HomeMy WebLinkAboutItem 22 - Purchase of a Ford F-150 Police Responder Truck for the Police Department Public Works Agency
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Item # 22
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 6, 2023
TOPIC: Purchase of a Ford F-150 Police Responder Truck for the Police Department
AGENDA TITLE
Award a Purchase Order to PFVT Motors, Inc. for one Ford F-150 Police Responder
Truck in an Amount Not to Exceed $66,613 (Specification No. 23-075) (Non-General
Fund)
RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase order to PFVT Motors, Inc. for
one Ford F-150 Police Responder Truck, in an amount not to exceed $56,613, plus a
contingency amount of $10,000 for a total amount not to exceed $66,613, subject to
non-substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency Fleet Services Division is responsible for acquiring,
maintaining, repairing, and replacing vehicles, trucks, and maintenance equipment. The
Santa Ana Police Department (SAPD) possesses a fleet of 245 vehicles, with 137 of
them designated as patrol vehicles assigned to the Patrol Division of the Field
Operations Bureau. Generally, SAPD utilizes Ford Police Interceptor vehicles, which are
similar to Ford Explorers, as the standard vehicle in Field Operations. However, SAPD
is currently seeking an alternative vehicle that can better accommodate officers with
larger physical statures.
After thorough evaluation, the Police Department concluded that a Ford F-150 Police
Responder truck would be the most suitable option to meet their requirements. SAPD
collaborated with the Public Works Agency's Fleet Services Division and the Finance
and Management Services Agency's Purchasing Division to provide the necessary
specifications and initiate the procurement process.
The Invitation for Bids (IFB) No. 23-075, pertaining to the acquisition of a Ford F-150
Responder truck for the Police Department, was publicly advertised on April 25, 2023,
through the City's online bid management and publication system. A summary of vendor
participation and results from the IFB is outlined below:
Purchase of a Ford F-150 Police Responder Truck for the Police Department
June 6, 2023
Page 2
3
5
0
2
309 Vendors notified
1 Santa Ana vendors notified
6 Vendors downloaded the bid packet
1 Bid received
0 Bids received from Santa Ana vendors
Bids were solicited, opened on May 9, 2023, and evaluated. One bid was submitted by
the IFB deadline and deemed to be non-responsive to the City’s specifications. The bid
submitted by Winner Chevrolet, Inc. proposed alternative specifications determined to
not meet the City’s specifications as equal to those of the Ford F-150 Responder truck
by staff.
Santa Ana City Ordinance No. NS-2312 authorizes the City to make non-bid purchases
of services, supplies, materials, and equipment in situations where no bids are received
or all bids are rejected. Additionally, it appears there is only one reasonably available
source. Staff researched available procurement options and product offerings in the
market and determined that the Ford F-150 Responder truck readily available through
PFVT Motors, Inc. of Peoria, Arizona meets the Police Department’s specifications.
FISCAL IMPACT
Funding is available in the following accounts for the specified year:
Fiscal
Year
Accounting
Unit-Account #Fund Description Accounting Unit,
Account Description Amount
FY 22-23 12814407-66400 Law Enforcement
Grant
Supplemental Law
Enforcement Services
Fund SLESF, Machinery
& Equipment
$66,613
TOTAL $66,613
Any remaining balances not expended at the end of the fiscal year will be presented to
the City Council for approval of carryovers to FY 23-24.
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Kristine Ridge, City Manager