CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
1/9/2023
1 SUBJECT:
Approval of City Vehicle Replacement Purchases Phase 1 for FY 2022-23 RECOMMENDED ACTION:
Approve the following actions for the City Vehicle Replacement Purchases Phase 1 for Fiscal Year 2022-2023:
A. Approve Purchase Agreements with the following:
• Elk Grove Auto/Winner Chevrolet of Elk Grove, CA for the purchase of two (2) 2023 Dodge Durango in the amount of $96,606.56 (Attachment 1) • PB Loader Corporation of Fresno, CA for the purchase of one (1) 2024 Freightliner 10-wheel dump truck in the amount of $210,029.69 (Attachment 2) • Vac-Con of Green Cover Springs, FL for the purchase of one (1) Vac-Con G2 VT310LHAE/1300 in the amount of $618,859.61 (Attachment 3) • Deere & Company of Cary, NC for the purchase of one (1) John Deere 1600 turbo wide area mower in the amount of $89,287.07 (Attachment 4) • Pape Machinery of Eugene, OR for the purchase of one (1) 410 P-Tier Backhoe Loader in the amount of $196,623.44 (Attachment 5)
• Towne Ford of Redwood City, CA for the purchase of four (4) 2023 Ford PD Utility SUV in the amount of $208,594.93 (Attachment 6)
• Clark Equipment Co. dba Bobcat Company of West Fargo, ND for the purchase of one (1) Bobcat UW56 in the amount of $68,996.63 (Attachment 7) B. Adopt the Resolution to Approve Agreements For the Purchases of City Vehicle Replacement Phase 1 for Fiscal Year 2022-2023 totaling $1,488,997.93; and C. Authorize the City Manager to execute all documents related to these agreements.
STAFF CONTACT:
Louis Langi, Public Works Superintendent
(650) 738-3760
[email protected]
Lawrence Henriquez, Associate Civil Engineer / Public Works (650) 738-3772
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
The City maintains a fleet of vehicles and trucks. Vehicle replacements are primarily funded from Fund 72 - Motor Pool Replacement Fund. Repair and maintenance of the fleet are funded out of Fund 71 - Motor Pool Operations. Both funds are supported by annual contributions from other funds that utilize vehicles.
Pacifica City Council 2
January 09, 2023
On November 28, 2022, during its regular meeting, the City Council adopted Resolution No. 82- 2022 approving a budget of $1,979,660 to purchase the following vehicles that are considered critical for replacement for Fiscal Year 2022-23:
Public Works
Wastewater Vac Con to replace 10-year-old Vac Con (age/repair issues) Field Services 10-yard dump truck to replace 30-year-old dump truck (age/repair issues) Field Services JD Backhoe to replace 2012 model (age/used daily) Field Services Longhorn trailer to replace 20-year-old trailer (age/deterioration) Field Services mid-size trailer to replace 20-year-old trailer (age/deterioration) Field Services large area mower to replace 17-year-old mower (age/high hours) Field Services small mower to replace 17-year-old mower (age/high hours) Toolcat Skid Steer to replace 19-year-old Bobcat Skid Steer (age/high hours) Police Department
ATV to replace 17-year-old Yamaha Rhino (age/replacement parts not available) Durango to replace 10-year-old Ford Fusion (high mileage) Durango to replace 17-year-old Crown Victoria (age/high mileage) F150 Responder to replace 17-year-old F150 (age/off road vehicle) 4-Police Utility Explorers to replace high mileage 2018 models (high mileage/maintenance issues/one totaled in accident)
Ford Escape/Explorer for new CSO position (new position) Upfit 2023 Tahoe - (required additions)
Upfit 2023 Durango - (required additions)
Staff used the State Contract and Sourcewell CA State Contract as procurement methods in which certain items, such as vehicles, have been negotiated to lower prices than regular retail prices. Moreover, staff was able to lock-in rates for the vehicle purchases, and it is anticipated that if the vehicles are not purchased now, vehicle prices for these purchases could increase as much as 20% over the next year. Time frames for receiving the vehicles are approximately a year out due to supply chain issues at dealerships. The table below shows Phase 1 of the vehicle replacement for Fiscal Year 2022-23.
Table 1. Vehicle Replacements Phase 1 for Fiscal Year 2022-23 Vehicle to be Replaced With Total Cost Vendor Purchase
replaced Method
Vehicles #70 and #91 Two (2) 2023 Dodge $96,606.56 Elk Grove Auto/Winner
Sourcewell
- 2013 Ford Fusion Durango AWD Chevrolet
Vehicle #626 - 1990 One (1) 2024 Dump $210,029.69 PB Loader Corp. Sourcewell GMCs White 10 Freightliner 10- Wheel
Wheel Dump Truck Truck
Vehicle # 607 - 2013 One (1) Vac-Con G2 $618,859.61 Vac-Con, Inc. Sourcewell Peterbilt Vac-Con VT310LHAE/1300
Vehicle #505- 2006 One (1) John Deere $89,287.07 Deere & Company Sourcewell Large Area Mower 1600 Turbo Mower
Vehicle #553 - 2012 One (1) John Deere $196,623.44 Pape Machinery, Inc.
Sourcewell
John Deere Backhoe 410 P-tier Backhoe
Four (4) PD Utility Four (4) - 2023 Ford $208,594.93 Towne Ford Governme Pacifica City Council 3
January 09, 2023
nt
SUV - 2018 Ford PD Utility SUV Pricing
Utility SUV
Vehicles #535 - 2023 Bobcat UW56 $68,996.63 Clark Equipment Sourcewell Bobcat skidsteer
The City Manager recommends approval to purchase the replacement vehicles listed in Table 1.
The total replacement cost for these 11 vehicles is $1,488,997.93.
ALTERNATIVE ACTION:
Council may choose not to approve the Purchase Agreements, which would continue the annual high maintenance costs for Public Works Motor Pool Division due to the aging eleven (11) fleet vehicles and likely cause many of these vehicles to be unavailable for critical staff work duties.
Staff does not recommend this alternative action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Ensuring safe working conditions for City employees relates to fulfilling all the City Council's goals. Purchase of these vehicles also relates to Council’s goals of providing public safety and maintaining critical public infrastructure.
FISCAL IMPACT:
Fiscal Impact is $1,488,997.93 from Fund 72 - Motor Pool Replacement Fund for vehicle replacement in FY 22-23. The estimated source and use of funds table is shown below:
Total Project Source and Use of
Funds
Fund 72 - Motor Pool Replacement Fund $ 1,979,660.00
Total Source of Funds $ 1,979,660.00
Two (2) Dodge Durango $ 96,606.56
One (1) 10-Wheel Dump Truck $ 210,029.69
One (1) Vac-Con Truck $ 618,859.61
One (1) Large Area Mower $ 89,287.07
Four (4) Ford Utility SUV Pursuit Rated $ 208,594.93
One (1) Backhoe $ 196,623.44
One (1) Bobcat $ 68,996.63
Total Use of Funds $ 1,488,997.93
Estimated Project End Balance $ 490,662.07
The estimated project end balance will be used to fund other vehicle replacements and upfitting costs for FY22-23 Phase 2 as previously discussed with Council and noted in the background of this report.
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Pacifica City Council 4
January 09, 2023
Attachment 1 Elk Grove Auto Winner Chevrolet - 2023 Dodge Durango Purchase Agreement final (PDF)
Attachment 2 PB Loader Corp -114SD 2024 Freightliner 10 wheeler Purchase Agreement (PDF)
Attachment 3 Vac-Con Inc Vac-Con G2 VT310LHAE 1300 Purchase Agreement (PDF) Attachment 4 Deere and Co - John Deere 1600 Turbo Purchase Agreement (PDF) Attachment 5 Pape Machinery - 410 Backhoe Purchase Agreement final (PDF) Attachment 6 Towne Ford - 2023 Ford Interceptor Purchase Agreement final (PDF) Attachment 7 Clark Equipment - Bobcat Toolcat Purchase Agreement final (PDF) Pacifica City Council 5
January 09, 2023
RESOLUTION NO. _________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING AGREEMENTS FOR THE PURCHASE OF CITY REPLACEMENT VEHICLES PHASE 1 FOR FISCAL YEAR 2022-2023
WHEREAS, the City Council during their regular meeting on November, 28, 2022, adopted Resolution No. 82-2022 which approved a budget of $1,979,660 and to purchase the following vehicles that are considered critical for replacement for Fiscal Year 2022-23; and WHEREAS, the City maintains a fleet of vehicles and trucks. Vehicle replacements are primarily funded from Fund 72 - Motor Pool Replacement Fund; and WHEREAS, the City desires to purchase vehicles from the Vehicle Replacement Fund 72 for immediate urgent needs; and
WHEREAS, the City used the State Contract and Sourcewell CA State Contract as procurement methods in which certain items, such as vehicles, have been negotiated to lower prices that regular retails prices;
NOW, THEREFORE, THE CITY COUNCIL HEREBY RESOLVES:
The City Council of the City of Pacifica hereby approves purchases of the Vehicle Replacement Phase 1 for Fiscal Year 2022-23 which totals to $1,488,997.93 as further detailed in the table below:
Vehicle to be Replaced With Total Cost Vendor Purchase
replaced Method
Vehicles #70 and #91 Two (2) 2023 Dodge $96,606.56 Elk Grove Auto/Winner Sourcewell - 2013 Ford Fusion Durango AWD Chevrolet
Vehicle #626 - 1990 One (1) 2024 Dump $210,029.69 PB Loader Corp. Sourcewell GMCs White 10 Freightliner 10- Wheel
Wheel Dump Truck Truck
Vehicle # 607 - 2013 One (1) Vac-Con G2 $618,859.61 Vac-Con, Inc. Sourcewell Peterbilt Vac-Con VT310LHAE/1300
Vehicle #505- 2006 One (1) John Deere $89,287.07 Deere & Company Sourcewell Large Area Mower 1600 Turbo Mower
Vehicle #553 - 2012 One (1) John Deere $196,623.44 Pape Machinery, Inc. Sourcewell John Deere Backhoe 410 P-tier Backhoe
Four (4) PD Utility Four (4) - 2023 Ford $208,594.93 Towne Ford Government SUV - 2018 Ford PD Utility SUV Pricing
Utility SUV
Vehicles #535 - 2023 Bobcat UW56 $68,996.63 Clark Equipment Sourcewell Bobcat skidsteer
• • • • •
Pacifica City Council 6
January 09, 2023
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 9th day of January 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney