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Item 12 - Consideration of Annual Purchase Order for Ford Fleet Care Billing Program for Fiscal Year 2019-20AGENDA ITEM NO. 12 AGENDA STAFF REPORT City of West Covina I Office of the City Manager DATE: August 12, 2019 TO: Mayor and City Council FROM: David Carmany Interim City Manager SUBJECT: CONSIDERATION OF PURCHASE ORDER FOR FORD FLEET CARE BILLING PROGRAM FOR FISCAL YEAR 2019-20 RECOMMENDATION: It is recommended that the City Council take the following actions: 1. Approve purchase order for Ford Fleet Care Billing Program for Fiscal Year 2019-20; and 2. Approve amendments for unforeseen repairs before June 30, 2020. DISCUSSION: The Ford Fleet Care Program is a parts and service billing program offered to commercial fleet customers who choose to self -manage their fleet of vehicles. A single consolidated invoice replaces multiple repair orders or part invoices, helping to save administrative time and cost. This service is available for fleets of Ford, Lincoln and Mercury vehicles, as well as non -Ford vehicles and trailers through Ford and Lincoln Dealerships and Quick Lane Tire & Auto Centers throughout the United States and Canada. Various Ford vendors are used repair City fleet repairs. In January of 2017, as part of the Ford of West Covina agreement, the City started using Ford Fleet Care, a credit line through Ford Motor Company, that can be used at any Ford dealership for parts and service. The City's fleet consists of mostly Ford vehicles that are still covered under manufacturers warranty, therefore, the vehicles have to go to an authorized Ford dealer for repair. The expenditure in fiscal year 2018-19 was $375,787. Staff is requesting that the City Council approve a purchase order in the amount of $376,000 for fiscal year 2019-20 plus amendments for unforeseen repairs. Funds are budgeted for these services under the Fleet Management account number 365.61.4170.6329; thus, no appropriation is required. These adjustments are allowed by the Municipal Code under Sales, Division 2. — Purchasing System, Sec. 2-330 (b) Bidding that states: "The City Council, by majority vote of its entire membership, may dispense with such bidding and other procedures required by this division in any individual instance upon finding that it would be impracticable, useless or uneconomical in such instance to follow such procedures and that the public welfare would be promoted by dispensing with the same." OPTIONS: The City Council has the following options: 1. Approve staffs recommendation. 2. Provide alternative direction. Prepared by: Mike Cresap Public Services Superintendent Fiscal Impact FISCAL IMPACT: Funds are budgeted for these services under the Fleet Management account number 365.61.4170.6329; thus, no appropriation is required. Attachments Ford Fleet Care Agreement CITY COUNCIL GOALS & OBJECTIVES: Respond to the Global COVID-19 Pandemic ATTACHMENT NO. 1 UxQrFORDIFLEETCAW4 ONLINE BILLING AND EFT PAYMENT AVAILABLE Reduce paperwork? Avoid late payment service fees? Streamline your billing operation? Improve your fleet reporting capabilities? It's easy! The same information contained in your monthly Ford Fleet Care invoice is now available online. Whether you need specific repair detail or customized business reports to analyze your data, you can view the information right on our secure website. Data may also be downloaded for sorting and segmenting to suit your business needs, and can easily be used with most fleet management software. Additionally, to enhance your payment processing, Electronic Funds Transfer (EFT) is available. EFT is a faster and more secure payment method than checks, and can help your company avoid late payment service fees. Combining this effective way to manage your cash flow with online billing and custom business reporting may even reduce your per transaction cost. Start enjoying the benefits today! Signing up is as simple as 1, 2, 3! To confirm eligibility* or enroll in the Ford Fleet Care Online Billing Program, contact our office by sending an email to ffcadmin@ford.com. Visit us online at: www.FleetCare.ford.com (*Eligible customers must have a Ford Web ID to enroll for the online billing program) FL 71 03/25/2016 'c.Cixli ', Fleet - Frequently Asked Questions What if a vehicle is no longer part of my fleet? Please notify Fleet Care Headquarters in writing, as soon as a vehicle is no longer part of your fleet. Your account will be charged for all repairs performed on vehicle(s) registered to your account until our office has completed the vehicle removal process. What If my account is tax exempt? If your account is tax exempt, please provide our office with appropriate Tax Exemption forms and Tax Identification Information. Additionally, please notify dealerships that provide service to yourvehicles that your account is tax exempt. What if my original dealership repair order lists all repair work as warranty or has no charges? Fleet Care is a billing service, therefore you will not be charged for repair work at the time of service. Fleet Care will provide actual repair detail and pricing with your monthly billing. How do I dispute a repair charge? Please indicate the reason for the billing dispute (see below) directly on the repair notification. Then, submit the disputes, repair notification and any associated documentation to our office. You can reach Ford Fleet Care by phone at 800-367-3221, by fax at 313-390-3555, by email: ffcadmin@ford.com or by mailing to: Ford. Fleet Care Program Headquarters, 19855 W. Outer Drive #500E, Dearborn, MI 48124. What if I am charged more than I authorized? If the repair notification is over the authorization amount, document on the repair notification that the price Is over the authorization amount. Attach a copy of your authorization detail to include work performed, cost, full VIN, date of repair, mileage, and dealership contact. Afterforwarding to our office, the repair will be reviewed for credit to your account. What if I am charged for an unauthorized repair? If you have been billed for unauthorized repair work, please indicate directly on the repair notification that the repair was not approved or that the authorization number was incorrect. After forwarding to our office, the repair will be reviewed for credit to your account. How do I receive credit for a warranty -covered repair? If you feel a repair charge is covered by a warranty or Ford Protect Extended Service Plan contract, please indicate directly on the repair notification which repair should be covered. After forwarding to our office, the repair will be reviewed for approval and credit to your account. What if I paid a dealership directly for a repair or Ford Protect Extended Service Plan deductible? If a dealership has been paid directly for a repair or Ford Protect Extended Service Plan deductible, please submit a copy of the check to our office for review. After forwarding to our office, the repair will be reviewed for credit to your account. Ford Fleet Care Program Headquarters Contact Information: Phone:800-367-3221 Fax:313.390.3555 Email: ffcadmin@ford.com November 2016 FORD FLFE` CARE Save time managing multiple suppliers And vendors for glass repair or replacement* Program provides: • OE approved 15 step installation procedure using fast -cure adhesive for greatest convenience • Carlite'so SoundScreenAcoustic' glass replacement that reduces wind noise, road noise and unwanted sounds. • Regional windshield replacement pricing available at www.fleetcare.ford.com Chip repair available with discount for multiple repairs RI Over 4,000 locations nationwide to service you...or.Jf you prefer, professional mobile installers at your location when you need them • Single point of contact —one number to call • Convenience of centralized billing The National Glass Program authorized installer network features expert, experienced glass installers available for every location. where you need them. Quality installation in the shortest time possible every time. The result is fast, convenient glass replacement and repair. Only OE quality windshield and safety glass products are specified for your vehicle. For optimal enjoyment of your Ford Sync® system, ask for the original OEM Carlite© glass. To make an appointment or schedule an onsite visit, simply call 800-367-3221 (Option 2) *Available in the U.S, only. In Canada glass.service & provided through Ford and ford -Lincoln dealerships Revised-Apd(2016 011$1 FORDRLEETCAFtE NATIONAL GLASS PROGRAM PRICING The Ford Fleet Care Glass Program offers more competitive pricing--. Windshield prices on the Ford Fleet Care Glass Program will be determined by the location where the windshield replacement is performed. States are divided into the following pricing categories: • Windshield installation pricing for tier (1) states is $295.00 plus molding and taxes • Windshield installation pricing for tier (2) states is $345.00 plus molding and taxes CI✓ Windshield installation pricing for tier (3) states is $445 plus molding and taxes d Repair pricing is $70 for the first, $10 for the second, and $10 for the third repair • Pricing for parts that are "Dealer Only" items billed at Dealer List plus $125.00 plus molding and taxes. Q Taxes are predetermined by customer or state law. Moldings, if necessary, are billed at Precision list • Tempered pricing will remain the same at 50% off current NAGS plus $24 Labor and $18 kit. Tier (1) States $295 plus moldina and taxes: Alabama Arizona California Connecticut Iowa Illinois Indiana Kentucky Massachusetts Michigan Missouri Nevada N. Carolina Ohio Oklahoma Pennsylvania Utah Vermont Virginia W. Virginia Tier (2) States $345 plus molding and taxes; Arkansas Colorado Idaho Kansas N. Dakota Nebraska New Mexico Oregon Wyoming Tier (3) States $445 plus molding and taxes: Alaska Hawaii Delaware Florida Georgia Louisiana Maine Maryland New Hampshire New Jersey New York Rhode Island S. Carolina Tennessee Wisconsin Minnesota Mississippi Montana S. Dakota Texas Washington ** Pricing is subject to change with a 30 day notification Revised April2016 FORD FLErRT CARE "Pay-as-you-go" Roadside Assistance Program Ford Fleet Care National Roadside Assistance Program* offers services beyond New Vehicle Limited Warranty and Ford Protect Extended Service Plan Roadside coverage and is available 24 hours a day, 7 clays a week, 365 days a year. On -Site Emergency Roadside Assistance Services: Towing and Winching • Mechanically impaired vehicles will be towed to the nearest Ford or Lincoln Dealership, Quick Lane Tire and Auto Center-, Commercial Vehicle repair facility (i.e., Cummins engine), or fleet repair facility. • Simple winch out or extractions are available. Dealer Service Appointment Assistance • Service appointment reservations can be made for the driver, Delivery of Emergency Fluids • Emergency fluids include fuel, diesel fuel additives, oil, coolant, transmission fluid, power steering fluid, and brake fluid. Quantity of fuel delivery is determined by State and local ordinance. Flat Tire Service includes; • Changing the tire using the vehicles spare tire. • Locating and delivering a comparable tire. • Towing the vehicle to a repair center if necessary. Jump Stark/Battery Boost • Jump-starting the vehicle's drained battery; replacement or tow if necessary. Lockout • Lockout assistance. 9i1 Emergency Dispatches * Available In the U.S. only. **To learn more aboutthe services available through Qulcki-aneTlre &Auto Centersgo to www.quicklaneservice.com Call 800-367-3221 Option #1 for Roadside Assistance July 2017 Roadside Assistance Service Pricing Menu The table below is intended to be a guideline for cost of services. The actual cost of service may vary depending on the size of the vehicle, location, and time required to provide assistance. � {kiZt 3,,m3a � "f �r �. .ye i � �•- � . -T{ y � g :-. Y a ' +t -,1 r. Lockout $ 75.00 $ 95,00 excludes security key programming Tire Change $ 75.00 $ 175.00 includes dual rear wheels Jump Start $ 80.00 $ 135.00 excludes battery charging Fluid/Fuel Delivery $ 100,00 $ 135.00 excludes cost of fluid/fuel Tire Delivery $ 120.00 $ 300.00 excludes cost of the S kry t �f1 Y sl il-L', d C PJ - i flf li"' 121 - i L$4 n6 1 _- ' Winch Out $ 85.00 $ 235.00 within 100 ft. of maintained road Tow to Service $ 95.00 $ I5o.00 excludes storage fees Tow of Trailer $ 135.00 $ 220.0o excludes storage fees Medlum/Heavy Tow to Service' $ 185.00 $ 335.00 excludes storage fees Fleet Administrator Approval: The directions provided by the driver will be followed and documented as authorization for services being provided, The Fleet Care Repair Notification will contain the services provided. A cancellation fee will apply in the event the vehicle is gone on arrival of the service provider or if the request is cancelled after service has been dispatched. 2 Towing of a light passenger vehicle or truck. 3 Towing of a medium or heavy duty truck E/F350 through F750, LCF series truck. Please Note: This Roadside Assistance service is designed to assist customers whose vehicle incurs mechanical . failure or breakdown outside of New Vehicle Limited Warranty or Ford Protect Extended Service Plan Coverage. Someone must be with the vehicle at the time of service. Requests for Fleet Care Enhanced Roadside Assistance must be placed through 1-800-367-3221 option 1. Roadside Assistance provided by Agero. 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I ddess Pleat Vehicla Information Tax Exomp(lon Information Q Yon -Allen tos 0 Yoe-Slmospoalllo /,a- No BadrontobplmvJ Fare AOnIrJ Non — A 01 0 DUn ❑ Enable Non -Ford Volaclo SIIIIua Tax ID4: Online All In ❑ Enable Collins, BllanU Ford FIN Code:^ Af.rd FIN Ceeaend NY�beia aw,aalmd to ooamo prop bNlln>eonJ Tax Exompl$fntos: Additional Information Myconlnil lbe 8lealAtlminlOU a"", lm opinjn lhon"allotll„israio„Miss, l MANo Fottl OmJa eommorQal Llna oJOroJM (aLOD)naouM l�Yos One Aadabaalfarm+mgl„ladt (Oorporolovan,lol,alals (armrr QYon 0No Ilo<aenMo payeNa,mlelo,munloiPeloryondarfalnu ore nnMiaJioba wmplalad. pamelopkido All splepnia(ornnn PoNPlool Colpap iaMlDn. otoot Pa men Op IOJI r^r r..!EFTtEloolronlo Furs TmnsratI hegk First)" Enrollment Send Completed Applications; ' Small; with with VIN lls(In Exe61 spreadsheet(for quicker processing) OR Fax: 313 390.3555 (VIN Ealing may also be Included) IN REVIEW. FORD MOTOR COMPANY RESERVES THE RIGHT TO REQUEST ADDITIONAL INPUNMA11ON. Arnlven ra mnr v< CONTACTED FOR FURTHER PROCESSING, �� L� Authorlmal Representative Name': I� L�_r 1-4 ^I 1"�eOH 19 Dnlo":�_,� PIRW IR'l THE INFORMATION CONTAINED HEREIN 18 inUE AND CORRECT TO THE REST OF MY KNOWLEDGE AND BELIEP, THE FLEET COMPANY LISTED ABOVE UNDERSTANDS AND AG 11ESTOTHE FORD FLREY CARE PROGRAM AGREEMENT PRINTED ON THE BELOW AGREEMENT P OVISIONSECTION, Enrollment Referral Information xln/nrl h.r nnalnn rvF—d Gnn enlalA/C aler Representative ,Ford Repro ntative as er Ip lamp F liepjasett al va elti n Ito a efiar Confect NNaa�mean�a fine mv XX - lanalure Authorlxod Deal Slanaluro 99,or Oslo 8-Mall Aedroes Tole t no um ar Exi. R o Talaphono Numoor �"Eq.-- For more about Ford Fteet Care, Visit p www Reatome ford com or scan this code with your smariphone or tablet device. September 2017 FC8-11666.1 Dear Mr, Martinez, ( I FORDFLEETCARE Ford Motor Company 19855 W. Outer Drive Suite 500 E Dearborn, MI 48124 FORD FLEET CARE ACCOUNT INFORMATION Fleet Code: 014358/00000 Parts Billing Code: QOOOFC14358 Billing Credit Limit: $140,000.00 90 Day 10% Discount Ends April 19, 2018 Congratulations and welcome to the Ford Fleet Care Program. With your enrollment, your company is now eligible to enjoy the benefits of consolidated billing. PLUS your company will receive a 10% discount on parts and services billed within 90 days of program enrollment". *10% discount will be applied for 90 days from program enrollment on services using Ford and Motorcraft brand parts and billed through Ford Fleet Care. Discount excludes tax. Offer is valid for new account enrollments only. This offer can't be combined with any other Ford Motor Company parts rebate or service discount offer. Offer valid in U.S, only. Void where prohibited. Ford Motor Company reserves the right to modify or cancel this offer without prior notice. The program allows you the flexibility to visit a participating Ford and Lincoln Dealer or QuickLane Tire & Auto Center nationwide, and have all invoicing pass to you in a convenient monthly bill. In addition, enrollment includes access to a National Glass Program of over 4.000 vendors, as well as Enhanced Roadside Assistance. Details on all of our available support programs can be found in the enclosed literature as well as on line at www.fleetcare.ford.com. If you haven't already made arrangements for electronic transactions, you may also want to review the information on our Electronic Billing and the Electronic Funds Transfer payment option. It provides a safe, fast payment method and may reduce per -transaction costs. The Ford Fleet Care website is available to help you manage your account. Detailed business reports are available for accounts with a Ford Fleet Identification Number (FIN) and secure web single logon (WSL) ID. To review FIN requirements, or to apply, please select contact us at www.fleetcare.ford.com. You can use these reports for tracking and maintaining a history of your vehicle service repairs or parts purchases. Program terms are outlined in the enclosed Ford Fleet Care Agreement Provisions. Please note service fees are applied to late payments, and disputes need to be submitted in writing within 30 days. Guidelines on disputing billing charges to your account can be viewed online; please refer to th& agreement provisions or to "Billing Disputes - Frequently Asked Questions" at the information tab of the www.fleetcare.ford.com site. Ford Fleet Care is committed to sustaining your vehicle support needs. If you have any questions you can reach us at Ford Fleet Program Headquarters Monday — Friday, 8 30 am — 5,00 pm EST by dialing 800-367-3221 or by emailing us at ffoadmin@ford.com. Don't delay, start saving 10% today! Ford Fleet Program Headquarters FL 70A 08/17/2016