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Home My WebLink About12 - Approval of Vehicle Replacement Purchase Orders for Three Pickup Trucks, Four Sedans and One VanQ �EwPpRT CITY OF s NEWPORT BEACH `q44:09 City Council Staff Report October 28, 2025 Agenda Item No. 12 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Mark Vukojevic, Utilities Director - 949-644-3011, mvukojevic@newportbeachca.gov PREPARED BY: Kyle Brodowski, Fleet and Facilities Superintendent - 949-718- 3464, kbrodowski@newportbeachca.gov Approval of Vehicle Replacement Purchase Orders for Three Pickup TITLE: Trucks, Four Sedans and One Van ABSTRACT - The Public Works Department requests City Council approval to purchase three Toyota Tacoma trucks, four Ford Explorer SUVs, and one Ford E-450 Transit Van. These purchases will replace current vehicles that meet City Council Policy F-9 (City Vehicle/Equipment Replacement Guidelines) criteria. Total costs for the pickup trucks, SUVs and van are $456,646.22. RECOMMENDATIONS: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; b) Approve a Purchase Order for three Toyota Tacoma TRD Off -Road 4WD double cab pickup trucks from RP Automotive of Downey, for a total amount of $160,899.63; c) Approve a Purchase Order for four Ford Explorer SUVs from Ken Grody Ford of Redlands, for a total amount of $159,858.42; d) Approve a Purchase order for one E-450 Ford Type B Transit Van from A-Z Bus Sales Inc., for a total amount of $135,888.17; and e) Authorize a contingency of $22,000 (approximately 5% of total quotes) to cover the cost of unforeseen changes to the current quotes. DISCUSSION: The Public Works Department requests approval to purchase three Toyota Tacoma trucks, four Ford Explorer SUVs, and one Ford E-450 Transit Van. These purchases will replace current vehicles that meet City Council Policy F-9 criteria. 12-1 Approval of Vehicle Replacement Purchase Orders for Three Pickup Trucks, Four Sedans and One Van October 28, 2025 Page 2 Toyota Trucks The proposed trucks meet department specifications and will replace Unit Nos. 2809, 2810 and 2811. Each of these units entered service in September 2021 and meet the City Council Policy F-9 replacement criterion of four years for beach vehicles and ATVs. Due to the harsh environmental conditions at the beach and the intensive nature of their use, these vehicles experience accelerated wear compared to typical on -road use. As a result, replacement is required more frequently, and the schedule is based solely on age rather than mileage or hours of use. This is due to the relatively short travel distances combined with the frequent stop -and -go demands of emergency response and rescue operations. On August 21, 2025, staff issued a Request for Bids (RFB) No. 26-10 for the purchase of three Toyota Tacoma TRD Off -Road 4WD double cab pickup trucks. Nine local Toyota dealerships were notified of the open bid. The bidding period closed on September 10, 2025, and the City of Newport Beach received one bid, submitted by RP Automotive of Downey, with a total cost of $160,899.63 (Attachment A). Ford SUVs The proposed SUVs meet department specifications and will replace Unit Nos. 2901, 7601, 7602, as well as one new unit approved for the Community Development Department. These vehicles were purchased in 2015 and meet the City Council Policy F- 9 replacement criterion of ten years. On August 14, 2025, staff issued RFB No. 26-09 seeking four Ford Explorer SUVs. Eleven bids were received, with Ken Grody Ford of Redlands identified as the lowest responsive and responsible bidder, quoting a total cost of $159,858.42 (Attachment B). Transit Bus The California Association for Coordinated Transportation (CaIACT) is a nonprofit organization that has represented the interests of small, rural and specialized transportation providers since 1984. Its membership consists of individuals and agencies from diverse sectors including transportation, planning, government, social services, suppliers and consultants. The City has been a member since 2017. CaIACT provides members with information, legislative advocacy, training and purchasing resources. One such resource is access to competitively solicited cooperative purchasing agreements, which reduce costs by leveraging nationwide volume purchasing. These agreements comply with both federal and California state procurement requirements. City purchasing staff have reviewed and confirmed that CalACT's cooperative agreements and solicitation processes meet the City's administrative requirements. In October 2020, the Morongo Basin Transit Authority (MBTA), acting on behalf of CaIACT, issued Request for Proposals (RFP) No. 20-01 for the procurement of accessible transit and paratransit vehicles. Seven proposals were received, and six were awarded contracts based on pricing and evaluation criteria including warranty, service and support, proposer experience, references, and vehicle types. 12-2 Approval of Vehicle Replacement Purchase Orders for Three Pickup Trucks, Four Sedans and One Van October 28, 2025 Page 3 In September 2021, MBTA awarded Contract No. 20-01 AZ (ICE-1) to A-Z Bus Sales, Inc., which is available for use by all CalACT members. On September 16, 2025, staff obtained a quote from A-Z Bus Sales, Inc. for a 10- passenger Ford Transit Van equipped with a wheelchair lift at a total cost of $135,888.17 (Attachment C). This new Transit Van will be replacing one of the current Oasis shuttle buses requiring replacement. FISCAL IMPACT: The adopted budget includes sufficient funding for these purchases. They will be expensed to the Rolling Equipment account in the Public Works Department Equipment Fund, 7529032-911016. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A — Bid Results RFB No. 26-10 Attachment B — Bid Results RFB No. 26-09 Attachment C — Transit Bus Quote 9/16/2025 12-3 Attachment A City of Newport Beach Bid Results for Project (3) 2025 or Newer Toyota Tacoma TRD Off -Road 4WD Double Cab Pickup Trucks (26-10) Issued on 08/21/2025 Bid Due on September 10, 2025 1:00 PM (PDT) Exported on 09/10/2025 Line Totals (Unit Price * Quantity) Item Item Num Section Code Description 2025 or Newer Toyota Tacoma TRD Off -Road 4WD Double 1 Section 1 Cab Pickup Truck 2 Section 1 Tire Recycling Fee 3 Section 1 DMV Registration Fee (Exempt Plates) 4 Section 1 DMV Documentation Fee 5 Section 1 Other Miscellaneous Fee (if applicable) 6 Section 1 Tax 7 Section 1 Delivery Charge (if applicable) rp rp rp Unit of automotive - automotive - automotive - Measure Quantity Unit Price Line Total Response EACH EACH VEHICLE VEHICLE VEHICLE LOT LOT 3 15 3 3 3 1 1 $49,650.00 $1.75 $0.00 $85.00 $35.00 $11,563.38 $0.00 Subtotal Tota I $148,950.00 Yes $26.25 Yes $0.00 Yes $255.00 Yes $105.00 Yes $11,563.38 Yes $0.00 Yes $160,899.63 $160,899.63 12-4 ATTACHMENT B City of Newport Beach Bid Results for Project (4) 2026 Ford Explorer Active RWD (26-09) Issued on 08/14/2025 Bid Due on September 02, 2025 1:00 PM (PDT) Exported on 09/04/2025 Actual Results Post Purchasing Review Bidder Bid Amount Responsive Fleet Vehicle Source, Inc. $ 141,023.35 No KEN GRODY FORD REDLANDS (Lowest) $ 159,858.42 TUTTLE-CLICK FORD $ 161,358.30 Fairway Ford Sales, Inc. $ 162,082.38 David Wilson's Villa Ford $ 162,115.68 Norm Reeves Ford Superstore $ 162,170.84 Winner Chevrolet $ 163,728.80 PFVT Motors LLC $ 164,727.55 York Enterprises South, Inc $ 167,251.64 Envsion Ford of Duarte $ 169,346.81 The Sewell Family of Companies Inc. $ 182,903.70 12-5 Attachment C Transit Bus Quote 9/16/2025 12-6 MBTA CaIACT Cooperative RFP 20-01 2026 Ford E45010 Ambulatory + 2 Wheelchair Positions Customer: City of Newport Beach Quote Date 9/16/2025 Address: 801 Narcissus Ave County: Orange Expires 11/14/2025 City Newport Beach Zip Code: 92825 Contact: Kyle Brodowski Office Phone: 949-718-3464 DSI Account: Email Address: kbrodowski(@newportbeachca.gov Cell Phone: Fax Number Sales Representative Cole Crockett 714-294-4019 Type B Ford Gasoline QTY Contract Price Diamond Coach, TYPE B, FORD 1 Gasoline - Cut -Away Chassis 10 + 2 Glaval Chassis, E-450, 158", 7.3L V8 Sub -Total Base Unit 110,246.00 2 Credit for seat delete (189.00) (378.00) 1 ADNIK Power Seat Base 617.00 617.00 1 Lift Pad Cover 379.00 379.00 1 Cruise Control - Standard '° i INCL INCL 1 Backup Camera in Rearview Mirror j INCL INCL FUEL A CE55 PANEL 1 IE rBraun 1,000 Pound Lift ILO 800 Pound ! 3,632.00 3,632.001 1 Mor/Ryde Rubberized Suspension 1,380.00 1,380.00 1 Delivery Zone 1 _ - _ E 48 ,� 253.00 253.00 1 Documentation Charges 80.00 80.00 1 DMV/State Fees (Tire Recycling Fee) 12.25 12.25 III Sub -Total Published Options 5,975.25 PUBLISHED OPTIONS 1 Entry Door Leaf Grab Handle 350.00 350.00 1 Altro Flooring: 2.2mm Meta Storm Gray INCL INCL 1 Custom Vinyl Graphics ($3,000) Value 3,000.00 3,000.00 1 Docket 90 Seat Covers w Fireblock INCL INCL 2 TDSS: 1" Track 397.00 794.00 1 Q'Straint Walker Storage Area 1,425.00 1,425.00 1 Recaro Driver's Seat with Power Controls 2,963.00 2,963.00 1 Upgrade Air Conditioner from 70,000btu to 80,000btu Low -Profile System 1,740.00 1,740.00 Sub -Total Non -Published Options 10,272.00 Model Year 2026 Type: B Gasoline Passenger Capacity: 10+2 Seat Fabric: Level 4, Docket 90 Air Conditioning System: XL Front & Rear Exterior Color/Graphics: White Bus w Graphics Make: Diamond Coach VIP 2200 Chassis: 2026 Ford E-450 Wheelbase: 158" Engine: 7.3L V8 GVWR: 14,500 Body Length: 23' Wheelchair Lift Model: Braun 1,000# Wheelchair Lift Location Rear Number of Tie Downs: 2 Alternator: 225 Amp OEM Tie Down Type Q'Straint Estimated Delivery: 120-150 Days 12-7 la Customer: Address: 801 Narcissus Ave City Newport Beach Contact: Kyle Brodowski MBTA CaIACT Cooperative RFP 20-01 2026 Ford E45010 Ambulatory + 2 Wheelchair Positions City of Newport Beach Quote Date 9/16/2025 County: Orange Zip Code: 92825 Office Phone: 949-718-3464 Email Address: kbrodowski(@newportbeachca.gov Cell Phone: Sales Representative Cole Crockett 714-294-4019 Aluminized Steel Cage Costruction Galvanized Exterior Skins - Pressure Laminated Body Construction One Piece FRP Roof Assembly 42" Electric Entry Door Ergonomic Driver Control Panel with Quick Disconnect Driver Side Running Board Remote control & heated Exterior Mirrors Dual Entry Grab Rails — Powdercoated Yellow 5/8" MarineTech Plywood Subfloor, Integrated Track Seating System Stanchion and Modesty Panel Behind Driver, with Plexiqlass Intermotive Flextech w/ Gateway Vehicle Monitoring System Signature Print Name Type B Ford Gasoline Base Unit as Specified Published Options Non -Published Options Sub -total per Unit ADA Portion that is non taxable Taxable Amount (subtotal less non taxable) Sales Tax CalACT MBTA fee of 1.5% of subtotal Cole Crockett Delivery (first 100 miles free) Grand Total, Each Expires 11/14/2025 DSI Account: Fax Number Contract Price Fully Insulated Body Assembly Process ALL LED Exterior Lighting FRP Interior Sidewalls, Roof, Rear Walls Number, function, and color coded wiring Braun, NCL 919, 800# capacity Rear Wheelchair Lift Side Mounted Battery on Slide Out Tray w/High Amp Circuit Breakers 96" Body Width Seating: Doc 90 upholstery, Grab Handles, USR's, aisle arm rests ISO 9001:2008 Quality Manufacturing Process Ford QVM Certified Manufacturer Back Up Alarm, Anti -ride Rear Bumper Front Mud Flaps 5 YEAR / 100,000 Mile Limited Body Warranty Altoona Tested per CalACT Requirements (5 year / 150,000 miles) 110,246.00 5,975.25 10,272.00 126,493.25 29,751.00 Customer responsible for any 96,742.25 change in Sales Tax from year to year. 7,497.52 �1.750% Newport Beach 1,897.40 135,888.17 Qty 1 Grand Total $ 135,888.17 Signature Print Name Date 12-8