CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 25-283, Ford Automotive Parts & Supplies, to Ford Motor Company for an amount not to exceed $550,000 and for a three-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works – Fleet Services Division is responsible for repairs and maintenance of the City’s fleet of more than 240 Ford vehicles. It is important to use original equipment manufacturer (OEM) replacement parts for some components.
The City Council awarded Contract 22-197, Ford Automotive Parts & Supplies, to Ford Motor Company on June 21, 2022, for an amount not to exceed $235,000 and for a 2.5-year term from July 1, 2022, through December 14, 2024.
In 2024, the City Council awarded two change orders, resulting in a total award of $490,000 and extending the contract term to December 14, 2025.
DISCUSSION:
The percentage of Ford vehicles in the City’s fleet continues to increase as we standardize both Police Department and Fire Department vehicles to Ford models. This standardization reduces ancillary costs, including diagnostic tools and training. It also provides operational consistency for City departments. Staff anticipate Ford parts spending to increase due to the larger number of Ford vehicles, an increase in some component costs, and tariffs.
Sourcewell recently awarded Contract 080124-FMC, which replaces the prior contract. The new contract is valid through November 14, 2028.
Staff recommends an award of $550,000 and for a three-year term from date of award through November 14, 2028.
FISCAL IMPACT:
CIP#: N/A
Ford automotive parts and supplies are expensed to the Equipment Parts and Operating Supplies accounts listed below. Public Works included $932,000 in their 2025 budget for equipment parts and an additional $109,100 for various fleet supplies. The award requested is within the amount budgeted for this expense. Staff will ensure sufficient funding is included in future budgets to support the out years associated with this award.
|
Accounts |
Fund Description |
Budget Amount |
|
31351100-541402 |
General Fund |
$932,000 |
|
31351100-541407 |
General Fund |
$109,100 |