HomeMy Public PortalAbout11. Award of Contracts with National Auto Fleet Group and Black and White Emergency Vehicles1►0
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File #: 4283
Claremont City Council
Agenda Report
TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: J U LY 26, 2022
SUBJECT:
Item No: 11.
Reviewed by:
City Manager: AP
AWARD OF CONTRACTS TO NATIONAL AUTO FLEET GROUP FOR THE PURCHASE OF
POLICE DEPARTMENT VEHICLES AND TO BLACK AND WHITE EMERGENCY VEHICLES FOR
VEHICLE UPFIT SERVICES (FUNDING SOURCE: MOTOR FLEET FUND)
RIIMMORY
The 2022-24 budget includes the scheduled replacement of nine vehicles. In addition, three vehicles
were planned for replacement in the 2021-22 budget; however, replacements were deferred due to
vehicle availability. Due to nationwide vehicle shortages, vehicle availability is still somewhat limited.
Currently, six Ford Explorers are available to replace six existing Police Department vehicles that
have exceeded their useful lives and are due for replacement.
RECOMMENDATION
Staff recommends that the City Council:
A. Award a contract to National Auto Fleet Group in the amount of $215,279.28 for the purchase
of six Ford Explorers and authorize the City Manager to execute the contract; and
B. Award a contract to Black and White Emergency Vehicles in the amount of $36,906.06 to upfit
the six Ford Explorers with police equipment and authorize the City Manager to execute the
contract.
ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
A. Request more information from staff.
B. Reject all bid proposals and direct staff to solicit new proposals.
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FINANCIAL REVIEW
The cost to purchase the vehicles from National Auto Fleet Group is $215,279.28. Additionally, in
order to upfit the vehicles (equip the civilian vehicles with police equipment), there is an additional
cost of $36,906.06, which will be paid to Black and White Emergency Vehicles. The total cost to
purchase and upfit the vehicles is $252,185.34 and funding is available in the Motor Fleet Fund for
this purpose.
This purchase complies with all City and State purchasing guidelines. National Auto Fleet Group
offers competitively bid pricing through Sourcewell, a national, competitive purchasing cooperative.
Contract documents are available for review in the City Clerk's office.
The staff cost to prepare this report and administer this contract is estimated at $3,600 and is
included in the operating budget of the Community Services Department.
ANALYSIS
Vehicle Replacement Schedule
The 2021-22 budget included funding to replace three Police Department vehicles, while the 2022-24
budget includes funding to replace nine vehicles. Due to nationwide vehicle shortages, purchasing all
twelve vehicles as part of one contract is not feasible. Current inventory allows the City to proceed
with purchasing six Ford Explorers to support the Claremont Police Department. The six vehicles to
be replaced have exceeded their useful life. In addition, the Motor Fleet Supervisor has reviewed the
maintenance history of each vehicle and has determined that replacement is warranted based upon
the vehicles' age, mileage, and condition. The vehicles proposed to be replaced are included in the
table below:
Unit #
Existing Vehicle
Year
Replacement
51912
Chevy Traverse
2012
Ford Explorer
51112
Ford Edge
2012
Ford Explorer
50212
Ford Explorer
2012
Ford Explorer
51212
Ford Explorer
2012
Ford Explorer
50015
Ford Explorer
2016
Ford Explorer
51416
Chevy Equinox
2016
Ford Explorer
Police Department detective units are typically budgeted for replacement every six years; however,
replacement was previously deferred for four of the six vehicles based on prior serviceable condition.
Upon recent review, the condition of each vehicle has deteriorated, and replacement is now
recommended.
Vendor Selection / Competitive Bidding
The City of Claremont is a member of Sourcewell. Membership entitles the City to access
competitively bid national contracts. Sourcewell contracts leverage national volume pricing and
provides members with a streamlined contracting process. Sourcewell has an existing contract with
National Auto Fleet Group for vehicle and equipment purchases. The pricing included in the contract
is based on the Sourcewell Contract Equipment Pricing. Utilizing the Sourcewell contract enables the
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City to save approximately eight percent off the list price of the vehicles.
Police Department staff contacted three vendors to solicit bids to upfit the vehicles with police
equipment. The responses received were as follows -
Vendor
Bid Price
Black and White Emergency Vehicles
$36,906.06
West Coast Lights and Sirens
$56,971.91
10-8 Retrofit
Declined to Bid
Black and White Emergency Vehicles is the lowest responsive bidder. Black and White Emergency
Vehicles has experience performing upfit work on the City of Claremont's emergency vehicles and is
qualified to provide this service.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City's strategic and visioning documents
and finds that it applies to the following City Planning Documents: Council Priorities, Sustainability
Plan, Economic Sustainability Plan, General Plan, and 2022-24 Budget.
CEQA REVIEW
In accordance with the California Environment Quality Act (CEQA), the purchase and replacement of
six vehicles is not subject to environmental review. Under CEQA Guidelines Section 15378(b)(2)
continued administrative activities and maintenance activities such as the purchase of supplies are
not CEQA projects. Additionally, pursuant to CEQA Guidelines Section 15061(b)(3), CEQA does not
apply to this action because there is no potential for causing a significant effect on the environment.
This is the replacement of six vehicles that have exceeded their useful life expectancy, and thus,
there is no potential for causing a significant effect on the environment. Therefore, no further
additional environmental review is needed at this time.
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to
interested parties. If you desire a copy, please contact the City Clerk's Office.
Submitted by:
Jeremy Swan
Community Services Director
Prepared by:
Kristin Mikula
Community Services Manager
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