200 S. Anaheim Blvd.
Suite #276
Anaheim, CA 92805
Tel: (714) 765-5460
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
FINANCE DEPARTMENT
DATE: JULY 16, 2024
FROM: FINANCE DEPARTMENT
SUBJECT: AUTHORIZE VEHICLE PURCHASES FOR FISCAL YEAR
2024-2025
ATTACHMENT (Y/N): YES ITEM # 06
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion, authorize the Purchasing Agent to issue purchase orders, in a total amount not-to-exceed $15,920,652 plus applicable taxes, for various City vehicles described herein for the 2024-25 fiscal year.
DISCUSSION:
Each fiscal year there is a planned replacement for vehicles and equipment throughout the City under established guidelines. Factors considered in the replacement of vehicles include excessive mileage, age, maintenance costs, unit hours, maintenance history, safety, and normal life expectancy.
For the 2024-2025 fiscal year, a total of 132 vehicles are included in the purchase plan for vehicles and equipment scheduled for replacement, both to meet additional needs and to meet state emissions requirements. The first page of the vehicle list marked “Fleet Funded” are for those vehicles being centrally funded by the Public Works Motorized Equipment fund. These vehicles totaling 98 cover the following departments: Human Resources, Community Services, Police, Anaheim Fire & Rescue, Planning, Convention Center, Housing and Community Development, and Public Works. Of the total number of items scheduled for purchase, 34 vehicles are directly funded by each respective department.
This plan also includes the acceleration of a Fire Hazmat Rig scheduled for replacement in 2025. Ongoing supply chain challenges have severely affected production with the manufacturer. Authorizing this order now will ensure the production of the vehicles as soon as possible. The delivery time for this vehicle is estimated to take up to 45 months.
Vehicle specifications will emphasize “greening” of the fleet, meaning the vehicle engine specifications will include, when possible, consideration for alternative fueled vehicles and those with exceptional fuel efficiency. The expected outcome is lower fuel and vehicle maintenance costs, resulting in reduced internal costs for departments.
Authorize Vehicle Purchases for Fiscal Year 2024-2025
July 16, 2024
The Purchasing Division will solicit bids and/or evaluate available cooperative agreements to determine the best method to acquire the equipment and vehicles identified on the attached lists in accordance with Council Policy 4.0. To expedite the purchases, it is recommended that the Purchasing Agent be authorized to issue purchase orders to the successful vendor(s) immediately after evaluation of the bids and agreements, rather than having to return to City Council for approval of the individual awards. In the unlikely event any of the equipment listed is found to be limited to a single source, the Purchasing Agent will verify and document the reasons for the sole source prior to purchase.
The attached equipment list represents the purchases planned at the time of the adoption of the FY 2024-25 budget. In the event of changing business needs or subsequent budget adjustments, staff requests Council authorize the Fleet Manager and/or Purchasing Agent to make substitutions in the type and/or quantity of these vehicles, as needed, in accordance with changing business needs and available budget appropriations. In the event actual requirements exceed the not to exceed amount stated above, staff will bring a request for additional appropriations back to Council before making additional purchases.
IMPACT ON BUDGET:
Funding for the centralized fleet purchases has been included in the adopted budget for the Public Works Department’s Fleet & Facilities Motorized Equipment Fund for FY 2024-25. Funding for the department-funded purchases is included in various FY 2024- 25 adopted budgets for each listed department.
Respectfully submitted, Concurred by,
John Vasquez Rudy Emami
Acting Purchasing Agent Director of Public Works
Attachment:
1. Vehicle Purchase List FY 2024-25