Item 5AGENDA ITEM NO.5
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: April 19, 2022
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF PURCHASE OF FLEET VEHICLES USING SOUTH COAST AIR
QUALITY MANAGEMENT DISTRICT (AQMD) FUNDS
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. In accordance with Section 2-333(i)(2) of Division 2 of Article VII of Chapter 2 of the West Covina
Municipal Code, and the findings of the West Covina Finance Department/Purchasing Officer,
waive the formal bidding procedures and requirements set forth in Section 2-333 of the West
Covina Municipal Code in connection with the procurement of eight (8) 2022 Ford Escapes
from Performance Ford West Covina (part of National Auto Fleet Group) through Sourcewell
Contract # 091521-NAF (expires 11/8/2025).
2. Authorize the purchase of a total of eight (8) 2022 Ford Escapes (UOE) SE Plug-in Hybrid FWD,
with amber LED 4 corner strobes vehicles, per specifications, directly from Performance Ford West
Covina for a total of $349,952.32 including taxes and fees, using South Coast Air Quality
Management District funds.
3. Approve the following resolution:
RESOLUTION NO. 2022-30 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST
COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL YEAR
COMMENCING JULY 1, 2021 AND ENDING JUNE 30, 2022 (PURCHASE OF VEHICLES USING
SOUTH COAST AIR QUALITY MANAGEMENT DISTRICT (AQMD) FUNDS)
BACKGROUND:
The Public Services Department — Maintenance Division's Fleet Services Section is responsible for the
maintenance and operations of the City's general motor fleet, which includes all vehicles to support the
Maintenance Division, Community Services, City Hall Administration, and Community Development, and
assists the Police and Fire Departments with their distinctive motor fleets.
The City of West Covina receives funds from the State Department of Motor Vehicles through the South
Coast Air Quality Management District (AQMD). The funds are provided annually for the purpose of
improving air quality through eligible emission reduction programs. Over the past few years, these funds
as well as other funding sources have been used by the Fleet Services Section to replace older vehicles
in the City's fleet with newer vehicles. AQMD funds are specifically designated to purchase low -emission
vehicles that meet the requirements for the use of funds.
DISCUSSION:
The Fleet Services Section is continuing the process of replacing older vehicles using AQMD funds with
environmentally clean cars that will be used throughout the City in various departments. The proposed
eight (8) Ford Escape Hybrids will replace vehicles in the Fleet that are no longer operational while
others are very close to the end of their life -cycle.
The vehicles will be utilized by various departments, including Public Services in the Community Services
divisions (to make food deliveries to the seniors within the City), and in the Community Development
Department in the Code Enforcement and Planning Divisions. Code Enforcement requires additional
vehicles for the additional staff hired and planning requires a vehicle to conduct inspections.
Pursuant to Section 2-333(i)(2) of Division 2 of Article VII of Chapter 2 of the West Covina Municipal
Code, formal contract procedures may be waived when the successful bidder for a contract with another
county, city, special district or other local agency makes the same written bid to the City, and the
Purchasing Officer finds that the other local agency originally obtained the bid pursuant to formal contract
procedures at least as rigorous as those of the City. The Purchasing Division has verified that the
Sourcewell contract with National Auto Fleet Group meets all requirements set forth in Section
2-333(i)(2) of the West Covina Municipal Code and therefore formal contract procedures may be waived.
LEGAL REVIEW:
The City Attorney's Office has reviewed the resolution and approved it as to form.
OPTIONS:
The City Council has the following options:
1. Approve Staffs recommendation; or
2. Provide alternative direction.
Fiscal Impact
FISCAL IMPACT:
The purchase of these vehicles was not included in the FY 2021-22 Budget; however, funding is
available from the South Coast Air Quality Management District (AQMD) fund which currently has an
available fund balance over $500,000. Included with this item is a budget amendment requesting to
appropriate these funds.
Fund Name
Account No.
Budget*
Amount
119 AQMD
119.80.7008.7170
$350,00
$349,95
Total
$350,0001
$349,952
* Pending approval of attached resolution and budget amendment.
Attachments
Attachment No. 1 - National Auto Fleet Group Quote
Attachment No. 2 - Resolution No. 2022-30 (Budget Amendment)
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Enhance City Image and Effectiveness
Achieve Fiscal Sustainability and Financial Stability
ATTACHMENT NO. 1
3/1 /22, 9:15 AM Sell, service, and deliver letter
i National Auto Fleet Group
>� A Olrlilo[ et CM1rrra b[ ar Wo[aa.rl0r
490 Auto Center Drive, Watsonville, CA 95076
(0551 289-6572 [ 1831) 480-8497 Fox
F l sett Nati on a l AutoF l e etGro up. com
2/28/2022
3/1/2022 Re -Configured
Quote ID: 19743 R2
Order Cut Off Date: TBA
Mr David Branconier
City of West Covina
1444 West Garvey Ave
West Covina, California, 91790
Dear David Branconier,
National Auto Fleet Group is pleased
to quote the following vehicle(s) for your consideration.
Eight (8) New/Unused (2022 Ford
Escape (UOE) SE Plug -In Hybrid FWD, Amber LED 4 Corner Strobes &
Vehicle Handling Fee $398.00) and delivered to your specified location, each for
One Unit One Unit Total % Extended Total
(MSRP) Savings Unit's (8) Savings
Contract Price
$36,405.00 $35,562.90 2.313 $284,503.20 $6,736.80
Amber LED 4 Corner Strobes
$4,378.00 $4,378.00 $35,024.00
& Vehicle Handling Fee $398.00
Tax (9.5000 %)
$3,794.39 $30,355.12
Tire fee
$8.75 $70.00
Total
$43.744.04 $349,952.32
- per the attached specifications.
This vehicle(s) is available under the Sourcewell Contract 091521-NAF . Please reference this Contract number on
all purchase orders to National Auto Fleet Group. Payment terms are Net 20 days after receipt of vehicle.
Thank you in advance for your consideration. Should you have any questions, please do not hesitate to call.
Sincerely,
Jesse Cooper
Account Manager
Email: Fleet@NationalAutoFleetGroup.com
Office: (855) 289-6572
Fox:(831)480 8407
CIE1n101ET
Quoting Department
Account Manager
Fleet@NationalAutoFleetGroup.com
(855)289-6572
TOYOTA
0MC
https:llw .nationalautofeetgroup.com/OrderRequestISSDPrintil9743?v =true&se=true&ssdType=OuickQuote 3/10
ATTACHMENT NO.2
RESOLUTION NO.2022-30
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET
AMENDMENT FOR THE FISCAL YEAR COMMENCING
DULY 1, 2021 AND ENDING NNE 30, 2022 (PURCHASE OF
VEHICLES USING SOUTH COAST AIR QUALITY
MANAGEMENT DISTRICT (AQMD) FUNDS)
WHEREAS, the City Manager, on or about May 18, 2021, submitted to the City Council
a proposed budget for the appropriation and expenditure of funds for the City for West Covina for
Fiscal Year 2021-22; and
WHEREAS, following duly given notice and prior to budget adoption, the City Council
held public meetings, considered and evaluated all comments, and on June 15, 2021 adopted a
budget for the fiscal year commencing July 1, 2021 and ending June 30, 2022; and
WHEREAS, amendments must periodically be made to the budget to conform to changed
circumstances following adoption of the budget.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA,
CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves Budget Amendment No. 48, attached
hereto as Exhibit A, related to South Coast Air Quality Management District (AQMD) funds.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall enter
the same in the book of original resolutions and it shall become effective immediately.
APPROVED AND ADOPTED this 19th day of April, 2022.
APPROVED AS TO FORM
Thomas P. Duarte
City Attorney
Dario Castellanos
Mayor
ATTEST
Lisa Sherrick
Assistant City Clerk
I, LISA SBERRICK, Assistant City Clerk of the City of West Covina, California, do
hereby certify that the foregoing Resolution No. 2022-30 was duly adopted by the City Council of
the City of West Covina, California, at a regular meeting thereof held on the 19th day of April
2022, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Sherrick
Assistant City Clerk
EXHIBIT A
BUDGET AMENDMENT
EXHIBIT A
CITY OF WEST COVINA
BUDGET AMENDMENT
Date:
3/22/2022
Requested by:
Mike Cresap
Dept/Div:
Public Services - Maint Division
Fleet Services Section
EXPENDITURES
BA # 48
Posted By:
Date Posted:
Fiscal Year: 21-22
Amount: $350,000.00
Description: Amendment required to
purchase new fleet vehicles.
Account Number
Dept/Account Description
Current Budget
Proposed
Amendment
Amended Budget
119.80.7008.7170
Vehicles & Mobile Equipment
-
350 000.00
350 000.00
-
350 000.00
350 000.00
REVENUES
Account Number
Account Description
Current Budget
Proposed
Amendment
Amended Budget
REASON/JUSTIFICATION (Please be specific)
Amendment needed to purchase fleet vehicles.
APPROVALS
City Council Approval Date (if required, attach minutes): 4/19/2022 ❑ Approval Not Required
Dept Head Approval:
Date:
Finance Director: Date:
Funds Available? ❑ Yes ❑No
City Manager: Date:
(if over $100,000)
❑ Approved ❑ Denied