ADMINISTRATIVE REPORT
MEETING DATE: March 12, 2025 AGENDA CATEGORY: Consent - Resolutions TO: Honorable Mayor and City Council
FROM: Randy McKeegan, Finance Director
DATE: March 5, 2025
SUBJECT: Dispense with Bidding for the purchase of a Pickup Truck for the Police Department. (Unbudgeted)
1. Resolution determining that a Ford F150 Lightning Crew Cab Pickup Truck can most efficiently be obtained through cooperative procurement bidding procedures from Rush Medium-Duty Truck Centers of California, Inc. dba Rush Truck Center and authorizing the Finance Director to dispense with bidding thereof, not to exceed $67,724.
2. Appropriate and transfer $27,325 Self-Insurance Fund Balance to the Public Works Department’s Operating Budget within the Equipment Management Fund.
3. Appropriate $40,399 Equipment Management Fund balance to the Public Works Department’s Operating Budget within the Equipment Management Fund to complete the purchase of one unit.
RECOMMENDATION:
Staff recommend adoption of the resolution and approval of the appropriation to fund the purchase.
BACKGROUND:
This unbudgeted purchase of a Ford F150 Lightning Crew Cab Pickup Truck, previously approved by staff, will replace a unit that has been involved in an accident. The unit sustained major damage requiring costly repairs. The cost of the repairs exceeds the value of the unit. It is not economically feasible to proceed with repairs. Fleet staff recommend replacement of the unit.
The City municipal code section 3.20.060(D)(6) allows the City to dispense with bidding when it is determined that the equipment i s 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.
Rush Medium-Duty Truck Centers of California, inc. dba Rush Truck Center has entered into a competitive procurement contract with Sourcwell to offer discount pricing for th eir equipment. Staff recommend adoption of the Resolution to dispense with bidding for the purchase of a Ford F150 Lightning Crew Cab Pickup Truck, not to exceed $67,724 for the Police Department.
This unforeseen purchase requires an appropriation and t ransfer in the amount of $27,325 Self -Insured Fund balance to the Public Works Department’s Operating budget as well as an appropriation in the amount of $40,399 Equipment Fund balance to the Public Works Department’s Operating budget will be necessary to complete the purchase of a Ford F150 Lightning Crew Cab Pickup Truck for the Police Department. Funds the amount of $18,414 have been recovered through rental rates and will be used towards the purchase of the unit.
FISCAL IMPACT:
This unforeseen purchase will be an unbudgeted purchase requiring appropriations , therefore there is sufficient other appropriation to be transferred to effectuate this purchase.
COUNCIL GOAL:
Innovative and Efficient City Government
ATTACHMENTS:
1. Resolution
2. Quote