Agenda Report
Fullerton City Council
MEETING DATE: NOVEMBER 7, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: STEPHEN BISE, PUBLIC WORKS DIRECTOR
PREPARED BY: ROGER DELGADILLO, EQUIPMENT SUPERINTENDENT
MARCELO RIVAS, ADMINISTRATIVE ANALYST I
SUBJECT: FIRE DEPARTMENT VEHICLES PURCHASE
SUMMARY
Staff requests approval to purchase two Deputy Chief trucks for the Fire Department.
RECOMMENDATION
Award a $183,699.90 purchase order for two Fire Department trucks to National Auto Fleet Group.
Approve $91,849.95 budget transfer and appropriation to the Fiscal Year 2023-24 Budget from the Office of Emergency Services reimbursement funds in the General Fund (Fund 10) to the Vehicle Replacement Fund (Fund 64).
CITY MANAGER REMARKS
Recommend approval.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statements:
Fiscal and Organizational Stability
Public Safety
Infrastructure and City Assets.
FISCAL IMPACT
The cost to purchase two Fire Department trucks totals $183,699.90. The annual Vehicle Replacement Program includes funds to replace the first vehicle as part of the Fiscal Year 2023-24 Adopted Budget. Staff will incorporate the second vehicle into the Vehicle Replacement Program which requires budget appropriation.
The Fire Department receives between $300,000 and $600,000 in reimbursements each fiscal year from the California Governor’s Office of Emergency Services (CalOES) for deployments to emergencies and mutual aid support throughout the state. Staff anticipates receiving reimbursements within this range in FY 2023-24 and requests a $91,849.95 budget transfer and appropriation of CalOES funds in the General Fund (Fund 10) to the Vehicle Replacement Fund (Fund 64), which houses the Citywide fleet program. The budget transfer and appropriation would support the second vehicle purchase.
DISCUSSION
The Fire Department has an aging Ford F150 (134B) with over 100,000 miles. A widely recognized industry best practice replaces vehicles once they reach this mileage threshold. Staff has sufficient funding for this truck purchase as part of the City Vehicle Replacement Program. The second truck would become part of the City Vehicle Replacement Program. Fire Department has sufficient funding for this truck purchase as part of the OES reimbursement funds. Both trucks would become front-line Fire Department units used by Deputy Chiefs for emergency response.
The City often utilizes cooperative purchasing for vehicles to streamline the purchasing process and address sourcing challenges, in accordance with the City of Fullerton Purchasing Policy, Administrative Policy 4.1.2 Section IV.D, which allows an exemption to the Open Market process when participating in an established governmental “Cooperative Purchasing Agreement.” Cooperative purchasing is “Procurement conducted by, or on behalf of, one or more Public Procurement Units” as defined by the American Bar Association Model Procurement Code for State and Local Governments with pre-negotiated cooperative agreements priced with vendors through which cities can procure goods and services without going to formal bid.
The City would purchase the trucks from National Auto Fleet Group through Sourcewell cooperative purchasing agreement (Contract No. 091521-NAF). Sourcewell is a cooperative purchasing state agency that has competitively solicited bids for various products and services establishing predetermined pricing for other governmental agencies. Build time and delivery would take approximately ten months. The City expects to receive the vehicles in summer 2024.
Attachments:
Attachment 1 – Quote from National Auto Fleet Group
cc: City Manager Eric J. Levitt
Fire Department Vehicles Purchase
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