PREPARED BY: JAMES LAUGHTER DATE OF MEETING: 06/15/2026
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO EXECUTE PURCHASE-ORDER DOCUMENTS TO INCREASE ENCUMBRANCE BY $25,000 WITH FUTURE FORD OF CONCORD, IN A TOTAL AMOUNT NOT-TO-EXCEED $75,000 PER FISCAL YEAR, FOR ONGOING POLICE DEPARTMENT VEHICLE MAINTENANCE AND REPAIRS
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Improve Public Safety is an adopted policy item under the FY 2025-27 City Council Priority Work plan, effective April 7, 2025.
BACKGROUND
The Police Department maintains a fleet of marked and unmarked emergency vehicles that operate continuously on a 24-hour, seven-day-a-week basis. A significant portion of the Department’s fleet consists of Ford-manufactured vehicles requiring ongoing maintenance and repair services ranging from routine maintenance to major engine repairs. For the past ten years, the Department has utilized Future Ford of Concord, California as its sole-source provider for Ford vehicle repair and autobody services.
The Department currently maintains an established purchase order with Future Ford in the amount of $50,000. Due to an increase in repair and maintenance needs for the Department’s Ford fleet vehicles during the current fiscal year, expenditures within FY2025-26 are projected to exceed the authorized purchase order limit.
Recommendation
Due to increasing vehicle maintenance and repair needs within the Police Department fleet, staff recommends increasing the existing purchase order with Future Ford of Concord (PO #1873) by $25,000, to ensure sufficient funding is available to support routine maintenance, emergency repairs, and ongoing operational readiness of the Department’s vehicles for services rendered in the current fiscal year. This revision would increase the cumulative FY 2025-26 total of PO #1873 to $75,000, which exceeds the City Manager’s $50,000 purchasing authority under Municipal Code Chapter 3.16, and therefore requires City Council approval.
Staff further requests Council approval to maintain an increased encumbrance limit with Future Ford of Concord for ongoing SPPD fleet vehicle maintenance and repair services, at an amount not-to-exceed $75,000 per fiscal year and subject to funding availability within the Police Department’s annual operating budget.
FISCAL IMPACT
The proposed revision would increase the existing Purchase-Order with Future Ford of Concord (PO #1873) by $25,000, for a total amount not-to-exceed $75,000. The proposed increase will be funded through the Police Department’s existing FY 2025-26 operating budget.
Upon approval, staff will initiate a budget transfer from the Police Department’s Professional Services account (100-2110-43600) to the Vehicle Maintenance account (100-2110-43000), with transferred funds to be encumbered within existing Purchase Order #1873 with Future Ford of Concord for a total FY 2025-26 amount not-to-exceed $75,000.
The encumbrance of funds with Future Ford of Concord in subsequent fiscal years will be allocated, budgeted, and funded through the Police Department’s operating budget.
ATTACHMENTS
Att A. Resolution