Report Prepared by: Cosmo Ordunez, Public Works Manager-Internal Services
Title
SUBJECT: Award Bid to Santos Ford for the Purchase of Four (4) New SUV Interceptor Hybrids for a Cost of $59,571.67 Each, Four (4) New SUV Interceptor (Gasoline) for a Cost of $57,428.32 Each, and Two (2) Police Responder Supercrew Pickups for a Cost of $54,992.70 Each, Totaling $577,985.36 for the Police Department
REPORT IN BRIEF
Considers awarding the bid to Santos Ford for the purchase of eight (8) new SUV Interceptors (four Hybrid and four Gasoline) and two (2) Police Responder Supercrew Pickups for the Police Department for a total cost of $577,985.36.
RECOMMENDATION
City Council - Adopt a motion:
A. Awarding the bid to Santos Ford for the supply of eight (8) new SUV Interceptors (four Hybrid and four Gasoline) and two (2) Police Responder Supercrew Pickups for the Police Department for a total cost of $577,985.36; and,
B. Authorizing the City Buyer to issue the Purchase Order(s), and approval of change orders not to exceed 10% of the total purchase price; and,
C. Authorizing the City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Deny; or,
3. Refer to staff for reconsideration of specific items (specific items to be addressed in the motion); or,
4. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Charter of the City of Merced, Article XI, Section 1111-Competitive bidding, and Merced Municipal Code (MMC) Chapter 3.04, Article III - the purchase of materials, supplies, equipment, and contractual services of an estimated value greater than thirty-eight thousand dollars ($38,000.00), the "contract threshold," shall be made by the purchasing supervisor by written contract with the lowest responsible bidder.
CITY COUNCIL PRIORITIES
As provided for in the FY 24/25 Adopted Budget.
DISCUSSION
Staff prepared bid specifications for up to five (5) new SUV interceptors hybrids, up to five (5) new SUV interceptors gasoline, and up to five (5) new Police Responder Supercrew Pickups, and the invitation for bids was advertised both in the Merced County Times newspaper and the City’s website. Bids were publicly opened on October 16, 2024, at 2:30 p.m., with the following results:
• Santos Ford (Los Banos, CA)
• SUV Interceptor Hybrids $59,571.67 EA
• SUV Interceptor Gasoline $57,428.32 EA
• Police Responder Supercrew Pickups $54,992.70 EA
• Swanson Fahrney Ford (Selma, CA)
• SUV Interceptor Hybrids $62,322.86 EA
• SUV Interceptor Gasoline $60,071.26 EA
• Police Responder Supercrew Pickups $56,150.45 EA
• Razzari Ford (Merced, CA)
• SUV Interceptor Hybrids $65,625.01 EA
• SUV Interceptor Gasoline $63,460.01 EA
• Police Responder Supercrew Pickups $58,047.51 EA
Bids were evaluated based on the following criteria: purchase price, delivery time, warranty, past performance.
Based on available funding, staff recommends awarding the bid for the purchase of four (4) SUV Interceptor Hybrids, four (4) SUV Interceptor Gasoline, and two (2) Police Responder Supercrew Pickups in the total amount of $577,985.36 to Santos Ford.
The purchase of these 10 new Police units offers a dual benefit: replacing aging, high-mileage vehicles that have reached the end of their service life and expanding the overall fleet capacity. Replacing older units reduces maintenance costs associated with frequent repairs and ensures greater reliability in the field. These older vehicles often experience increased downtime, impacting patrol coverage and response times. The new units, equipped with modern technology and improved safety features, enhances officer safety and effectiveness.
Adding new units also expands the fleet, allowing for increased patrol presence, faster response times to calls for service, and greater flexibility in deploying resources during peak hours or special events. This expansion also provides a buffer for vehicles undergoing maintenance, ensuring consistent coverage and minimizing disruptions to police operations.
Local Business Preference Policy
In 2018, City Council adopted the Local Business Preference Policy. The policy allows for a 5% local preference for purposes of quantitative comparisons. Based on the submitted bid amount of $65,625.01 for the SUV Interceptor Hybrids, $63,460.01 for the SUV Interceptor Gasoline, and $58,047.51 for the Police Responder Supercrew Pickups from the local bid received, Razzari Ford, the 5% preference would put their bid at $62,343.76 for the SUV Interceptor Hybrids, $60,287.01 for the SUV Interceptor Gasoline, and $55,145.13 for the Police Responder Supercrew Pickups for quantitative comparison purposes only (this does not reduce the amount ultimately paid to the vendor). This quantitative adjustment is higher than the lowest bidder, Santos Ford.
IMPACT ON CITY RESOURCES
These vehicles were approved in FY 2024/25 adopted budget under Fund 2001- Measure C (Police Division) no additional appropriation is needed.
ATTACHMENTS
1. Santos Ford Bid
2. Razzari Ford Bid
3. Swanson Fahrney Ford Bid
4. Resolution 2018-18 - Local Business Preference