The URL can be used to link to this page

Home My WebLink AboutItem 08 - Purchase Order Contract of Fleet Vehicles for Multiple City AgenciesPublic Works Agency www.santa-ana.org/pw Item # 8 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report May 6, 2025 TOPIC: Purchase of Fleet Vehicles for Multiple City Agencies AGENDA TITLE Purchase Order Contracts to Guaranty Chevrolet Motors, Inc. for Nine (9) Chevrolet Vehicles and Selman Chevrolet Company for Seven (7) Chevrolet Vehicles (Spec No. 25-017) (General Fund & Non -General Fund) RECOMMENDED ACTION 1. Authorize a purchase order to Guaranty Chevrolet Motors, Inc. for nine new 2025 Chevrolet Colorado Trucks, in an amount of $360,093, plus a contingency amount of $45,000, for a total amount not to exceed $405,093. 2. Authorize a purchase order to Selman Chevrolet Company for six new 2025 Chevrolet Equinox EVs, and one new or unused 2025 Chevrolet Traverse, in an amount of $299,229, plus a contingency amount of $35,000, for a total amount not to exceed $334,229. GOVERNMENT CODE §84308 APPLIES: No DISCUSSION The Public Works Agency's (PWA) Parks, Fleet, Facilities, and Refuse Division is responsible for the acquisition, maintenance, repair, and replacement of vehicles, trucks, and maintenance equipment. The Fleet Services Section works collaboratively with various City departments, such as the Planning and Building Agency (PBA) and the Community Development Agency (CDA), to evaluate vehicle and equipment needs and facilitates their procurement. The Planning and Building Agency (PBA) has identified the need to replace 14 vehicles that are reaching the end of their term this fiscal year. The vehicles being replaced are currently leased. Transitioning from leased to owned vehicles provide the City long- term asset ownership, eliminates mileage restrictions, and avoids lease -related penalties for standard wear and tear. Replacement of these vehicles is essential for Building Inspectors to conduct daily field inspections of construction projects, ensuring compliance with local and state building codes. They also support Code Enforcement Officers in their enforcement and investigation of violations related to the State Health Purchase of Chevrolet Vehicles for Multiple Agencies May 6, 2025 Page 2 and Safety Code, and General Property Maintenance and Building Codes. Staff recommends the purchase of five Chevrolet Equinox EVs for the Building Safety Division's Inspection Services, along with one Chevrolet Traverse and eight Chevrolet Colorado Trucks for the Code Enforcement Division. The Community Development Agency's (CDA) Rent Stabilization Division in need of a fleet vehicle for making housing inspections and transporting of supplies and equipment for community events. Staff currently relies on personal vehicles for city -related tasks, including community events and inspections of rental units. Staff recommends utilization of a Chevrolet Colorado for transport purposes and for housing inspection activities. The Public Works Agency's Refuse Enterprise Section oversees citywide trash and recycling, edible food recovery program, neighborhood cleanup program, and implementation of the City's waste hauler contract. Staff frequently conducts fieldwork such as inspections and investigations at residential, multifamily, commercial, industrial, and construction and demolition properties to ensure compliance with waste management regulations. To adequately support these efforts, staff recommends the purchase of one Chevrolet Equinox EV. This vehicle will enhance operational efficiency while aligning with the City's sustainability goals through continued fleet electrification. All vehicles will be added to the City's fleet inventory. The Invitation for Bids (IFB) No. 25-017 was issued on February 4, 2025 on the City's online bid management and publication system, PlanetBids. A summary of IFB vendor participation and results is as follows: 83 Vendors notified 9 Santa Ana vendors notified 14 Vendors downloaded the bid packet 2 Bids received 1 Bid received from Santa Ana vendor Bids were solicited, opened on March 4, 2025, and evaluated (Exhibit 1). Two bids were submitted by the IFB deadline and both were determined to be responsive to the specifications and met the City's requirements. Local Outreach Efforts The Purchasing Division advertised this project on PlanetBids, which directly notified nine Santa Ana vendors. Additionally, Purchasing staff performed supplemental outreach by personally contacting recommended local vendors by telephone and email to notify them of the bidding opportunity, provide registration instructions, and other general information about the bidding process. Fourteen vendors downloaded the IFB and submitted a bid for consideration. The bid submitted by Guaranty Chevrolet Motors was determined to be the lowest, responsible, and responsive to the City's specifications for the Chevrolet Colorado Purchase of Chevrolet Vehicles for Multiple Agencies May 6, 2025 Page 3 Trucks (Exhibit 2). Thus, staff recommends the approval of the recommended action to Guaranty Chevrolet for nine new 2025 Chevrolet Colorado Trucks. Additionally, the bid submitted by Selman Chevrolet Company was also determined to be the lowest, responsible, and responsive to the City's specifications for the Chevrolet Traverse and Chevrolet Equinox EV's (Exhibits 3-4). In accordance with established Purchasing Policies and Procedures, staff recommends the approval of the recommended action to Selman Chevrolet Company for six Chevrolet Equinox EVs and one Chevrolet Traverse. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are budgeted and available in the following accounts for Fiscal Year 2024-25: Fiscal Accounting Fund Accounting Unit, Amount Year Unit -Account # Description Account Description Refuse Refuse Collection 2024-25 06917640-66400 Collection Service, Machinery & $47,399 Service Equipment Planning & Building 2024-25 01116520-66400 General Fund Agency — Permit & Inspection Services, $204,059 Machinery & Equipment Air Quality Planning & Building 2024-25 03116510-66400 Improvement Agency -Air Quality $34,000 (AB 2766) Improvement, Machinery & Equipment Planning & Building 2024-25 01116540-66400 General Fund Agency — Community Preservation, Machinery $406,804 & Equipment 2024-25 18518700-66400 Rent Rent Stabilization, $47,060 Stabilization Machinery & Equipment TOTAL $739,322 EXHIBIT(S) 1. Bid Abstract 2. Sample Picture of Chevrolet Colorado 3. Sample Picture of Traverse 4. Sample Picture of Chevrolet Equinox EV Purchase of Chevrolet Vehicles for Multiple Agencies May 6, 2025 Page 4 Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency Approved By: Alvaro Nunez, City Manager Exhibit 1 ABSTRACT OF BIDS Chevrolet Vehicles (Bid No. 25-017) BIDDER Chevrolet Equinox EV Model (5 Vehicles) Guaranty Chevrolet Motors Inc Selman Chevrolet Company Chevrolet Equinox EV Model (1 Vehicle) Guaranty Chevrolet Motors Inc Selman Chevrolet Company Chevrolet Traverse Model (1 vehicle) Guaranty Chevrolet Motors Inc Selman Chevrolet Company Chevrolet Colorado (1 vehicle) Guaranty Chevrolet Motors Inc Selman Chevrolet Company Chevrolet Colorado (8 vehicles) Guaranty Chevrolet Motors Inc Selman Chevrolet Company LOCATION TOTAL Santa Ana, CA $ 243,961 Orange, CA $ 213,059 Santa Ana, CA $ 48,792 Orange, CA $ 42,399 Santa Ana, CA $ 45,854 Orange, CA $ 43,770 Santa Ana, CA $ 42,059 Orange, CA - Santa Ana, CA $ 318,033 Orange, CA $ 319,808 EXHIBIT 2 1 X-J� r7 AMW Pd.