Camarillo City Council
AGENDA REPORT
Date: November 8, 2023
To: Honorable Mayor and Councilmembers
From: Greg Ramirez, City Manager
Submitted by: John Thomas, Assistant Administrative Services Director Subject: Award Vehicle Replacements for Project Number AS-2023-3, Units #5, #54, #55, #30, #92, #14 & #16 and Pool Cars
BACKGROUND
Staff annually reviews and revises the replacement schedule based on a vehicle’s estimated life expectancy, age, mileage, and maintenance costs. Vehicles are often kept in service past their scheduled replacement year if they are still operable and in good working condition. Vehicles are replaced with those that are most fuel efficient, cost-effective, meet the needs of the city, and available for purchase from vehicle manufacturers.
For all vehicle purchases, staff attempts to replace existing gasoline-engine vehicles with zero emissions vehicles (ZEV), or the most environmentally friendly model available.
However, demand has been high, while production of ZEV vehicles has not kept up with demand which is also driving up the cost of ZEV vehicles at an unprecedented rate. Staff is continuously looking for available options and has expanded options to include to local, regional, or national dealerships and by being flexible with vehicle, make, model, and production year.
With the adoption of the Fiscal Year 2023/24 Budget, the City Council approved the purchase of new and/or replacement vehicles.
DISCUSSION
Staff obtained quotes for 2024 model year vehicles from National Auto Fleet Group utilizing cooperative contract pricing through Sourcewell, as allowed for in the City’s Purchasing Policy. Sourcewell Contract #091521-NAF will be utilized for the purchases.
Fleet Vehicles
Due to the significantly higher costs and low availability of the Maverick Hybrid, existing Ford Ranger light duty trucks will be replaced with standard gasoline-engine Mavericks. Trucks replacing the 1-ton Pickup Trucks outfitted with utility accessories and liftgate, are currently not being manufactured as a ZEV, and will also be replaced with gasoline-engine models.
Staff will continue to seek options for ZEV replacements.
Award Vehicle Replacements for AS-2023-3
November 8, 2023
1 5
9 4
Staff requests authorization to purchase the replacement vehicles listed below for $254,135, and approval of a 25% contingency in the amount of $63,535 based on manufacturers price increases experienced with other vehicle purchases this year for a total expenditure of $317,670.
No. Current Vehicle Replacement Estimated Cost
#5 2008 Ford Ranger Pickup Truck
(Water)
2024 Ford Maverick Pickup Truck
(Water)
$ 27,388
#54 2008 Ford F-150, 1/2-Ton Pickup
Truck (Sani)
2024 Ford Maverick Pickup Truck
(Sani)
$ 27,388
#55 2011 Ford Escape Hybrid (Sani) 2024 Ford Maverick Pickup Truck (Sani)
$ 27,388
#30 2011 Honda Hybrid Sedan (Admin
Services)
2024 Ford Maverick Pickup Truck $ 27,388
#92 2007 Ford Ranger Pickup Truck
(Code Compliance)
2024 Ford Maverick Pickup Truck
(Code Compliance)
$ 28,577
#14 2012 Ford F-350, 1-Ton Pickup
Truck with Lift Gate (Water)
2024 Ford F-350 1-Ton Pickup Truck
with Lift Gate (Water)
$ 58,003
#16 2011 Ford F-350, 1-Ton Pickup
Truck with Lift Gate (Water)
2024 Ford F-350 1-Ton Pickup Truck
with Lift Gate (Water)
$ 58,003
Total $254,135
Pool Vehicles
Additionally, operational needs require two vehicles to be used by staff for pool car use.
Staff requests authorization to purchase up to two ZEV vehicles, with a not to exceed amount of $40k purchase price and a $10k contingency per vehicle, for a total request of $100,000.
FISCAL IMPACT
Funds for the purchase of the vehicles are included in Vehicles & Equipment Fund, Capital Purchases Account No. 540-5540-455.91-33.
CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that zero-emission vehicle purchases are not subject to CEQA review because it can be seen with certainty that there is no possibility that the zero-emission vehicles have a significant effect on the environment.
RECOMMENDATION
1. Find the vehicle purchases exempt from review under the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines; and Award Vehicle Replacements for AS-2023-3
November 8, 2023
1 5
9 4
2. Authorize City Manager to execute the quotes for AS-2023-3, Units #5, #54, #55, #30, #92, #14 and #16 from National Auto Fleet Group in the amount of $254,135; and authorize a contingency up to $63,535 for a not to exceed total of $317,670; and
3. Approve the purchase of up to two fully electric zero-emission vehicles for a total amount not to exceed $100,000, including the contingency; and
4. Authorize City Manager to execute future change orders or documents as necessary up to the authorized contingency amount.
ATTACHMENTS
None
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL Quotes are available for review in the Administrative Services Department