CITY COUNCIL AGENDA REPORT
200 S. Anaheim Blvd.
Suite #620
Anaheim, CA 92805
Tel: (714) 765-5110
Fax: (714) 765-5288
www.anaheim.net
City of Anaheim
DEPARTMENT OF FINANCE
DATE: AUGUST 12, 2025
FROM: FINANCE DEPARTMENT
SUBJECT: AUTHORIZE VEHICLE AND EQUIPMENT PURCHASES FOR
FISCAL YEAR 2025-26
ATTACHMENT (Y/N): YES ITEM # 10 GOVERNMENT CODE § 84308 APPLIES: NO
RECOMMENDATION:
That the City Council, by Motion:
1. Authorize the Purchasing Agent to issue purchase orders, up to a total not-to-exceed amount of $15,547,883 plus applicable taxes, which includes a 20% contingency, for various City vehicles and equipment described herein for the 2025-26 fiscal year; and
2. Ratify a purchase order issued in May to PFVT Motors, LLC in the amount of $1,374,936.24 for 24 Police vehicles that are part of the FY 2025-26 plan to take advantage of existing pricing and the dealer’s open purchasing window; and
3. Authorize the Purchasing Agent to issue purchase order(s) in an amount not to exceed $2,548,000 for Police patrol vehicles during the 2026 “order bank” period that may precede approval of the FY 2026/27 vehicle and equipment purchase plan.
DISCUSSION:
Each fiscal year, the City follows established guidelines to plan for the replacement of vehicles and equipment. Factors considered in the replacement process include high mileage, vehicle age, maintenance costs, operational hours, service history, safety concerns, and normal life expectancy. The goal is to maximize each vehicle’s useful life, while minimizing lifetime cost.
For the 2025-26 fiscal year, a total of 136 vehicles are included in the purchase plan for vehicles and equipment scheduled for replacement. The first page of the vehicle list marked “Fleet Funded” are for those vehicles being centrally funded by the Public Works Motorized Equipment fund. These vehicles, totaling 113, cover the following departments: Community Services, Police, Anaheim Fire & Rescue, Planning & Building, Convention, Sports & Entertainment, Housing & Community Development, and Public Works. The second page of the vehicle list marked “Department Funded” includes a total Authorize Vehicle and Equipment Purchases for Fiscal Year 2025-26 August 12, 2025
of 23 vehicles to be purchased using funds from the respective departments including Police, Public Works, and Public Utilities. The following table shows a summary of vehicles by type:
Qty % of Fleet Amt Qty Amt Qty Amt
Utility Cart 3 6% 91,650$ 2 50,000$ 5 141,650$
Sedan 29 25% 1,496,300 29 1,496,300
Pickup/Small SUV/Specialty Truck 39 16% 2,236,500 11 742,254 50 2,978,754 Passenger/Utility Van 3 14% 135,000 1 60,000 4 195,000
Police Motorcycle 6 19% 222,000 6 222,000
Patrol/Police Vehicle 24 13% 1,374,936 24 1,374,936
Police/Fire Command Vehicles 5 16% 458,000 5 458,000
Fire Apparatus 2 10% 2,940,054 2 2,940,054
Heavy Equipment 2 50% 343,000 9 3,952,655 11 4,295,655
Total 113 9,297,440$ 23 4,804,909$ 136 14,102,349$
2,820,470
16,922,819$
Total
20% Contingency
Grand Total
Fleet Funded Department FundedVehicle Type
Consideration of vehicle delivery time has been included in the plan; some specialty vehicles have a turnaround time of 24–48 months. In recognition of these extended lead times, the department proactively forecasts needs and places orders well in advance to ensure timely delivery that aligns with each vehicle’s scheduled replacement based on its life expectancy.
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 that 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 2025-26 budget. In the event of new regulations, changing business needs, or subsequent budget adjustments, staff requests the City Council authorize the 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 that actual requirements exceed the not-to-exceed amount stated above, staff will bring a request for additional authority back to the Council before making additional purchases.
Additionally, staff respectfully requests that the City Council authorize the Purchasing Agent to proceed with ordering the FY 2026-27 Police Interceptor Units (PIUs), or comparable patrol vehicles, during the limited “order bank” period in early 2026. This proactive step is critical to securing both the required quantity and favorable pricing of these high-demand vehicles. By acting early, we can guarantee that vehicle availability and budgeted costs are preserved, preventing costly delays in the replacement schedule and ensuring uninterrupted operational readiness for our Police Department.
Authorize Vehicle and Equipment Purchases for Fiscal Year 2025-26 August 12, 2025
IMPACT ON BUDGET:
Funding for the centralized fleet purchases is included in the FY 2025-26 budget for the Public Works Department’s Fleet & Facilities Motorized Equipment Fund. Funding for the department- funded purchases is included in the respective departments’ budgets and is largely supported by enterprise funds.
Respectfully submitted, Concurred by, Debbie Moreno Rudy Emami
Finance Director/City Treasurer Public Works Director Attachment:
1. Vehicle Purchase List FY 2025-26