SR 12-18-2018 3F
City Council
Report
City Council Meeting: December 18, 2018
Agenda Item: 3.F
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Street & Fleet Services
Subject: Award Bid to Fritts Ford for the Purchase of up to Eight F-150 4x4 Pickup
Trucks for the Police Department
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4358 to Fritts Ford, a California-based company, for the purchase
and delivery of six F-150 4x4 pickup trucks for the Police Department;
2. Authorize the Procurement Manager to issue a purchase order with Fritts Ford
for the purchase and delivery of six F-150 4x4 pickup trucks in the amount not to
exceed $227,454, with future year funding contingent on Council budget
approval.
3. Authorize the Procurement Manager to issue any necessary change orders to
the purchase order in an amount not to exceed $75,818 for the purchase of up to
two additional vehicles for an additional 12 months at the same price, terms and
conditions. This would result in a revised purchase order total amount not to
exceed $303,272, with future year funding contingent on Council budget
approval.
Summary
The Santa Monica Police Department (SMPD) uses vehicles for a variety of duties
including emergency response, patrol, pursuit, and traffic enforcement that need to be
replaced upon reaching the end of their cost-effective useful life. Staff recommends
purchasing six Ford F-150 4x4 pickup trucks for an amount not to exceed $227,454 that
SMPD would use to support its Homeless Liaison Program, Santa Monica Airport patrol,
and Police Harbor Guard at the beach. The purchase of two additional trucks, if
necessary, would also be authorized at an additional amount not to exceed $75,818 to
replace units that may be damaged beyond repair during police activities within the next
12 months. Staff recommends Fritts Ford to furnish and deliver up to eight F-150 4x4
pickup trucks for a total amount not to exceed $303,272.
Discussion
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The City replaces vehicles that have reached the end of their cost-effective, useful life
based on age, mileage, and repair history in accordance with the Vehicle Replacement
Program. This purchase would replace six vehicles used by the Santa Monica Police
Department (SMPD). Two trucks would be used at the Santa Monica Airport to patrol
the facility. Another pair of trucks would be used by the Police Harbor Guard unit to
conduct patrols along the beach, and two trucks would support SMPD’s Homeless
Liaison Program.
The bid called for the purchase of four vehicles with the option to buy four additional
units over a 12-month period. Following the issuance of the bid, the Police Department
made the decision to replace two sedans with pickup trucks to support the City’s
Homeless Liaison Program, without adding additional vehicles to the City’s vehicle
inventory. For this reason, the City is utilizing the additional purchasing clause in the
bid to purchase the additional two replacement pickup trucks, leaving two additional
vehicles available for purchase over the next 12 months for an amount not to exceed
$75,818.
These six 4x4 pickup trucks are replacing different types of vehicles, including existing
pickup trucks and sedans. Standardizing these vehicles to 4x4 pickup trucks would
provide the police with the flexibility to dispatch backup units, if needed, to areas of the
beach where driving on the sand is required.
The six vehicles that would be replaced have a useful life of 4 to 12 years. The table
below lists the unit number for each vehicle, as well as the model year, age, original
cost, total maintenance cost over the life of the vehicle, and the percentage of the
original cost that the maintenance cost has reached.
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Unit # Year Age Original
Cost
Total
Maintenance
Cost
% Maintenance Cost to
Original Cost
15983 2004 14 $42,117 $61,889 147%
20003 2009 9 $26,060 $77,320 297%
20052 2011 7 $49,663 $74,649 150%
20053 2011 7 $49,663 $87,808 177%
20145 2011 7 $24,853 $21,999 89%
20150 2011 7 $24,853 $19,241 77%
Vendor Selection
Bid Data
Bid Posting Date Bid Posted On
Bid Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
09/27/2018 City's Online
Bidding Site
Santa Monica Daily
Press 18 1 10/17/2018
Submittals Received Selection Criteria
Fritts Ford $151,636 Municipal Code SMMC 2.24.072
Evaluation Criteria Price, previous experience, ability to deliver, quality of
product, and compliance with City specifications.
Best and Only Bidder Fritts Ford
Additional Vendor Outreach and Justification to Award
Procurement conducted additional outreach to vendors who downloaded the bid to see why they did not submit a bid,
but no responses were received. Fritts Ford met the specifications of the bid for the purchase and delivery of four F-
150 pickup trucks and offered the City the option to purchase an additional four units within 12 months. The City would
utilize the additional purchasing language for the purchase of an additional two vehicles now in support of the
Homeless Liaison Program, and two vehicles within the next 12 months if necessary. Based on these criteria, Fritts
Ford is recommended as the best and only bidder.
Financial Impacts and Budget Actions
Staff seeks authority to award a purchase order with Fritts Ford for the purchase of up
to eight Ford F-150 4x4 pickup trucks. This includes the purchase of six units now and
an additional two units within the next 12 months if necessary.
Purchase Order Request
Request Amount FY 2018-19 Budget
CIP Account #
Total Purchase Order
Amount
$303,272 C7000010.689000 $303,272
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Future year funding is contingent on Council budget approval.
Prepared By: Ryan Kraemer, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Fritts Ford Oaks Initiative Disclosure Form