2. One (1) Light-Duty Pickup Truck ($69,208.07) from Downtown Ford Sacramento utilizing DGS State Contract #1-22-23-20F;
3. One (1) Rollback Trailer ($70,305.80) from Trail King Industries, Inc. utilizing Sourcewell Cooperative Purchasing Program Contract #092922-TKI;
4. Authorize an appropriation of $32,239.50 to the various account numbers shown in the Fiscal Impact section of this report; and
5. Authorize the City Manager to execute any necessary documents.
Discussion:
The City operates and maintains over 125 street-legal vehicles and other heavy equipment for the purpose of inspecting, maintaining and operating City facilities and infrastructure. Annually, several of these vehicles and pieces of equipment must be replaced as they have exceeded their useful life or have excessive mileage. The current budget contains funding to replace four (4) full-size cab and chassis, one (1) light-duty pickup truck, and one (1) rollback trailer.
The City has two (2) utility trucks and two (2) dump trucks ranging from 16 to 22 years old that have exceeded their useful life and are scheduled for replacement. The utility trucks are utilized by the Streets Maintenance and Fleet Maintenance divisions for various maintenance activities. The dump trucks are utilized by the Streets Maintenance and Stormwater Maintenance divisions to support hauling operations. Due to limited availability and shortened ordering timelines, staff was only able to obtain quotes for the cab and chassis at the present time. The utility and dump truck body quotes are in process and will be brought to City Council at a later date for authorization to purchase them.
It is recommended all the cab and chassis be replaced through the DGS State Contract utilizing Downtown Ford Sacramento. The four (4) full-size cab and chassis exceed the amount budgeted for their replacement by $7,837.06.
The City has one (1) 22-year-old light/medium duty truck that has exceeded its useful life and is scheduled for replacement. The truck is utilized by the Parks Maintenance division for various maintenance activities. The replacement truck will be zero-emission, allowing the City credit toward the forthcoming Advanced Clean Fleets Rule, which will take effect on January 1, 2024. It is recommended the truck be replaced through the DGS State Contract utilizing Downtown Ford Sacramento. The quote for the new light-duty truck is within the budgeted amount.
The City has one (1) 14-year-old rollback trailer that has exceeded its useful life and is scheduled for replacement. The trailer is utilized by the Streets Maintenance division to transport large sized· equipment, such as the paving machine. It is recommended the trailer be replaced through Sourcewell Cooperative Purchasing Program utilizing Trail King Industries, Inc. The quote for the new rollback trailer exceeds the amount budgeted by $24,402.44.
Staff reached out to local Poway dealerships, and they were non-responsive to quote requests. All agreements offered through the DGS State Contract and Sourcewell Cooperative Purchasing Program have been awarded via a thorough Request for Bid (RFB) competitive solicitation program by a public agency/government entity (e.g., state, city, county public university or school district). The program provides a streamlined and effective procurement option by establishing agreements with manufacturers and suppliers currently on an existing multiple award schedule with a competitive procurement procedure. Section 3.28.11 O of the Poway Municipal Code permits the use of cooperative purchasing programs for procurement of supplies, services, and equipment when the administering agency has made their purchase in a competitive manner. 2 of 6 October 3, 2023, Item #4
The quotes for the four (4) full-size cab and chassis are as follows:
UNIT AVAILABLE QUOTE DGS STATE
FUNDS CONTRACT NO.
Cab and Chassis #1 $74,459.00 $57,301.93 1-22-23-20F
Cab and Chassis #2 $70,000.00 $57,301.93 1-22-23-20F
Cab and Chassis #3 $50,287.00 $58,124.06 1-22-23-20F
Cab and Chassis #4 $85,000.00 $58,124.06 1-22-23-20F
The quote for the light-duty pickup truck is as follows:
UNIT AVAILABLE QUOTE DGS STATE
FUNDS CONTRACT NO.
Light-Duty Pickup $100,000 $69,208.07 1-22-23-20F Truck The quote for the rollback trailer is as follows:
AVAILABLE SOU RC EWELL
UNIT FUNDS QUOTE AGREEMENT
NO.
Rollback Trailer $45,903.36 $70,305.80 092922-TKI
Copies of all quotes are on file with the Public Works Department.
Environmental Review:
This action is not subject to review under the California Environmental Act (CEQA).
Fiscal Impact:
VENDOR
Downtown Ford
Sacramento
Downtown Ford
Sacramento
Downtown Ford
Sacramento
Downtown Ford
Sacramento
VENDOR
Downtown Ford
Sacramento
VENDOR
Trail King
Industries, Inc.
The City proactively plans for the replacement of its vehicles and equipment by annually setting aside a portion of the anticipated replacement costs. The total cost of the vehicles and equipment to be purchased as a result of this action is $370,365.85. A total of $338,126.35 from Fiscal Year 2023-24 Capital Replacement Fund (115010-61040) and division split-funding accounts are budgeted and available for the purchase of these items.
Due to increased equipment costs, appropriations are requested for Streets Maintenance (411040- 61040) for one (1) cab and chassis remaining balance of $7,837.06 and one (1) rollback trailer remaining balance of $24,402.44. The total appropriation request is $32,239.50. 3 ofG October 3, 2023, Item #4
RESOLUTION NO. 23-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
POWAY, CALIFORNIA, AUTHORIZING THE PURCHASE OF
FOUR NEW FULL-SIZE CAB AND CHASSIS, ONE LIGHT-DUTY
PICKUP TRUCK, ONE ROLLBACK TRAILER AND AN
APPROPRIATION OF FUNDS
WHEREAS, the City of Poway (City) operates and maintains over 125 street-legal vehicles and other heavy equipment for the purposes of inspecting, maintaining and operating City facilities and infrastructure and to provide public safety services; WHEREAS, each year several of these vehicles and pieces of equipment must be replaced as they exceed their useful life or have excessive mileage; WHEREAS, the City proactively plans for the replacement of these vehicles and pieces of equipment by accumulating resources in the Capital Replacement Equipment Fund through annual rent charges to the various departmental operating budgets associated with the use of such vehicles and equipment;
WHEREAS, any additional amounts estimated to be required to replace vehicles and equipment in the year of the planned replacement that are in excess of the amounts accumulated in the Capital Replacement Equipment Fund are funded through additional amounts budgeted in the various departmental operating budgets associated with the use of such vehicles and equipment, thereby helping to ensure the financial sustainability of the Capital Replacement Equipment Fund;
WHEREAS, the fiscal year 2023-24 adopted operating budgets include amounts budgeted in both the Capital Replacement Equipment Fund and in various departmental operating budgets for the purchase or replacement of various vehicles and equipment; and WHEREAS, Poway Municipal Code Section 3.28.110 provides for the use of cooperative purchasing programs for the purchase of supplies, services, and equipment when the administering agency has made their purchase in a competitive manner.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as follows:
SECTION 1: The purchase of four full-size cabs and chassis from Downtown Ford Sacramento utilizing the California Department of General Services State Contract No. 1-22-23- 20F, at total cost of $230,851.98 is authorized.
SECTION 2: The purchase of one light-duty pickup truck from Downtown Ford Sacramento utilizing the California Department of General Services State Contract No. 1-22-23- 20F, at cost of $69,208.07 is authorized.
SECTION 3: The purchase of one rollback trailer from Trail King Industries, Inc. utilizing the Sourcewell Cooperative Purchasing Agreement No. 092922-TKI at a cost of $70,305.80 is authorized
5 of 6 ATTACHMENT A October 3, 2023, Item #4
Resolution No. 23-
SECTION 4: The City Council authorizes the following appropriations: $7,837.06 from the General Fund Unassigned Fund Balance to Streets Maintenance account number 411040- 61040 for the purchase of one full-size cab and chassis; $24,402.44 from the General Fund Unassigned Fund Balance to Streets Maintenance account number 411040-61040 for the purchase of rollback trailer.
SECTION 5: The City Manager is hereby authorized to execute any documents necessary for these purchases.
PASSED , APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Poway, California on the 3rd day of October, 2023 by the following vote , to wit:
AYES:
NOES:
ABSTAINED:
ABSENT:
DI SQ UALI Fl ED:
Steve Vaus, Mayor
ATTEST:
Carrie Gallagher, CMC, City Clerk
6 of 6 October 3, 2023, Item #4