Placentia City Council
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: ACTING DIRECTOR OF PUBLIC WORKS
DATE: JULY 16, 2024
AGENDA REPORT
SUBJECT: PURCHASE OF ONE (1) NEW FLEET VEHICLE FOR THE CODE
ENFORCEMENT DIVISION
FISCAL
IMPACT: EXPENSE: $75,236.56 TOTAL PURCHASE PRICE
BUDGETED: $80,000.00 FY 2024-25 CIP BUDGET
$60,000.00 MEASURE U (798509-6842)
$20,000.00 EQUIPMENT REPLACEMENT FUND (418509-6842)
SUMMARY:
Annually, the Public Works Department evaluates the City's Fleet and recommends the replacement of existing vehicles and purchase of new ones based on the useful service lives and needs of City operations. As part of the approved Fiscal Year (FY) 2024-25 Capital Improvement Program (CIP) Budget, the City Council budgeted funds in the current fiscal year to replace and purchase several new vehicles and equipment within the City's Fleet including one new truck for the Code Enforcement Division.
During the FY 24-25 Budget development process, Staff identified the need to purchase one full-size pickup truck to meet the increasing demands of the Code Enforcement Division.
Currently, the Code Enforcement Division (Division) is assigned two (2) 2022 Volkswagen ID.4 vehicles to conduct field operations. The Division needs a larger vehicle to respond to code enforcement issues that require the retrieval of large items such as shopping carts, vendor carts/stalls and unauthorized signage. The selected vehicle for this purchase is one (1) 2024 F-150 Lightning Crew Cab pickup truck and will be purchased from Ken Grody 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 $75,236.56. A total of $80,000 has been budgeted in the FY 24-25 CIP Budget for this purpose. This recommended action will approve the purchase of the proposed vehicle using the available budgeted funds.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the purchase of one (1) 2024 Ford F-150 Lightning Crew Cab work truck from Ken Grody Ford in the amount of $75,236.56; and
1.g.
July 16, 2024
City Council Agenda
July 16, 2024
2. Authorize the City Administrator to approve invoice changes up to 10% of the quoted amount; and
3. Authorize the City Administrator and/or his designee to issue a purchase order to Ken Grody Ford for this vehicle 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:
The City Council budgeted funds in the current fiscal year to purchase a new truck for the Code Enforcement Division. For this purchase Staff determined the selected 2024 Ford F-150 Lightning Crew Cab truck to be a suitable vehicle for the needs of the Code Enforcement Division 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. The vehicle has been placed on order by Ken Grody Ford and is ready for delivery if approved by the City Council.
Staff received one (1) suitable competitive bid from Ken Grody Ford for one (1) 2024 Ford F-150 Lightning crew cab truck in the amount of $75,236.56. Staff recommends the purchase of the selected maintenance vehicle from Ken Grody Ford as they are the only vendor that can deliver this vehicle upon approval. Currently, 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) F-150 Lighting truck for use by the Code Enforcement Division from Ken Grody Ford, utilizing budgeted funds within the adopted Fiscal Year (FY) 2024-25 Capital Improvement Program (CIP) Budget. Upon taking delivery of this vehicle, it will be added to the City's fleet management list.
Staff will utilize the remaining budgeted funds to outfit the vehicle with the necessary tools and equipment upon receipt.
FISCAL IMPACT:
A total of $80,000 in Measure U and Equipment Replacement funds was budgeted the FY 2024-25 CIP Budget for this purchase. The quote from Ken Grody to purchase one (1) 2024 Ford F-150 Lightning truck is for a total of $75,236.56. As such, sufficient funds exist for the recommended actions. Once received, the vehicle will be added to the City's fleet inventory.
Prepared by: Reviewed and approved:
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Samantha Byfield
Public Works Manager
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Chris Tanio, P.E. O .)
Acting Director of Public Works.
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