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Staff Report
City Council
Item No. 3.H
Meeting Date: November 30, 2022
From: John Corella, Director of Engineering/Public Works Title: Purchase of two (2) 2022 Ford F -250 4x4 Crew Cab Trucks for the Public Works and Engineering Department
City Council
RECOMMENDATION:
To authorize the purchase of two (2) 2022 Ford F -250 4x4 Crew Cab Pick Up Trucks, with emergency lighting, radio and computer equipment, as replacements for the Public Works and Engineering Departments, respectively, at a total cost of $130,769.22; and authorize the City Manager, or his designee, to execute all required documents for the purchases.
BACKGROUND:
The Public Works FY2022-2023 budget includ es the replacement of one heavy duty pickup truck ($55,000) and a backhoe ($75,000) for the Public Works Department.
During the evaluation of the current public works fleet, it was determined the Public Works Department ’s backhoe still has a useful life cycle of three (3) to five (5) years before needing replacement.
Concurrently, a review of the vehicle used by the Engineering Department ’s Field Project Manager/Inspector determined that this vehicle has exceeded its useful service life, has been fully depreciated (seven (7) years) and repairs have been increasing.
After Staff’s evaluation of the above two pieces of equipment, Staff has considered and is now proposing to utilize the funds allocated towards the replacement of the backhoe be reallocated towards the purchase of a second Ford F-250 pickup truck to replace the heavy-duty pickup truck currently used daily by the Engineering Department’s Field Project Manager/Inspector.
DISCUSSION:
The Public Works Superintendent and the Engineering Department’s Field Project Manager/Inspector each operate a 2008 Ford F -250 heavy duty pickup truck. These 2008 Ford pickup trucks have provided service for 15 years and have exceeded their effective service life.
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Staff is requesting to purchase two (2) 2022 Ford F -250 4x4 Crew Cab Pickup Trucks for the City of Cathedral C ity in the amount of $56,900.81 for each unit. The City’s Fleet Coordinator contacted multiple vendors both locally and in the surrounding area and received the following quotes:
Name of Company Location Price per Unit Details
Palm Springs Motors Cathedral City,
CA
$56,900.81 Includes tax and delivery
Jessup Chevrolet Cathedral City,
CA
$62,685 Includes tax and delivery
Upland Ford (F-150) Upland, CA $78,415 Includes tax and delivery
In addition to the purchase of the above cited pickup trucks, Staff is requesting funds for the installation of emergency lighting/radio equipment along with computer equipment in the amount of $16,967.59.
Equipment Requested Company Cost per
Unit
Total Cost for both
vehicles
Emergency Lighting & Radio
Equipment
Dana Safety
Supply
$3,447.45 $6,894.90
Computer Equipment Dell Rugged
System
$5,036.35 $10,072.69
The total cost for each vehicle, fully equipped with the emergency lighting, radio and computer equipment package is $65,384.61.
Staff is requesting City Council authorize the purchase of two (2) 2022 Ford F -250 4x4 Crew Cab Pick Up Trucks , with the emergency lighting, radio and computer equipment, as replacements for the Public Works and Engineering Departments , respectively, at a total cost o f $130,769.22 ; and authorize the City Manager to execute all required documents for the purchases.
FISCAL IMPACT:
Replacement of the vehicles is funded by the Public Works Equipment Replacement Fund 611.
Employee Title Department Total Cost Account Fund
No.
Public Works Superintendent Public Works $ 65,384.61
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Public Works Engineering Field
Project Manager/Inspector
Engineering $ 65,384.61
Total amount for both trucks
with equipment installed
$130,769.22
FUND 611
Note: The FY 2022/2023 Equipment Replacement Fund (611) Budget amount for both the F -250 Pick Up Truck ($55,000) and the Backhoe ($75,000) equal $130,000 , representing an increase of $769.22 over the originally planned amount.
ATTACHMENTS:
Cathedral City PW Yard (2) Ford F-250's