PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #9.H
Meeting Date: May 6, 2025
TITLE:
Purchase of Three Vehicles for Public Works
RECOMMENDATION:
Adopt a Resolution authorizing the future purchase of three replacement vehicles (PK 013, PK 031, and PK 994) for the Public Works Department for a total not-to-exceed amount of $295,000, and appropriating related budget adjustments in Fiscal Year 2025.
DISCUSSION:
Staff recommends the replacement of three Public Works Department Facilities Division Parks vehicles due to their advance age, poor condition, and increasing maintenance needs. These vehicles—ranging in age from 21 to 25 years—have significant amounts of corrosion and/or mechanical problems that limit their reliability and efficiency. Upon replacement, all three vehicles will be removed from service and auctioned. The vehicles currently proposed for replacement are:
o PK 031: 2003 Ford F-250 with 116,598 miles
o PK 013: 2001 Ford F-350 with 115,560 miles
o PK 994: 1994 Ford F-350 with 98,247 miles
Due to current market conditions, staff is unable to solicit quotes from a dealer, wait for Council authorization, and still secure the vehicle for purchase. Additionally, staff confirmed with the National Auto Fleet Group that 2025 Chevy and Ford vehicles are no longer available through Sourcewell, a competitively bid cooperative purchasing agreement. Pricing for 2026 models is not expected until late May or June 2025, and even then, the estimated lead time for delivery would be at least six months. Given the limited availability and extended timelines for vehicle procurement, staff recommends that the Council authorize the future purchase of the three replacement vehicles to ensure timely acquisition.
Staff has researched quotes for these replacements and expects the new vehicles to cost $95,000 for truck PK 013 (including upfitting) and $95,000 for PK 994 (including upfitting).
The upfitting is to be purchased and installed by a separate vendor(s) or may be done in- house. Upfitting consists of safety lighting, tool storage, and radio equipment. To eliminate the delay in receiving vehicles and lock in reasonable prices now, staff recommends that the City purchase replacements for PK 013 and PK 994 from a dealer’s existing stock, then send the vehicles out to install the body modifications or upfit them in house. For the PK031 replacement, a dump truck can be built to specifications or purchased from a dealer, placing its cost in the $105,000 range with upfitting.
Staff recommends the City Council:
Budget $105,000 for PK 031 and $95,000 each for PK 013 and PK 994 in FY 2025, and
Council Agenda 5-6-2025 9.H-1
Authorize the future vehicle purchases up to a combined $295,000 from vendors with vehicles available for immediate delivery.
A summary of estimated costs and details are summarized in Table 1.
Table 1: Vehicle Purchases
Vehicle No Vehicle Type Estimated Total
Cost
PK 013 F250 service 4x4 $95,000
PK 994 F350 service 4x4 $95,000
PK 031 F350 Dump 4x4 $105,000
Conclusion and Recommendation
Staff recommends the Council adopt a Resolution (Attachment 1) authorizing the future purchase of three replacement vehicles for the Public Works Department in an amount not to exceed the approved budget for each vehicle, and appropriating related budget adjustments.
FISCAL IMPACT:
The fiscal impact of adopting the subject Resolution is an additional $295,000 in FY 2025 from the Motor Vehicle Replacement (MVR) Fund, supported by the MVR Fund available fund balance.
Staff recommends that Council appropriate $105,000 for PK031 and $95,000 each for PK013 and PK994 in the MVR Fund Cap Outlay-Automotive account in FY 2025.
Table 2. Recommended Public Works Department Vehicle Purchases Vehicle No Type Totals
PK 013 F250 service 4x4 $95,000
PK 994 F350 service 4x4 $95,000
PK 031 F350 Dump 4x4 $105,000
ATTACHMENTS
1. Resolution
Prepared by:
Mark Wilson, Facilities Manager
Submitted by: Rosemarie Gaglione, P.E., Public Works Director City Manager Approval:
Council Agenda 5-6-2025 9.H-2
RESOLUTION NO. R-2025-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,
CALIFORNIA AUTHORIZING THE FUTURE PURCHASE OF THREE
REPLACEMENT VEHICLES (PK 013, PK 031, AND PK 994) FOR THE PUBLIC WORKS DEPARTMENT FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $295,000, AND APPROPRIATING RELATED BUDGET ADJUSTMENTS IN FISCAL YEAR 2025 WHEREAS, the Public Works Department has identified three vehicles within its fleet that have reached the end of their effective service life and are no longer cost-effective to maintain or operate; and
WHEREAS, the continued operation of reliable and safe vehicles is essential to the efficient delivery of public services by the Public Works Department; and WHEREAS, the replacement of these vehicles is consistent with the Department’s fleet management and capital improvement plans; and
WHEREAS, due to market conditions, limited availability, and extended lead times, City staff request Council authorization for the future purchase of three replacement vehicles in advance to ensure timely acquisition.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby authorizes the future purchase of three replacement vehicles for the Public Works Department Facilities Division Parks Activity for a total not-to-exceed amount of $295,000 as listed in the table below:
Vehicle No. Vehicle Type Estimated Total Cost
PK 994 1994 F350 $95,000
PK 031 2000 F250 $95,000
PK 013 2003 F250 $105,000
BE IT FURTHER RESOLVED that City Council of the City of Pismo Beach hereby appropriates $105,000 for PK 031 and $95,000 each for PK 013 and PK 994 in the Motor Vehicle Replacement Fund Cap Outlay-Automotive account in Fiscal Year 2025.
UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 6th day of May 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
RECUSED:
Council Agenda 5-6-2025 9.H-3
Attachment 1
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
IN WITNESS WHEREOF, I have hereunto set my hand on _______________________. ________________________
Erica Inderlied, City Clerk
Council Agenda 5-6-2025 9.H-4
Attachment 1