TO:
VIA:
FROM:
DATE:
Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE SEPTEMBER 19, 2023
SUBJECT: PURCHASE OF ONE (1) PUBLIC WORKS SERVICE TRUCK FISCAL
IMPACT: EXPENSE: $73,951.56 PURCHASE PRICE
$ 5,000.00 OUTFITTING/EQUIPMENT COSTS
$78,951.56 TOTAL COST
SUMMARY:
The Public Works Department has several vehicles that have exceeded their useful service lives and need replacement. There is an immediate need to purchase one (1) Public Works service truck to replace one (1) 2006 Ford Ranger. The new vehicle will be utilized by the Public Works Superintendent overseeing landscaping maintenance, street maintenance, irrigation maintenance, and day-to-day maintenance activities throughout the City. The selected vehicle for this purchase is one (1) 2023 F-150 Lightning Crew Cab pickup truck and will be purchased from Fairway Ford. The truck is ready to be delivered upon receipt of an approved purchase order from the City. The total cost of the vehicle amounts to $73,951.56. An additional $5,000 has been identified as other costs to be utilized to outfit the vehicle with an arrow board, side steps, bedliner and necessary tools and equipment. This action authorizes a budget amendment allocating available funds from the Vehicle Replacement Fund for the purchase.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the purchase of one (1) 2023 Ford F-150 Lightning Crew Cab work truck from Fairway Ford in the amount of $73,951.56 and an additional $5,000 for outfitting costs of the vehicle upon receipt; and
2. Adopt Resolution No. R-2023-78, a Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2023-24 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 issue a purchase order to Fairway Ford for this vehicle and execute all necessary documents, in a form approved by the City Attorney.
1.f.
Sept. 19, 2023
City Council Agenda
September 19, 2023
STRATEGIC PLAN STATEMENT:
There is no specific strategic planning goal or objective associated with this agenda item.
DISCUSSION:
For this purchase, Staff evaluated the selected 2023 Ford F-150 Lightning Crew Cab truck to replace older vehicles within the City's fleet. The vehicle has been placed on order by Fairway Ford and is ready for delivery if approved by the City Council. Staff determined the Ford F-150 Lightning crew cab pickup truck to be a suitable vehicle for the needs of the Public Works Department due to its ideal size, lower maintenance costs, and ride comfort. The City currently operates a fleet of electric vehicles and the purchase of an electric vehicle for this utility use furthers the City's goal of transitioning its fleet to electric vehicles when feasible.
Staff received one (1) suitable competitive bid from Fairway Ford for one (1) 2023 Ford F-150 Lightning crew cab work truck in the amount of $73,951.56. Staff recommends the purchase of the selected maintenance vehicle from Fairway Ford as they are the only vendor that can deliver this vehicle upon approval. Due to supply chain issues, there is a lack of vehicle inventory and a 2-3 year waiting period when ordering a truck directly from the factory. This action authorizes the purchase of one (1) Public Works maintenance vehicle for use by the Public Works Superintendent from Fairway Ford, utilizing available funds within the Vehicle & Equipment Replacement Fund. Upon taking delivery of this vehicle, it will be added to the City's fleet management list.
FISCAL IMPACT:
The quote from Fairway Ford to purchase one (1) 2023 Ford F-150 Lightning work truck is for a total of $73,951.56. An additional $5,000 has been identified as other costs to be utilized to outfit the vehicle with arrow board, side steps, bedliner and necessary tools and equipment. Resolution No. R-2023-78 (Attachment 1) shall authorize the use of the available funds within the Vehicle & Equipment Replacement Fund for a total of $79,000 for the total purchase and outfitting costs.
The current available fund balance in the Vehicle Replacement Fund is $94,748. As such, sufficient funds exist for this expense. Once received, the vehicle will be added to the City's fleet inventory.
Prepared by:
jest (r'),utAs
Joel Cardenas
Public Works Superintendent
Reviewed and approved:
Reviewed and approved:
Jennifer Lampman
Director of Finance
Reviewed and approved:
City Council Agenda
September 19, 2023
Page3of3
Luis Estevez
Deputy City Administrator
Damien R: Arrula
City Administrator
Attachments:
1. Quote from Fairway Ford
2. Resolution R-2023-78 — Budget Amendment