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APPROVE MOTION TO AUTHORIZE THE PURCHASE OF VANS
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a Standard Agreement in the amount of $428,464.88 to Downtown Ford of Sacramento, CA, for the Purchase of Sedans, Vans, and SUVs, Project No. OM-25-122.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
Public Works is responsible for maintaining the City’s fleet of vehicles and equipment. Staff recommends the replacement purchase of three sedans, six vans, and three SUVs (Attachment A). The proposed replacement units have surpassed their stated life cycles for performance and efficiency of 10 years and/or 100,000 miles.
On October 9, 2025, the Purchase of Sedans, Vans, and SUVs, Project No. OM-25-122, was advertised for bids. On October 30, 2025, the City received two bids for this project. Both bids received were partial bids; therefore, only six vans will be procured.
It is recommended that Council approve a motion to award a Standard Agreement, in the amount of $428,464.88, to Downtown Ford for the purchase of six vans for Project No. OM-25-122 (Attachment B).
DISCUSSION
Background
Public Works is responsible for maintaining the City’s fleet of vehicles and equipment. The City’s replacement criteria for light-duty sedans, vans, and SUVs, based on industry standards for performance and efficiency, is 10 years and/or 100,000 miles. Adherence to this standard replaces equipment before routine failures and breakdowns are experienced, reducing the demand for extensive mechanical repairs. The replacement standard increases the resources available for preventative maintenance and is critical to the availability and performance of all fleet equipment, which includes all public safety and emergency response vehicles. Fleet staff identified three sedans, six vans, and three SUVs in service that exceed the age and/or mileage criteria or have recurring mechanical or operational problems.
Fleet staff prepared vehicle specifications and utilized the competitive bidding process to obtain bids for the supply of these vehicles. The specifications were generic and designed such that any of the major dealerships/manufacturers could bid.
Present Situation
On October 9, 2025, the Purchase of Sedans, Vans, and SUVs, Project No. OM-25-122, was advertised for bids. On October 30, 2025, two bids were received with the following results:
COMPANY NAME BID AMOUNT
American Chevrolet $163,198.46
(Modesto, CA)
Downtown Ford $428,464.88
(Sacramento, CA)
The requirements of Stockton Municipal Code (SMC) section 3.68.090, Local Business Preference, apply to this project. Application of the Local Business Preference has no effect on the bid order. The Local Employment Ordinance, SMC section 3.68.095, also applies to this contract.
Bids were evaluated by Fleet staff with consideration of, but not limited to, kind, suitability, warranties, delivery time, and compatibility to achieve the lowest ultimate cost and best value to the City. The bid received from American Chevrolet, with the lowest price, only accounted for three of the 12 units (specifications E-G). Downtown Ford submitted bids for seven of the 12 units (specifications A, E- I). The vendors only submitted bids for vehicles available in their manufacturer’s product line.
The bid from Downtown Ford for specification A does not meet the requested vehicle class specification and was removed from consideration. The bid from Downtown Ford for specifications E- I (purchase of six vans) is preferable due to a quicker delivery schedule and provision of vehicles that match the City's specifications more closely resulting in fewer modifications. Staff recommends that the six required vans be purchased from Downtown Ford. The sedans and SUVs portion of the bid (specifications A-D) did not receive a viable bid response; therefore, they will be procured through a Cooperative Purchase Agreement to maintain the timeline of the Fleet Replacement Plan.
It is recommended that Council approve a motion to award a Standard Agreement, in the amount of $428,464.88, to Downtown Ford of Sacramento, CA, for the purchase of six vans for Project No. OM-25-122 (Attachment B). The six vans being replaced will be sold at public auction.
FINANCIAL SUMMARY
There are sufficient funds available in the Public Works Fiscal Year 2025-26 Fleet Internal Service Fund Equipment Acquisition Account, and the Police Department Acquisition Account for the purchase of six vans.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Vehicle Replacement List
Attachment B - Standard Agreement with Downtown Ford