REPORT TO THE CITY COUNCIL
FROM: BRIAN BARR, Director
General Services Department
BY: MIGUEL RAMIREZ, Senior Management Analyst
General Services Department
SUBJECT
Title
Approve the award of a Purchase Contract to Swanson Fahrney Ford, of Selma, California, for the purchase of 10 Ford vehicles for various departments in the amount of $414,186 (Bid File 12600472)
Body
RECOMMENDATION
Staff recommends Council approve the award of a Purchase Contract to Swanson Fahrney Ford, of Selma, California, for the purchase of 10 Ford vehicles for various departments in the amount of $414,186.
EXECUTIVE SUMMARY
The Department of Public Utilities (DPU), Capital Projects Department (CPD), City Attorney’s Office (CAO), and General Services Department (GSD) are requesting approval to purchase 10 Ford vehicles to expand or replace their respective fleets. To align the fiscal and operational needs of City departments, GSD developed an acquisition plan in FY2025 to ensure compliance with the California Air Resources Board (CARB) Advanced Clean Fleets (ACF) regulation. Due to the timing of this plan’s finalization, the standard vehicle procurement process could not be completed before the close of the fiscal year. As a result, six of the 10 vehicles are FY2025 acquisitions and the remaining four vehicles are for FY2026.
One Ford electric E-Transit cargo van will be purchased for GSD to ensure ACF compliance under the Purchase pathway for calendar year 2025.
BACKGROUND
In an effort to save both time and resources, GSD has combined the light equipment needs from both FY2025 and FY2026 into one procurement. The strategy has yielded an agreement that is within budget and has saved administrative resources through multiple departments. DPU, CPD, CAO, and GSD will utilize this contract to purchase both replacement and additional vehicles to meet the needs of their operations.
Of the 10 total vehicles, DPU is requesting one vehicle, CPD is requesting six vehicles, CAO is requesting one vehicle, and GSD is requesting two vehicles. Of the requested units, seven will serve as replacements and three will be additions, used to meet the needs of growing staff and projects.
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, Solid Waste Management Division is requesting one vehicle: one F-350, to haul small tools, transport personnel, and move equipment for their teams. The requested unit will serve as a replacement.
CPD manages the planning, design, and construction of public infrastructure and facility improvement projects throughout the City. The department ensures projects are delivered efficiently, cost-effectively, and in compliance with all applicable standards and regulations. CPD is requesting six Maverick hybrids which are used by staff to travel to project sites, transport plans and equipment, and perform onsite inspections. Four of the requested units will be replacements and two units will be used to meet the needs of growing staff and projects.
CAO Code Enforcement is responsible for enforcing Fresno Municipal Code as well as California building, plumbing, and electrical codes. This is accomplished through inspections and citywide patrolling, utilizing seven teams, operating over 60 vehicles. One Maverick hybrid will be purchased and funded as part of the Tobacco Grant, allowing staff to safely and reliably travel throughout the City addressing violations, complaints, and providing customer service to the residents of Fresno.
GSD provides support to City operations through its Fleet, Facilities, and Purchasing Divisions. Fleet Management is responsible for the acquisition, maintenance, and repair of the City’s vehicles and equipment to ensure safe, reliable, and cost-effective operations. GSD Fleet Management is requesting two vehicles: one E-Transit van and one F-550, to haul small tools, pick up vehicle and equipment parts, and respond to service calls. The requested units will serve as replacements.
This purchase complies with the City’s plan for the transition of the Municipal fleet to zero-emission as required by the ACF regulation. Municipal fleet vehicles assigned to DPU shall transition to zero-emission technologies utilizing the Milestone compliance pathway. Under the Milestone compliance pathway, internal combustion vehicles may still be purchased under the condition the department still meets its prescribed zero-emission transition percentage which is based upon its total fleet size. For 2025, the zero-emission transition percentage has been met with other vehicle purchases within the department. By 2027 DPU is required to have converted 10% of Class 2b through Class 6 vehicles to zero emission.
Additionally, municipal fleet vehicles assigned to GSD shall transition to zero emission technologies utilizing the Purchase compliance pathway. Under the Purchase compliance pathway 50% of all applicable purchases must be zero emission. However, this requirement changes to 100% in 2030. For 2025, the acquisition will be offset through the purchase of one electric Ford E-Transit van which qualifies as a Class 2b vehicle under the Advanced Clean Fleets regulation.
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 seven 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 10 Ford vehicles (Bid File 12600472) on September 30, 2025. The Notice Inviting Bids was sent to five exchanges and specifications were distributed to 12 potential bidders. The Fleet Management Division and Purchasing Division contacted dealerships located within the City of Fresno limits to gain interest, however no City of Fresno dealerships submitted a bid. One bid was received and opened publicly on October 14, 2025. Swanson Fahrney Ford was determined to be the lowest responsive and responsible bidder with a total bid price of $414,185.03. The contract amount of $414,185.03 includes the vehicle cost, delivery, and local sales tax at 8.35%. The Purchasing Division has approved this contract and recommends Council to approve.
The City Attorney’s Office has reviewed and approved to form.
ENVIRONMENTAL FINDING
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 10 Ford vehicles has been included in the FY2025 and FY2026 Adopted Budget under the operations of DPU, CPD, CAO, and GSD. Due to the timing of the City’s CARB ACF plan finalization, the standard vehicle procurement process could not be completed before the close of the fiscal year. Therefore, the funding for six of these Ford vehicles was not spent in FY2025 and if approved, the FY2025 funds will be re-appropriated to FY2026 to complete these acquisitions.
Of the 10 units, nine vehicles will be lease financed and paid for over a five-year term. This includes six Maverick hybrids for CPD, one Maverick hybrid for CAO, one E-Transit and one F-550 for GSD. The lease payment schedule is included in the annual budget request for appropriations. The remaining vehicle will be an outright purchase. A list of funding sources with unit quantities is provided in Exhibit A.
Attachments:
Bid Evaluation 12600472
Exhibit A Funding Sources