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Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE JULY 25, 2023
SUBJECT: PURCHASE OF TWO (2) PUBLIC WORKS SERVICE TRUCKS FISCAL
IMPACT: EXPENSE: $85,767.38 TOTAL PURCHASE PRICE
BUDGET: $90,000.00 FY 2023-24 CIP BUDGET (799800-6842 JL#24802) SUMMARY:
There is a need to purchase two (2) replacement Public Works vehicles that were budgeted in the adopted Fiscal Year (FY) 2023-2024 CIP Budget. The Public Works Department has several vehicles that have exceeded their useful service lives and need replacement. The two (2) new proposed vehicles will be replacing two (2) 2002 Ford Rangers. The new vehicles will be utilized for landscaping maintenance, street maintenance, irrigation maintenance, and day-to-day maintenance activities. The selected vehicles for this purchase are two (2) 2023 F-150 regular cab pickup trucks and will be purchased from Fairway Ford and ready to be delivered upon receipt of an approved purchase order from the City. The total cost of the vehicles amounts to $85,767.38.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the purchase of two (2) 2023 Ford F-150 Regular Cab work trucks from Fairway Ford in the amount of $85,767.38; and
2. Authorize the City Administrator and/or his designee to issue a purchase order to Fairway Ford for these vehicles and 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:
Staff evaluated the selected 2023 Ford F-150 Regular Cab trucks to replace older vehicles within the City's fleet. The vehicles have been placed on order by Fairway Ford and should be ready for delivery in late July/early August and ready to be received upon purchase. The purchase of
1.1. July 25, 2023
City Council Agenda
July 25, 2023
two (2) Ford F -150s is budgeted in the Fiscal Year 2023-24 vehicle replacement fund under fleet management.
Staff determined the Ford F-150 regular cab pickup truck to be a suitable vehicle for the needs of the Public Works 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 and will be more maneuverable in the narrow alleys throughout Old Town Placentia.
Staff received one (1) suitable competitive bid from Fairway Ford for two (2) 2023 Ford F-150 Regular Cab work trucks in the amount of $85,767.38. Staff recommends purchasing the selected maintenance vehicles from Fairway Ford as they are the only vendor that can deliver these vehicles within the desired time schedule. Due to supply chain issues, there is a lack of vehicle inventory and a 6-9 month waiting period when ordering a truck from the factory. This action authorizes the purchase of two (2) Public Works maintenance vehicles for use by Public Works Maintenance Staff from Fairway Ford, utilizing funds budgeted in the adopted FY 2023-24 CIP Budget Once received, the vehicles will be added to the City's fleet management list.
FISCAL IMPACT:
The funds to purchase this vehicle are allocated in the adopted Fiscal Year 2023-24 CIP budget.
The quote for two (2) 2023 Ford F-150 Regular Cab work trucks is from Fairway Ford for $85,767.38. The current available budget for this purchase is $90,0000 and therefore sufficient funds exist for the recommend actions.
Prepared by: Reviewed and approved:
,)oti, Car61,Guuts
Joel Cardenas
Public Works Superintendent Director of Finance
JennifedLampman
Reviewed a
oved: Reviewed and approved:
Luis Estevez
Deputy City Administrator
Attachment:
Quote from Fairway Ford
lVM.(%
Damien R. Arrula'
City Administrator