August 6, 2024, Item #6DATE: TO: FROM: CONTACT: SUBJECT: Summary: AGENDA REPORT CityofPoway August 6, 2024 Honorable Mayor and Members of the City Council Eric Heidemann, Director of Public Works ~ Michael Obermiller, Public Works Operations Ma~er (858) 668-4722 or [email protected] ~ CITY COUNCIL Authorization to Purchase One (1) Medium-Duty Cab and Chassis and One (1) Light-Duty Pickup Truck Utilizing California Department of General Services State Contract #1-22-23-20F The approved Fiscal Year 2024-25 operating budget includes funding to purchase one (1) medium-duty cab and chassis and one (1) light-duty pickup truck. The City participates in and is a member of several cooperative purchasing organizations, including the State of California Department of General Services (DGS}, which establish and provide nationwide competitively solicited purchasing contracts to be utilized by member agencies. The Advanced Clean Fleets Regulation was set forth by the California Air Resources Board to accelerate a large-scale reduction in tailpipe emissions. It requires California State and local government fleets, including city, county, special district, and State agency fleets, to ensure 50 percent of vehicle purchases with a gross vehicle weight rating over 8,500 pounds are zero-emissions beginning in 2024 and 100 percent by 2027. The medium-duty cab and chassis and light-duty pickup truck both have a gross vehicle weight rating over 8,500 pounds and are subject to the 50 percent zero-emissions purchase regulation. Through the DGS State Contract (Contract #1-22-23-20F}, Downtown Ford Sacramento presented optimal pricing for one (1) medium-duty cab and chassis and one (1) light-duty pickup truck in the amounts of $57,335.73 and $71,790.74, respectively. The vehicles meet the City's service requirements and specifications. The total purchase price for these vehicles is $129,126.47. Recommended Action: It is recommended City Council adopt a resolution authorizing the purchase of the following equipment: 1) One (1) medium-duty cab and chassis ($57,335.73) and one (1) light-duty pickup truck ($71,790.74) from Downtown Ford Sacramento utilizing Department of General Services State Contract #1-22-23-20F; and 2) Authorize the City Manager to execute any necessary documents. 1 of 5
August 6, 2024, Item #6Discussion: 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 one (1) medium-duty cab and chassis and one (1) light-duty pickup truck. The City has one (1) 12-year-old utility truck that has exceeded its useful life and is scheduled for replacement. The utility truck is utilized by the Public Works Water Transmission/Distribution division to support water distribution line and valve repairs. Due to limited availability and shortened ordering timelines, staff was only able to obtain a quote for the cab and chassis at the present time. The utility body quote is in process and will be brought to City Council at a later date for authorization to purchase it. The cab and chassis is not currently required to be zero-emissions because of the 50 percent purchase rule set forth by the Advanced Clean Fleets Regulation. The cab and chassis will be purchased through the DGS State Contract (Contract #1-22-23-20F) utilizing Downtown Ford Sacramento. The quote for the new medium-duty cab and chassis is within the budgeted amount. The City has one (1) 9-year-old pickup truck that has exceeded its useful life and is scheduled for replacement. The truck is utilized by the Utility Systems division to support maintenance of pump stations, wastewater lift stations, and SCADA communications. The replacement truck will be zero-emission to meet requirements set forth by the Advanced Clean Fleets Regulation. It is recommended the truck be replaced through the DGS State Contract (Contract #1-22-23-20F) utilizing Downtown Ford Sacramento. The quote for the new light-duty truck is within the budgeted amount. Staff reached out to local Poway dealerships and they were non-responsive to quote requests. All agreements offered through the DGS State Contract 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 3.28.110 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. The quotes for the medium-duty cab and chassis and light-duty pickup truck are as follows: Unit Available DGS State Quote Funds Contract No. Medium-Duty Cab $100,000.00 1-22-23-20F $57,335.73 & Chassis Light-Duty Pickup $85,032.00 1-22-23-20F $71,790.74 Truck Copies of all quotes are on file with the Public Works Department. Environmental Review: Vendor Downtown Ford Sacramento Downtown Ford Sacramento This action is not subject to review under the California Environmental Act (CEQA). 2 of 5
August 6, 2024, Item #6Fiscal Impact: The City proactively plans for the replacement of its vehicles and equipment by annually setting aside a portion of the anticipated replacement costs along with inflationary cost adjustments to account for increases in equipment costs. The purchases will be made with funds from the Capital Replacement Fund (115010-61040) along with the division's operating budget (split-funded), for the purchase of one (1) medium-duty cab and chassis and one (1) light-duty pickup truck. The total cost of vehicles and equipment to be purchased as a result of this action is $129,126.47. A total of $185,032.00 from Fiscal Year 2024-25 Capital Replacement Fund (115010-61040) and division split-funding accounts (402560-61040, 401060-61040) are budgeted and available for the purchase of these items. Public Notification: None. Attachments: A. Resolution Reviewed/Approved By: Wend? serman Assistant City Manager 3 ofS Reviewed By: Alan Fenstermacher City Attorney Approved By: Ch~ City Manager
August 6, 2024, Item #6RESOLUTION NO. 24-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AUTHORIZING THE PURCHASE OF ONE (1) CAB AND CHASSIS AND ONE (1) PICKUP TRUCK UTILIZING CALIFORNIA DEPARTMENT OF GENERAL SERVICES STATE CONTRACT #1-22-23-20F 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, the Fiscal Year 2024-25 adopted operating budget includes amounts budgeted in both the Capital Replacement Equipment Fund and in 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: Authorizes the purchase of one cab and chassis from Downtown Ford Sacramento utilizing California Department of General Services State Contract #1-22-23-20F, at cost of $57,335.73. SECTION 2: Authorizes the purchase of one light-duty pickup truck from Downtown Ford Sacramento utilizing California Department of General Services State Contract #1-22-23-20F, at cost of $71,790.74. SECTION 3: The City Manager is hereby authorized to execute any documents necessary for these purchases. 4 of 5 II II II II II ATTACHMENT A
August 6, 2024, Item #6Resolution No. 24-Page 2 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Poway, California on the 6th day of August, 2024 by the following vote, to wit: AYES: NOES: ABSTAINED: ABSENT: DISQUALIFIED: Steve Vaus, Mayor ATTEST: Carrie Gallagher, CMC, City Clerk 5 ofS