SR 11-14-2023 5H
City Council
Report
City Council Meeting: November 14, 2023
Agenda Item: 5.H
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Fleet Services
Subject: Authorize a Purchase Order for the Purchase of Ford Police Interceptor Utility
Vehicles for the Police and Fire Departments
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15302
(Replacement or Reconstruction) of the California Environmental Quality Act
(CEQA) guidelines.
2. Authorize the Procurement Manager to issue a purchase order with Folsom Lake
Ford for the purchase of forty-two Ford Interceptor Utility Vehicles for the Police
and Fire Departments. This recommended award is made as an exception to the
competitive bidding process pursuant to Section 2.24.250 (c) and is for a total
amount not to exceed $3,175,000 (including a 10% contingency) with future year
funding contingent on Council budget approval.
Summary
The City of Santa Monica’s Police and Fire departments provide essential services that
maintain clean and safe neighborhoods and open spaces for Santa Monica’s residents,
visitors, and City staff. These operations rely on vehicles and equipment managed and
maintained by the City’s Fleet Management Division. Many of these vehicles are aging
past their cost-effective useful lives. To ensure reliable operations, provide
uninterrupted service to the community, and reduce downtime and maintenance costs,
staff recommends authorizing a purchase order with Folsom Lake Ford in an amount
not to exceed $3,175,000 (including a 10% contingency) for the purchase of forty-two
Ford Interceptor Utility (IU) vehicles for the Police and Fire Departments based on
competitive contract pricing available to government agencies.
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Discussion
The Fleet Management Division is responsible for ensuring the City’s diverse fleet of
over 800 vehicles are available, dependable, meet the highest environmental standards
for a sustainable fleet, and are safe to operate from acquisition through disposal. The
division routinely replaces vehicles that have reached the end of their cost-effective
useful lives through the Vehicle Management Fund. The Fleet Management Division
has worked together with the Police and Fire departments to extend the useful lives of
their vehicles as much as possible.
Forty-two Ford IU vehicles for the Police and Fire Departments have been identified for
replacement. These vehicles are vital to essential operations but have reached or
exceeded their cost-effective useful life, incurring maintenance costs of approximately
50% of the original purchase cost over the last two years. Due to their age and use,
these vehicles require significant ongoing maintenance and repair costs to remain
reliable, safe, and operational.
Staff is recommending the purchase of Forty-two Ford IU vehicles for the Police and
Fire Departments for a total amount not to exceed $3,175,000, including a 10%
contingency. Funding for the replacement of these vehicles is available and was
collected over each asset’s useful life.
The Police Department vehicles consist of patrol and other pursuit-rated units with a
useful life of four years based on the high demands and usage of those vehicles. These
vehicles are used for emergency response, routine patrol, vehicle pursuits, traffic
enforcement, and specialized details and assignments serving as the initial response to
preserve life and maintain public safety.
The Fire Department vehicles consist of light-duty vehicles with a useful life of eight
years based on the high demands and usage of those vehicles. These vehicles are
designated as Code-3 capable emergency response vehicles for Fire
Investigator, Chief, and Captain Officer emergency response duties. These vehicles
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are used by the Fire Department to conduct Fire and Life Safety Inspections, perform
arson investigation and Arson Task Force duties.
Vendor Selection
Exception to Competitive Bidding
Staff recommends Folsom Lake Ford, a distributer of Enforcement Vehicles, Police
Pursuit - Ford Explorer V6 AWD & Ford Explorer V6 AWD - HEV, to furnish and deliver
forty-two vehicles as an exception to competitive bidding under Santa Monica Municipal
Code Section 2.24.250 (c): Competitive procedures were followed by a governmental
agency, federal, state, county, city, joint powers agency, special district, or cooperative
purchasing agency and the goods or services are supplied to the City at the same or
better price.
On September 30, 2021, the California Department of General Services issued a
Request for Proposals (RFP) for a Midsize Utility Vehicle, Law Enforcement High Speed
Vehicle Police Pursuit. Under the terms of the RFP, and the resulting Statewide
Contract Agreement with Folsom Lake Ford, similar nationally leveraged purchasing
discounts are also available to other government agencies. Statewide Contract
Agreement # 1-22-23-14C was established on May 11, 2022, expires May 10, 2025.
The California Department of General Services is a governmental cooperative
purchasing agency that serves state and local agencies. As a cooperative purchasing
agency, they acquire goods or services by aggregating the demand of two or more
entities in an effort to obtain more economical pricing.
c. competitive procedures were followed by a governmental agency, federal, state,
county, city, joint powers agency, special district, or cooperative purchasing agency
and the goods or services are supplied to the City at the same or better price.
Environmental Assessment
The purchase orders for replacement vehicles are categorically exempt from CEQA
pursuant to Section 15302 (Replacement or Reconstruction) of the CEQA Guidelines.
Section 15302 exempts Class 2 projects which “consists of replacement or
reconstruction of existing structures and facilities where the new structure will be
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located on the same site as the structure replaced and will have substantially the same
purpose and capacity as the structure replaced”. The replacement vehicles would
replace existing City fleet vehicles, with essentially the same purpose and capacity.
Therefore, the purchase orders qualify for a Class 2 exemption.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Vehicle Management Fund
to award a purchase order with Folsom Lake Ford for the purchase and delivery of
Forty-two Ford PIU vehicles for the Police and Fire Departments in the amount of
$3,175,000.
Purchase Order Request
Vendor CIP Account # Total PO Amount
Folsom Lake Ford C7000010.689000.90532 $3,175,000
Total $3,175,000
Prepared By: Doris Mejia, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Oaks Initiative Form - Folsom Lake Ford
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5.H.a
Packet Pg. 77 Attachment: Oaks Initiative Form - Folsom Lake Ford (6093 : Authorize PO for Purchase of Ford Police Interceptor Utility Vehicles for PD