TO:
VIA:
FROM:
DATE:
Placentia City Council
CITY COUNCIL
CITY ADMINISTRATOR
COMMUNITY SERVICES DIRECTOR
JUNE 20, 2023
AGENDA REPORT
SUBJECT: PURCHASE OF COMMUNITY SERVICES FACILITY MAINTENANCE VEHICLE FISCAL
IMPACT:
SUMMARY:
EXPENSE: $63,964.63 TOTAL PURCHASE PRICE
$10,000.00 OUTFITTING/EQUIPMENT COSTS
BUDGET: $75,000.00 FY 2022-23 VEHICLE REPLACEMENT FUND
(814000-6842)
There is a need to purchase one (1) Community Services facility technician maintenance vehicle.
The Community Services Department ("Department") currently has a small fleet of vehicles utilized for transport of equipment and supplies for programs, special events, irrigation maintenance, and day-to-day activities. These include one (1) Ford F-250 Stake bed, one (1) Ford Ranger Stake bed, and one (1) Ford -250 Super Duty used solely for irrigation maintenance. These vehicles are standard equipment and not equipped for use as maintenance vehicles.
The Department will now oversee the day-to-day maintenance needs/repairs of park/rental facilities. Recently, the City Council approved the addition of one (1) Full -Time Facility Maintenance Technician Position to be added to the Department's personnel. The position will oversee the day-to-day maintenance repairs of park/rental facilities and address the back log of deferred maintenance. Given the addition of the new position, the hired Staff person will require a heavy-duty work truck for daily use.
The selected vehicle for purchase is a 2023 F-250 Regular Cab Utility truck with Harbor Service Body and locking body doors for equipment storage. The vehicle is currently in stock at Ken Grody Ford and ready to be received upon purchase. The Out -the -Door dealership cost of the vehicle is $63,964.63. An additional $10,000 has been identified as other costs to be utilized to outfit the vehicle with beacon lights, side steps, and necessary tools and equipment.
This action authorizes the purchase of one (1) Community Services facility technician maintenance vehicle from Ken Grody Ford in the amount of $63,964.63 and approves Resolution No. R-2023-53 authorizing a budget amendment in the Vehicle Replacement Fund in the amount of $73,964.63 for the purchase costs and outfitting costs of the vehicle.
1.q.
June 20, 2023
City Council Agenda
June 20, 2023
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the purchase of one (1) 2023 Ford F-250 Regular Cab Utility work truck with Harbor Service Body from Ken Grody Ford in the amount of $63,964.63 and an additional $10,000 for outfitting costs of the vehicle upon receipt; and
2. Approve Resolution No. R-2023-53, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2022-23 in compliance with City Charter of the City of Placentia §§1206 and 1209 pertaining to appropriations for actual expenditures; and
3. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific strategic planning goal or objective associated with this agenda item.
DISCUSSION:
The Department will now oversee the day-to-day maintenance needs/repairs of park/rental facilities. Recently, the City Council approved the addition of one (1) Full -Time Facility Maintenance Technician Position to be added to the Department's personnel. The position will oversee the day-to-day maintenance repairs of park/rental facilities and address the back log of deferred maintenance. Given the addition of the new position, the hired Staff person will require a heavy-duty work truck for daily use.
For this purchase, Staff evaluated the selected vehicle as a 2023 F-250 2023 Ford F-250 Regular Cab Utility work truck with Harbor Service Body and locking body doors for equipment storage.
The vehicle is currently in stock at Ken Grody Ford ready to be received upon purchase. The truck purchase is budgeted in the Fiscal Year 2022-23 vehicle replacement fund under fleet management.
Staff deemed the Ford F-250 Utility truck to be a suitable vehicle for the needs of the Department due to its ideal size for equipment transport, reliability record, lower maintenance costs, and comfortable ride. Additionally, these vehicles are currently used successfully by other municipal agencies for maintenance work.
Staff received one (1) suitable competitive bid from Ken Grody Ford for a 2023 Ford F-250 Regular Cab Utility work truck with Harbor Service Body in the amount of $63,964.63. Ken Grody Ford currently has the vehicle in stock and is ready to be received upon purchase. An additional $10,000 has been identified as other costs to be utilized to outfit the vehicle with beacon lights, side steps, and necessary tools and equipment.
City Council Agenda
June 20, 2023
Staff recommends purchasing the selected maintenance vehicle from Ken Grody Ford, as they are the only vendor that can deliver the vehicle immediately upon purchase. Due to supply chain issues, there is a lack of vehicle inventory and a 6-9 month waiting period when ordering a truck.
This action authorizes the purchase of one (1) Community Services Facility Maintenance vehicle for use by the Full -Time Facility Maintenance Technician Staff from Ken Grody Ford, utilizing funds budgeted in the FY 2022-23 budget in the Vehicle Replacement Fund. Additionally, this action approves Resolution No. R-2023-53 authorizing a budget amendment to be utilized for the vehicle Out -the -Door costs and vehicle outfitting costs.
FISCAL IMPACT:
The funds to purchase this vehicle are allocated from the Fiscal Year 2022-23 budget. The quote for a 2023 Ford F-250 Regular Cab Utility work truck with Harbor Service Body is from Ken Grody Ford for $63,964.63. An additional $10,000 has been identified as other costs to be utilized to outfit the vehicle with beacon lights, side steps, and necessary tools and equipment. Resolution No. R-2023-53 shall authorize the use of the funds for a total of $73,964.63 for the purchase and outfitting of the vehicle. The current available budget for the purchase and outfitting of the vehicle is $75,000 and therefore sufficient funds exist for this expense. Once received, the vehicle will be added to the City's fleet management list.
Preppred by:
Veronica Ortiz
Community` rvices Supervg__ iso.)
Reviewed and approved:
Jennifer Lampman
Director of Finance
Reviewed and approved:
rk, (P/
Karen Crocker
Director of Community Services
Reviewed and approved:
Damien R. Arrula
City Administrator
Attachments:
1. Quote from Ken Grody Ford- F-250 Regular Cab Utility work truck with Harbor Service Body
2. Resolution No. R-2023-53