Camarillo City Council
AGENDA REPORT
Date: February 29, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: John Thomas, Assistant Administrative Services Director Subject: Award Vehicle Replacement for Specification No. AS-2023-6 Units 61, 72 and 76 for the Streets Department
BACKGROUND
With the adoption of the Fiscal Year 2023/24 Budget, City Council approved the purchase of new and/or replacement vehicles. 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, and meet the needs of the city.
The City Council approved purchases of new and/or replacement vehicles and equipment with the adoption of the Fiscal Year 2023/24 Budget
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 Specification No. AS-2023-6: Units 61, 72, & 76.
Unit Current Vehicle Replacement Cost
61 2008 Ford F-350, 1-Ton, Dual
Rear Wheel, Utility Truck
(Streets)
2024 Ford F-350, 1-Ton, Dual Rear
Wheel, Utility Truck (Streets)
$ 92,880
72 2016 Ford F-350, 1-Ton Utility
Truck with Lift Gate (Streets)
2024 Ford F-350, 1-Ton Utility Truck
with Lift Gate (Streets)
$ 90,861
76 2009 Ford F-350, 1-Ton, Dual
Rear Wheel, Utility Truck
(Streets)
2024 Ford F-350, 1-Ton, Dual Rear
Wheel, Utility Truck (Streets)
$ 91,822
Total $275,563
Award Vehicle Replacements for AS-2023-6
February 29, 2024
1 7
0 8
The quotes are approximately 13% higher than originally anticipated and budgeted, reflecting a significant industry-wide increase in manufacturing and material costs.
In addition to an authorization to purchase the replacement vehicles, staff requests approval of a 15% contingency in the amount of $41,335 based on manufacturers price increases experienced with other vehicle purchases in the past two months, for a total authorized expenditure of $316,898.
FISCAL IMPACT
Funds for the vehicle purchase are included in the Vehicles & Equipment 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 vehicle purchases are not subject to CEQA review because it can be seen with certainty that there is no possibility that the vehicle purchase may have a significant effect on the environment.
RECOMMENDATION
1. Find the purchase exempt from review under the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines; and
2. Authorize City Manager to execute the quotes for AS-2023-6: Units 61, 72, & 76 from National Auto Fleet Group in the amount of $275,563; and approve a contingency up to $41,335 for a not to exceed total of $316,898 and;
3. Authorize City Manager to execute future change orders up to the authorized contingency amount.
ATTACHMENTS
None
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL Reference materials are available for review in the Administrative Services Department.