REPORT TO THE CITY COUNCIL
April 11, 2019
FROM: GREGORY A. BARFIELD, Director
Department of Transportation
BY: BRIAN BARR, Assistant Director
Department of Transportation
DUANE MYERS, Fleet Manager
Department of Transportation/Municipal Fleet Division
CLIFF TRAUGH, Senior Management Analyst
Department of Transportation/Municipal Fleet Division
SUBJECT
Title
Approve the award of a purchase contract to Swanson Fahrney Ford for the purchase of 41 Ford vehicles in the amount of $1,153,264 (Bid File 3639)
Body
RECOMMENDATION
Staff recommends Council approve the award of a purchase contract to Swanson Fahrney Ford for the purchase of 41 Ford vehicles in the amount of $1,153,264.
EXECUTIVE SUMMARY
The Department of Public Works (DPW), Department of Public Utilities (DPU), and Airports Department are requesting approval to purchase 41 Ford vehicles to replace and grow their respective fleets. These units will be utilized as service trucks, plumbing vans, and pickups for transport to jobsites. Of the 41 total vehicles, the DPW is requesting 15 trucks, DPU is requesting 23 vehicles, and Airports Department is requesting 3 vehicles. Of the requested units, 28 will serve as replacements and 13 will be used to meet the needs of growing staff and projects. The 41 Ford vehicles will be purchased through the approved competitive bidding procurement process and will be funded by the approved FY19 adopted budget.
BACKGROUND
In an effort to save both time and resources the Department of Transportation, Municipal Fleet Division has combined all its light equipment needs for the fiscal year into one procurement project. This strategy has yielded an agreement that is under budget with a savings of approximately $6,000 and has saved administrative resources through multiple departments. The DPW, DPU, and Airports Department will utilize this contract to purchase both replacement and additional vehicles to meet the needs of their operations.
DPW provides service to the residents of Fresno through the construction and maintenance of roads, street lights, and adjacent landscaping throughout the city. To accomplish this, each division utilizes service trucks and half-ton pickup trucks. DPW is requesting 15 vehicles: three F-150 vehicles as replacements and three as additions, four F-350 cab and chassis as replacements and two as additions, and three F-450 cab and chassis as additions. The F-150 vehicles will be utilized to haul small tools, transport personnel to jobsites, and move equipment as needed. The F-350 cab and chassis will be upfitted with landscaping dump bodies. The three F-450 cab and chassis will be upfitted as service trucks with flat beds and cranes to transport street construction equipment. Trucks will be equipped to give the operator the capacity to perform tasks as efficiently as possible.
DPU provides service to the residents of Fresno through water delivery, collection of solid waste, and treatment of waste water. Each division utilizes vehicles to perform inspections, repair and maintain service systems, and travel to jobsites. DPU is requesting 23 vehicles: 12 F-150 vehicles as replacements and one as addition, two F-250 cab and chassis as replacements, four F-350 cab and chassis as additions, two F-550 cab and chassis as replacements, and two transit cargo vans as replacements. The F-150 vehicles will be utilized to haul small tools, transport personnel to jobsites, and move equipment as needed. The F-250 cab and chassis will be upfitted as service trucks for the Water Division for maintenance activities. The F-350 cab and chassis will be upfitted as flatbed transport trucks for the Solid Waste Division. The F-550 cab and chassis will be upfitted as flatbed transport trucks utilized to move equipment as needed around the Waste Water Treatment Plant. The transit cargo vans will be utilized as plumbing vans upfitted as necessary to act as mobile plumbing service vehicles.
The Airports Department provides service to the residents of Fresno through the continuous operation and maintenance of airport properties. Maintenance crews operate service vehicles and half-ton pickup trucks. The Airports Department is requesting three vehicles: one F-150 vehicle and two F-250 cab and chassis as replacements. The F-150 vehicle will be utilized as transport to jobsites and haul small tools and equipment. The F-250 cab and chassis will be upfitted as service trucks for maintenance of airports equipment in the field.
Competitive bids were solicited for the 41 Ford vehicles on February 5, 2019. Two bids were received and reviewed. Swanson-Fahrney Ford was determined to be the lowest responsive and responsible bidder with a total bid price of $1,153,264. This price includes delivery and sales tax at 7.975 percent. The City Attorney has reviewed and approved to form.
ENVIRONMENTAL FINDING
By the definition provided in the California Environmental Quality Act Guidelines Section 15378, the award of this contract does not qualify as a “project.”
LOCAL PREFERENCE
Local preference is applicable to this award, and Swanson-Fahrney Ford is a local business pursuant to FMC 4-108.
FISCAL IMPACT
No general funds will be used to purchase these items. The funding to cover the purchase cost of the 41 Ford vehicles has been included in the FY19 adopted budget under the operations of DPW, DPU, and Airports Department. Attached is a list of funding sources with unit quantities and total budgeted dollars.
Attachments:
Bid Evaluation 3639
Funding Sources