REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of a Purchase Order to Downtown Ford Sales, Inc. in the Amount of $402,998.90 for Six (6) F150 Crew Cab 4x4 Lightning Pro Service Trucks (F25-115)
Report
STAFF RECOMMENDATION
Recommendation
Authorize the issuance of a Purchase Order in the amount of $402,998.90 (including tire, delivery fees, and sales tax) for six (6) F150 Crew Cab 4x4 Lightning Pro Service Trucks to Downtown Ford Sales, Inc. of Sacramento, CA.
Report
BASIS FOR RECOMMENDATION
The City routinely replaces vehicles based on an established replacement schedule. Six (6) vehicles currently in the City’s fleet were purchased between 2008 and 2014 and are due or overdue for replacement. The vehicles are currently assigned to various departments: two (2) in the Department of Public Safety, two (2) in the Environmental Services Department, and two (2) in the Department of Public Works. These vehicles have experienced downtime due to repairs and additional needed maintenance.
Staff recommends replacing the existing vehicles with Ford F150 Lightnings, which offer newer safety features and improved vehicle uptime due to these being new vehicles replacing older vehicles. The replacement vehicles are battery electric vehicles (BEVs) which will reduce greenhouse gas emissions, allow the City to meet electrification goals for the State and our Climate Action Plan, and follow the City’s Administrative Policy to use alternative fuel vehicles when economically feasible.
Pricing for this purchase originates from a State of California Contract (No.1-22-23-20F) and is available through Downtown Ford Sales, Inc. The City regularly purchases fleet vehicles and equipment through cooperative purchasing agreements or through a California Statewide Commodity Contract. The City has used the State of California agreements to identify vendors and purchase vehicles and equipment, typically realizing better pricing and value than traditionally bidding these types of goods/services individually. The vehicles meet the City’s requirements and are available through the State of California purchasing contract until April 30, 2026 (Attachment 1 to the report).
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
Budgeted funds are available under Project P20700 - Fleet Equipment in Fund 7021 - Fleet Services Internal Service.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $250 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
___ Contract or franchise
EXEMPT FROM THE LEVINE ACT
_X_ Competitively bid contract*
___ Labor or personal employment contract
___ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Dennis Jaw, Acting Director of Finance
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. State of California Contract No. 1-22-23-20F
2. Quotes for six (6) 2025 Ford F150 Crew Cabs 4x4 Lightning, dated September 17, 2024