Agenda Item No: 1.f
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: November 5, 2024
Submitted by: Samantha Byfield
From: Public Works
Subject:
Purchase of Two Ford F-150 Trucks for the Public Works Department Financial Impact:
Fiscal Impact:
Expense: $79,464.88 Total Purchase Price
Budgeted: $90,000.00 FY 2024-25 CIP Budget (MEASURE U 798505-6842) Summary:
Annually, the Public Works Department evaluates the City's Fleet and recommends the replacement of existing vehicles and equipment 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 two Ford Ranger trucks for Public Works.
During the FY 2024-25 Budget development process, Staff identified the need to replace several Ford Ranger pickup trucks. The two trucks were purchased in 2002 and have exceeded their useful service life. Staff identified two Ford F-150 trucks as suitable replacements. Staff recommends purchasing the trucks from Fairway Ford for $39,732.44 each, for a total purchase price of $79,464.88. A total of $90,000 has been budgeted in the FY 2024-25 CIP Budget for this purpose. The recommended action will approve the purchase of the proposed vehicles using the available budgeted funds.
Recommendation:
Recommended Action: It is recommended that the City Council:
1. Approve the purchase of two 2024 Ford F-150 pickup trucks from Fairway Ford in the amount of $79,464.88; and
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 Fairway Ford for the trucks 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. 192
Discussion:
The City Council budgeted funds in FY 2024-25 to replace two Ford Ranger pickup trucks for Public Works. The 2024 Ford Ranger pickup comes with a Super Crew cab with four, full-size doors. The Super Crew cab results in a reduced bed size which makes the current Ranger model unsuitable as a replacement. Staff determined the Ford F-150 to be an appropriate replacement.
In determining the most appropriate replacement vehicles, Staff considered electric vehicles (EVs) as possible replacements. The City fleet includes a number of vehicles subject to the California Air Resources Board Advanced Clean Fleet regulation which requires vehicles with a gross vehicle weight rating greater than 8,500 pounds to be replaced with zero or near zero emission vehicles. Fifty percent of the vehicles the City replaces this year that are subject to this regulation must be replaced with EVs. The two Ford Ranger trucks in need of replacement are not subject to this regulation and the City would not receive credit for replacing these trucks with EVs under the regulation. Budget was also a consideration into whether to replace the existing trucks with EVs, and the current approved budget is not sufficient to replace the two pickups with EVs. Additionally, there is currently insufficient infrastructure to support additional EVs at the Public Works Corporation Yard.
Staff received a quote from Fairway Ford for two Ford F-150 trucks for $39,732.44 each, or a total amount of $79,464.88. If the trucks were to be replaced with EVs of a similar model, the cost per vehicle is roughly $75,000. The approved budget amount would only allow for the replacement of one vehicle rather than two if EVs were purchased. Staff recommends the purchase of the selected maintenance trucks from Fairway Ford as they currently have two trucks on order which they are willing to reserve for the City. Procurement of work trucks continues to be challenging as there is a lack of vehicle inventory at dealerships. Approval of the recommended action would authorize the purchase of two Ford F-150 trucks for the Public Works Department.
Fiscal Impact Summary:
A total of $90,000 in Measure U funds was budgeted in the FY 2024-25 CIP Budget for the purchase of these vehicles. The quote from Fairway Ford to purchase two 2024 Ford F-150 trucks is for a total of $79,464.88. Upon taking delivery of these vehicles, they will be added to the City's fleet management list. The remaining budgeted funds will be utilized to outfit the vehicles with the necessary tools and equipment upon receipt. As such, sufficient funds exist for the recommended actions.
Attachments
Attachment 1 - Quote from Fairway Ford
193
\VLAYA117__
1350 Yorba Linda Boulevard - Placentia • California • 92870 Tel: 7141579-3800 • Fax: 714/ 996-5610
QUOTE
DATE 3" Lk 04, 2024
CITY OF PLACENTIA
YEAR 2024
MAKE FORD
MODEL FI50 SHORT BED JUST LIKE THE 2 FROM 23
VIN#
WILL NOT HAVE BRAKE CONTROLER OR
LED SPOTLIGHT. IS A 5.0 MOTOR. FOR BED
SIZE REQUESTED
N/A
PRICE $36,527.53
TIRE FEE $8.75
SALES TAX $3,196.16
DMV FEES AND DOC FEE 5 NIA
TOTAL AMOUNT DUE S39,732.44
X
If you should have any questions regarding this QUOTE please contact TRINA MAURER-Fleet :Manager 194
Preview Order 7678 - FIX - 4K2 XL Regular Cab: Order Summary Time of Preview: 07/04/2024 07:45:04 Receipt: 7/4/2924 Dealership Name: Fairway Ford Sales Cade: F71009
;Dealer Rep. TrIna Maurer .... - . .. --_._I iType
JL
;customer Name PLACENTIA
DESCRIPTION
F150 4X2 REGULAR CAB XL -122
122.5 INCH WKEELBASE
TOTAL BASE VEHICLE
OXFORD WHITE
VINYL 40/20/40 FRONT SEAT
MEDIUM DARK SLATE
EQUIPMENT GROUP 103A
.XL SERIES
Jr SILVER PAINTED ALUMINUM
.CHROME FRONT/REAR BUMPERS
,FOG LAMPS
.PRIVACY GLASS W/REAR DEFROSTER
5 -OL V8 ENGINE
ELEC TEN -SPEED AUTO TRANS
.241/70R 17 BSW ALL -SEASON
3.73 ELECTRONIC LOCK RR AXLE
TOTAL BASE AND OPTIONS
DISCOUNTS
TOTAL
ORDERING FSN: QC015 END USER FIN: Q0D15
INCENTIVES
Acc. Code SD :10 Contraet/Ref # :17-462R Bid Date :09/18/23$tate : CA Customer Name:
Customer Address:
Priority Code. H3
Fleet
1I Vehicle line
1:'.MadelYear 2024
F-150
Order Code 7678
Prix Level 450
MSRP DESCRIPTION MSRP
536955 6250# GWR PACKAGE SD
50 CA NEW MTR VEHICLE BOARD FEES 50
536965 10B #2 ORDER 50
SO FORD FLEET SPECIAL ADJUSTMENT SO
50 FRONT LICENSE PLATE BRACXET 50
50 50 STATE EMISSSONS 50
51195 STANDARD FUEL TANK 50
SO PRICE CONCESSION INDICATOR 50
50 REMARKSTRAILER 50
50 SPECIAL DEALER ACCOUNT ADJUSTM 50
50 SPECIAL FLEET ACCOUNT CREDIT SO
5D FUEL CHARGE SO
50 NET INVOICE FLEET OPTION (644) S9
50 PRICED DORA SO
50 ADVERTISING ASSESSMENT 50
SO DESTINATION & DELIVERY 51995
Customer Emall:
Customer Phone:
Customer Signature
MSRP
540155
NA
540155
This order has mat been submitted to the order bank.
This is not on Mimi .
Date
195