles will be an outright purchase.
Due to global supply chain constraints the automotive industry has faced shortages of raw materials which has created massive under production in many vehicle types. This resulted in a lack of availability, causing projects to not get completed within the typical 12-month period. Therefore, the funding for 38 of these trucks was not spent in FY2023 and if approved, the FY2023 funds will be re-appropriated to FY2024 to complete these acquisitions.
A list of funding sources with unit quantities is provided in Exhibit A.
Attachments:
Bid Evaluation 12400368
Exhibit A Funding Sources