ADMINISTRATIVE REPORT
MEETING DATE: January 22, 2025 AGENDA CATEGORY: Consent - Resolutions TO: Honorable Mayor and City Council
FROM: Randy McKeegan, Finance Director
DATE: January 14, 2025
SUBJECT: Dispense with bidding and appropriate funds for the purchase of a hybrid crossover for the Recreation and Parks Department. (Unbudgeted)
1. Resolution determining a Toyota RAV4 hybrid crossover can most efficiently be obtained through cooperative procurement bidding procedures from Freeway Toyota and authorizing the Finance Director to dispense with bidding thereof, not to exceed $34,955 for the Recreation and Parks Department.
2. Appropriate $34,955 Equipment Management Fund balance to the Public Works Operating Budget within the Equipment Management Fund.
RECOMMENDATION:
Staff recommend adoption of the resolution and approval of the appropriation and purchase.
BACKGROUND:
This unbudgeted purchase of a Toyota RAV4 hybrid crossover, which was previously approved by staff, will replace a unit in need of significant repairs. Fleet staff have determined that the cost of repairs exceeds the unit's value, making it economically un feasible to proceed with the necessary repairs. Fleet staff recommend replacing the unit with a new hybrid crossover unit, offering greater efficiency.
The City municipal code section 3.20.060(D)(6) allows the City to dispense with bidding when it is determined that the equipment is not available from local vendors and that it is in the best interests of the City, and to the City’s economic advantage that such equipment be obtained at the lowest possible cost by entering into a cooperative procurement contract that was competitively bid within the last thirty- six months or is one that is still active and valid.
Freeway Toyota has entered into a competitive procurement contract with the State of California to offer discount pricing for their equipment. Sta ff recommend adoption of the Resolution to dispense with bidding for the purchase of a Toyota RAV4 hybrid crossover from Freeway Toyota, not to exceed $34,955 for the Recreation and Parks Department.
FISCAL IMPACT:
This unexpected purchase requires an appropriation of $34,955 Equipment Management Fund balance to the Public Works Operating Budget to fund the purchase of the unit. Funds in the amount of $23,576 have been recovered through rental rates and will be used towards the purchase of the unit.
COUNCIL GOAL:
Innovative and Efficient City Government
ATTACHMENTS:
Resolution