ADMINISTRATIVE REPORT
MEETING DATE: January 7, 2026 AGENDA CATEGORY: Consent - Resolutions TO: Honorable Mayor and City Council
FROM: Randy McKeegan, Finance Director
DATE: December 17, 2025
SUBJECT: Dispense with bidding for the purchase of a lube truck for the Fleet Division.
Resolution determining that a lube truck can most efficiently be obtained through cooperative procurement bidding procedures from Coast Counties Truck & Equipment and authorizing the Finance Director to dispense with bidding for the purchase of one unit in the amount of $492,202 for the Fleet Division within the Public Works Department.
RECOMMENDATION:
Staff recommend adoption of the resolution and approval of the purchase.
BACKGROUND:
This purchase of a lube truck for the Fleet Division within the Public Works Department will replace a unit that is worn out and past its useful life. Fleet staff have deter mined that the unit meets the criteria for replacement and recommend replacing the existing unit for a new unit providing improved performance and 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.
Coast Counties Truck & Equipment has entered into a competitive procurement contract with Sourcewell to offer discount pricing for their equipment. Staff recommend adoption of the Resolution to dispense with bidding for the purchase of a lube truck from Coast Counties Truck & Equipment in the amount of $492,202 for the Fleet Division.
FISCAL IMPACT:
Funds in the amount of $440,000 have bee n budgeted for the purchase of a lube truck for the Fleet Division. Staff will use previously approved contingency funds to cover the shortage of $52,202 to complete the purchase of one unit.
COUNCIL GOAL:
Innovative and Efficient City Government
ATTACHMENTS:
1. Resolution
2. Quote