Item 8 - RATIFICATION OF ADDITIONAL VEHICLE REPAIR EXPENDITURES FOR FISCAL YEAR 2021-2022 AND APPROVAL OF BLANKET PURCHASE ORDER FOR FORD FLEET CARE BILLING PROGRAM FOR FISCAL YEAR 2022-23AGENDA ITEM NO.8
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: August 16, 2022
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: RATIFICATION OF ADDITIONAL VEHICLE REPAIR EXPENDITURES FOR FISCAL
YEAR 2021-22 AND APPROVAL OF BLANKET PURCHASE ORDER FOR FORD FLEET
CARE BILLING PROGRAM FOR FISCAL YEAR 2022-23
RECOMMENDATION:
It is recommended that the City Council:
1. Ratify the additional expenditures for vehicle repairs for Fiscal Year 2021-22 in the amount of
$93,603; and
2. Authorize a blanket purchase order for the Ford Fleet Care Program for Fiscal Year 2022-23 not to
exceed the budget allocation for vehicle repairs in Fund 365, Fleet Management.
BACKGROUND:
In January of 2017, the City began using Ford Fleet Care, a credit line through Ford Motor Company that
can be used at any Ford dealership for parts and service. Because the City fleet consists of mostly Ford
vehicles that are still covered under manufacturer's warranty, the vehicles must go to an authorized Ford
dealer for repair.
Dealerships that bill through Ford Fleet Care can repair most of the City's Ford and non -Ford vehicles.
The City fleet consists of 46 non -Ford Vehicles and 110 Ford Vehicles, most of which are Police and
Maintenance Department vehicles that are under warranty. The City uses various Ford vendors for City
fleet repairs (i.e. Ford of West Covina and Puente Hills Ford).
DISCUSSION:
The City participates in the various programs offered through the Sourcewell Cooperative Purchasing
Agreement with Ford (#101520-FMXC expiring December 14, 2024) that includes the Ford Pro National
Parts Discount Program and Ford Fleet Advantage Program that provides the ability to purchase vehicles
at the fleet discount rate. The City utilizes Ford Fleet Care to self -manage its fleet of vehicles with
monthly single consolidated invoices replacing the multiple repair orders or part invoices, ensuring that
all discounts are applied. 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.
For FY 2019-20, the City Council approved the purchase order in the amount of $200,000, with the actual
expenditures totaling $195,509. For FY 2020-21, City Council approved the purchase order in the
amount $200,000 with actual expenditures of $170,551.
For FY 2021-22, the City Council -approved budget was $200,000, with actual expenditures totaling
$293,603 for repairs to its fleet vehicles through the Ford Fleet Care. This was a result of the additional
employees hired in the Code Enforcement and Maintenance divisions as part of the approved FY
2021-22 budget, as well as the required maintenance that had been deferred. Staff is requesting
ratification of the additional expenditures for FY 2021-22. A budget amendment is not required as there
were sufficient funds for these additional expenditures.
For FY 2022-23, staff is requesting that the City Council approve a blanket purchase order for Ford Fleet
not to exceed the budget allocation for vehicle repairs in Fund 365, Fleet Management.
OPTIONS:
1. Adopt staff's recommendation.
2. Provide alternative direction.
Prepared by: Renee M. G. Chavez
Fiscal Impact
FISCAL IMPACT:
For FY2021-22, a budget amendment is not required as there were sufficient funds for the additional
expenditures.
Funds are budgeted for FY 2022-23 under the Fleet Management account number 365.61.4170.6329;
thus, no appropriation is required.
Account No.
Account Name FY2021-22 Budget
FY2022-23 Budget
365.61.4170.6329
Other Sublet Repairs $458,700
$502,000
Total $458,700
$502,000
Attachments
ATTACHMENT NO. 1 - FORD FLEET AGREEMENT
ATTACHMENT NO. 2. - FORD FLEET CARE BROCHURE
ATTACHMENT NO. 3. - SOURCEWELL COOOPERATIVE AGREEMENT - FORD
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Enhance City Image and Effectiveness
Achieve Fiscal Sustainability and Financial Stability
J d�cnwnll'`Ndmeer ."'
:; QfjiS0�G14358
FORD FARM
Covina, CA '91790
Dear Mr. Martinez,
FORD FLEET CARE ACCOUNT INFORMATION
Fleet Code: 014358/00000
Parts Billing Code: Q000F014368
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.00m. 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 the 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 ffcadmin@ford.corn.
Don't delay, start saving 10% todayl
Ford Fleet Program Headquarters
FL 70A
08/17/2016
Ford Fleet Care Program Agreement
DEFINITION OF FORD MOTOR COMPANY ("FORD") FORD FLEET CARE CONSOLIDATED BILLING AND PARTS PURCHASE PROGRAM. Acceptance into the Ford
Fleet Care Consolidated Billing and Parts Purchase Programs is at the sole discretion of Ford. Additional information (such as corporate, vender or state forms) may be
required prior to enrollment. Upon acceptance into the Ford Fleet Care Consolidated Billing Program or Ford Fleet Care Parts Purchase Program, Ford will establish a
billing account and pay participating Ford or Lincoln dealerships, Quick Lane Tire & Auto Centers or any Ford authorized program service provider in the USA or Ford and
Ford -Lincoln dealerships or Quick Lane Tire & Auto Centres in Canada (collectively referred to as "Ford Fleet Care Service Providers") for repair, maintenance service, parts
or accessories, Ford Protect Extended Service Plans, Rotunda shop equipment, or Ford Fleet Training purchases on behalf of the approved fleet company ("Fleet
Company") in accordance with the Ford Fleet Care Program Agreement provisions set out herein.
WHERE TO GO FOR SERVICE OR PARTS PURCHASES. All Ford Fleet Care Service Providers can perform repairs or maintenance services under the terms of the Ford
Fleet Care Consolidated Billing Program. Parts may be purchased under the terms of the Ford Fleet Care Parts Purchase Program from all participating Ford or Lincoln
dealerships in the USA or Ford and Ford -Lincoln dealerships in Canada. Certain parts or services may not be available for non -Ford vehicles. Motorcraft brand parts and
fluids may be available from participating Ford Authorized Distributors.
ELIGIBILITY AND AGREEMENT PERIOD. Eligibility for the Ford Fleet Care Consolidated Billing Program is in effect from the issue date of the Ford Fleet Care Program
acceptance letter, and is valid for the duration of the fleet company's enrollment in the Program. Eligibility for the Ford Fleet Care Parts Purchase Program is in effect from
the issue date of the Parts Purchase membership card and is valid for the duration of the Fleet Company's enrollment in the Ford Fleet Care Parts Purchase Program.
Enrollment for both programs is renewed annually with then current provisions, unless notified and agreed tootherwise. Ford Fleet Care billing services may not be used
for non- Ford vehicle components and/or operating systems on vehicles not owned, leased and operated by the approved fleet company, including Ford Qualified Vehicle
Modifiers.
PROGRAM CREDIT LIMIT AND MAXIMUM AUTHORIZED REPAIR AMOUNT.
Credit Limit: Am aximum credit limit will be established for the Fleet Company based on a credit history evaluation and vehicle enrollment. Credit limits maybe adjusted
(increased/decreased) based on program activity and vehicles enrolled. Services or purchases that exceed the Fleet Company's credit limit may result in suspension of
Ford Fleet Care billing privileges. As a result, additional services or purchases may be denied until payment has been made. Requests for credit limit increase may be sent
in writing to Ford Fleet Care Administration at the correspondence address identified below.
Ford Fleet Care Consolidated Billing Program: Should the total cost of repairs exceed the authorized limit, the Ford Fleet Care Service Provider will contact the Fleet
Company for authorization, which shall be evidenced by the issuance of a purchase order or approval number, prior to proceeding with the repair. The authorization
limit is set by the Fleet Company at the time of enrollment as Repair Prior Approval and generally will not exceed$500.00. The authorization limit may be modified
at Ford's sole discretion by submission of a written request to the correspondence address below at a later date. Repairs that are less than the authorization limit are
deemed to be authorized repairs. The Fleet Company is responsible for payment of all authorized repairs.
Ford Fleet Care Parts Purchase Program: All parts purchases shall require authorization for purchase from the Fleet Company, which shall be evidenced by the
issuance of a purchase order or approval number. The Fleet Company is responsible for payment on all authorized parts purchases.
FORD FLEET CARE NATIONAL PROGRAMS. Ford Fleet Care may offer national programs as part of the Consolidated Billing program, such as Glass and Roadside programs
(available only in the U.S.). The Fleet Company is automatically enrolled in Ford Fleet Care national programs as they become available. Services provided under the Ford
Fleet Care national programs do not require prior approval from the Fleet Company, even if the charges exceed the established maximum authorized repair amount.
Additional information is available at www.fleetcare.ford.com.
ACCOUNT RESPONSIBILITIES FOR SERVICE AND MAINTENANCE OR PARTS PURCHASES. The Fleet Company is responsible for ensuring that: (1) Tax Exempt
information, if applicable, is provided at time of service or purchase. (2) The requested work has been completed orthe required part(s) have been received, (3)
The repair or purchase order contains the correct name, VIN or account code, odometer reading and repair or purchase date and (4) The repair or purchase order is
signed and dated or otherwise documented and a copy is retained forthe Fleet Company's records. (5) VIN enrollment is accurate and additions and deletions are required
in a timely basis. Failure to do so may result in charges on vehicles no longer owned or operated by the fleet.
STATEMENT OF ACCOUNT, INVOICE AND SUMMARY. Each billing period, Ford will post online or send the Fleet Company a summary and detail of individual
charges, an invoice tallying monthly charges and a statement of account that includes billing and payment activity from the previous billing period. Online billing
documents are available at www.fleetcare.ford.com. Documents without billing charges are not posted online or sent to the Fleet Company.
FOREIGN EXCHANGE. USA/Canadian currency exchange will be calculated based on the Ford bookkeeping rate at the time of the repair or parts purchase, as the
case may be, with no service fees charged.
CHARGES AND FEES. Ford will bill the fleet company for their authorized repairs and services (including Prior Approval repair values) not covered by the New Vehicle
Limited Warranty, Ford Protect Extended Service Plan (ESP), or other Ford program, and for parts and products purchased using an assigned Ford Fleet Care billing account
number. Approved deviations from the standard services outlined in this agreement may result in additional charges to the Fleet Company's account. Service requests
that may cause additional charges may include, but are not limited to: Requests for customized data reports, billing reprint requests, alternative billing services (i.e. EDI,
third party billing services) or express mailing of billing documentation. Additionally, approved payment terms extended beyond net thirty days may result in additional
charges.
Page 3 Revision Date: 11/26/2019 FSOFFCUS-19
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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":�_,�
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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
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September 2017 FC8-11666.1
Attachment No. 2
FORD FLEET CARE
n rr vwIt MR
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� I FORD FLEET CARE
FORD PARTS
Ford Parts provides original equipment design
and fit for your Ford and Lincoln vehicles to
help restore new -vehicle -like performance
and reliability. Plus, all Ford parts are backed
by Ford Motor Company and built with the
engineering expertise from a manufacturer
with more than 100 years of experience.
El
The name says quality, dependability, and
performance. Motorcraft® parts are designed
specifically for Ford and Lincoln vehicles and
have undergone extensive laboratory and
on -road testing. Our comprehensive product
line is built to maximize the performance of
Ford and Lincoln vehicles.
A trusted relationship just got better.
Omnicraff" is the newest member of the
Ford family of parts, offering affordable,
reliable parts designed for non -Ford repairs.
With more than a century of parts heritage
to build upon, Omnicraft is a quality choice for
your business. Now available along with Ford
and Motorcraft® parts for one -stop shopping
at your Ford Dealer.
2
Ford Fleet Care is a parts and service consolidated billing program, offered without administrative
fees, to commercial fleets who choose to self -manage their fleet of vehicles. The program allows
you to make a single monthly payment on behalf of your entire fleet for vehicle service and part
purchases - helping you reduce administrative time and cost.
The program is available through Ford and Lincoln dealerships and Quick Lane Tire and Auto
Centers throughout the United States and Canada.
Card less/Cashless Convenience
• No need for drivers to carry a credit
card or cash
Ford and Lincoln dealers able to verify
vehicle enrollment in program
Reduced Administration and Cost
All -Make Billing Solution
• Ford and Lincoln vehicles
Non -Ford vehicles and trailers
Additional Vehicle Service Programs*
National glass program
OEM windshield replacement and repair
Consolidated monthly invoice replaces multiple provided through mobile service with OEM
repair orders or part purchase invoices
• Ability to make a single payment on behalf of
your entire fleet
• No enrollment or administrative fees
• Access to online business reports
Controlled Spending Limits
• Establish prior approval spending limit
• Ford and Lincoln dealers able to view your
preset spending limit and contact you for
specifications
Enhanced roadside assistance
Offers services beyond New Vehicle Limited
Warranty and Ford Protect extended service
plan roadside coverages
* Available in the U.S. only. Prior approval is not available.
purchase order approval
Learn more. Apply today.
3.
Visit the Ford Fleet Care website at fleetcare.ford.com or scan this code
with your smartphone.
... Message and data rates apply.
VEHICLE MAINTENANCE AND SERVICE
Consolidated service billing documents provide a summary
of your vehicle maintenance and service events in an
easy -to -read format.
Consolidated Invoice
Compiles total amount due for the billing period:
• Replaces multiple dealership invoices
• Helps save processing time
Repair Notification Summary
Summarizes vehicle service events charged during
the billing period:
• Vehicle Identification Number (VIN)
• Fleet unit number (when provided)
• Fleet prior approval code
• Servicing location
• Repair mileage
• Dealership repair order number
Repair Notification
Provides details of individual dealership repair orders
in an easy -to -read format that includes:
Billing location
Service provider
• Vehicle data, including VIN and your assigned unit number
• Description of performed repairs, including parts and labor
• Condition code — describes the condition of the replaced part
FORD, MOTORCRAFTO AND OMNICRAFT'"
PARTS PURCHASES
The Parts Purchase Billing Program extends the same consolidated
billing convenience from the dealership's Service Department to the
dealership's Parts Department. And can be utilized as stand-alone
billing or combined with service billing.
Features include:
A dedicated parts account code and card issued for your convenience
Authorization by your designated company representative
The ability to order parts on fordparts.com and bill to your Ford Fleet
Care account
Consolidated Invoice
Compiles total amount due for the billing period:
• Replaces multiple dealership invoices
• Helps save processing time
Purchase Notification Summary
Summarizes parts purchases charged during the billing period and includes:
• Your Ford Fleet Care account code
• Prior approval code
• Purchase location
Purchase Notification
Provides details of individual dealership parts purchase orders
in an easy -to -read format that includes:
Billing location • Service provider comments
Service provider • Part code and quantity purchased
Unit price
4
Online Reports*
Online business reports are available to fleets with
an active Ford FIN code at no additional cost.
• Fleet Business Report
• Maintenance Report
• Vehicle Repair Analysis Report
• Parts Purchase Report
MyFleetCare Management Tool*
View and manage account information in
one convenient location.
• View current account balance
• Edit account information
• Manage actively enrolled vehicles
• Review invoices and pending purchases
• Enroll for additional Ford Fleet Care programs
■,
To register for Ford Fleet Care Online Reporting, visit fleetcare.ford.com
or contact Ford Fleet Care at 1-800-367-3221.
*Requires Fleet Identification Number (FIN). For information on obtaining a FIN, visit fleet.ford.com
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SERVICE DESIGNED FOR YOUR FLEET
Quick Lane Tire & Auto Center
To locate the nearest Quick Lane Tire & Auto Center visit quicklane.com.
Quick Lane Tire & Auto Centers perform scheduled maintenance and light repair work on all
makes and models using Motorcraft® and other quality parts at competitive prices.
• Oil change and essential maintenance
• Brake inspections and repairs
• Alignments
• Shocks and struts
• Air conditioning services
• Belts and hoses
• Wiper blades
• Alternators
• Suspension and steering
• Name -brand tires
• Safety inspections
• Battery test and replacement
• Minor engine tune-ups
• Vehicle Check -Up (VCU) report
• Lamps and bulbs
• Cooling system maintenance
• Transmission service
4 I FordParts.com
ORDER YOUR
PARTS ONLINE
Create an account
Order Ford, Motorcraft®
Omnicraft' parts and
Ford accessories
Search for part by part number,
vehicle model or VIN
Find a local dealer
Reach out to our experts with
live chat supports
See your Ford or Lincoln dealership or Ford
Authorized Distributor for 2-year/unlimited
miles Service Part Warranty information
with no commercial exceptions.
Limited labor costs.
See seller for limited
warranty details.
Limited labor costs. See
seller for limited warranty
details. Motorcraft® is a
registered trademark
of Ford Motor Company.
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Find
The Right
Part
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For a general search with anew vehicle
Your Vehicle
use this
function;
however, for the most accurate
results we recommend
using
VIN when
ordering parts.
Reach Out To Our Experts
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For more information:
Phone
Ford Fleet Care Roadside Assistance (United States):1-800-367-3221 #1
Ford Fleet Care National Glass Program (United States):1-800-367-3221 #2
Ford Business Assistance Center:l-800-34-Fleet (1-800-343-5338)
Ford Protect Extended Service Plans:1-800-521-4144
Ford Powertrain Hotline:1-800-392-7946
Owner Guides/Shop Manuals Order Department:1-800-782-4356
Online
Ford Fleet: fleet.ford.com
Ford Parts: fordparts.com
Ford Protect Extended Service Plans: ford protect.ford.com
Ford Commercial Vehicle Center Dealer Directory: fordcommercialvehiclecenter.com
Quick Lanee Tire & Auto Center: quicklane.com
FCS-35541-19 To order additional copies, please call1-800-367-3221 or order online at fleetcare.ford.com
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Attachment No. 3
Sourcewell 70-0 Cooperative Purchasing - Services & Programs , News 4
Fo rd
Automotive Parts & Supplies
p101520-FMC
Maturity Date: 12/14/2024
Products & Services Products& Services
Contract Documents Sourcewell contract 101520-FMC gives access to the following types of goods and services:
• Ford genuine parts
Pricing
= Ford Rotunda program -tools&equipment
Contact information
• Ford Authorized - Motorcraft OE aftermarket parts
Buy Sourcewell = Ford&Motorcraft-bulk fluids&lubricants
Omnicraft - competitive make aftermarket parts
Quick Lane - tire & auto service centers
Ford quality fleet care centralized billing program
Ford extended service plan
Ford & Lincoln authorized repair shop service
Parts inventory management training
Third -party collaborations for vendor inventory
Ford Fleet national maintenance pricing program