REPORT TO THE CITY COUNCIL
April 9, 2020
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 of Selma, California, for the purchase of 33 Ford vehicles for Department of Public Utilities, Department of Public Works, Department of Transportation, and Parks Department in the amount of $961,828 (Bid File 3752)
Body
RECOMMENDATION
Staff recommends Council approve the award of a purchase contract to Swanson Fahrney Ford of Selma, California, for the purchase of 33 Ford vehicles in the amount of $961,828.
EXECUTIVE SUMMARY
The Department of Public Works (DPW), Department of Public Utilities (DPU), Department of Transportation (DOT), and the Parks Department (PARCS) are requesting approval to purchase 33 Ford vehicles to replace and grow their respective fleets. These units will be utilized as service trucks, passenger vans, and pickups for transport to jobsites. Of the 33 total vehicles, DPW is requesting 9 trucks, DPU is requesting 21 vehicles, DOT is requesting 2 vehicles, and PARCS is requesting 1 passenger van. Of the requested units, 27 will serve as replacements and 6 will be used to meet the needs of growing staff and projects. The 33 Ford vehicles will be purchased through a competitive bidding procurement process and will be funded by the adopted FY2020 budget.
BACKGROUND
In an effort to save both time and resources the DOT, Municipal Fleet Division has combined 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 $87,000 and has saved administrative resources through multiple departments. DPW, DPU, DOT, and PARCS 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 nine vehicles: two F-150 vehicles as replacements and three as additions, one F-350 cab and chassis as a replacement and two as additions, and one F-450 cab and chassis as a replacement. 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 F-450 cab and chassis will be upfitted as a service truck with a flat bed and crane 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 the treatment of waste water. Each division utilizes vehicles to perform inspections, repair and maintain service systems, and travel to jobsites. DPU is requesting 21 vehicles: 15 F-150 vehicles, 2 F-350 cab and chassis, 3 F-450 cab and chassis, and 1 transit passenger van as replacements. 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 as service trucks for the Water Division for maintenance activities. The F-450 cab and chassis will be upfitted as flatbed transport trucks utilized to move equipment as needed around the Waste Water Treatment Plant. The transit passenger van will be utilized by Solid Waste to transport personnel and equipment to jobsites.
DOT provides service to the residents of Fresno through the continuous operation and maintenance of the FAX transit system, as well as providing fleet services to departments within the City of Fresno. The Municipal Fleet Division is requesting two vehicles: one F-350 cab and chassis and one F-550 cab and chassis as replacements. The F-350 will be utilized as a service truck for the power generation mechanic, who operates as a mobile technician servicing the 38 emergency generators stationed throughout the city. The F-550 will be utilized as a heavy equipment service truck, allowing for the continuation of field service activities by the mobile mechanic staff. Both units will be upfitted with refurbished bodies and will be equipped as needed to perform the required tasks efficiently.
PARCS provides service to the residents of Fresno through the operation and maintenance of city parks, recreational programs, and community outreach. The requested passenger van will be used by the Highway City Science Program to transport attendees to various field trips and activities. Additionally, this van will be utilized by other programs within PARCS to assist with the transportation needs of the overall department.
Competitive bids were solicited for the 33 Ford vehicles on March 4, 2020, and advertised in the Fresno Business Journal. The Notice Inviting Bids was sent to five exchanges and specifications were distributed to six potential bidders. Two bids were received and reviewed on March 10, 2020. Swanson Fahrney Ford was determined to be the lowest responsive and responsible bidder with a total bid price of $961,828. 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 (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 33 Ford vehicles has been included in the FY2020 adopted budget under the operations of DPW, DPU, DOT, and PARCS. A list of funding sources with unit quantities and total budgeted dollars is provided in Exhibit A.
Attachments:
Bid Evaluation 3752
Exhibit A Funding Sources