November 4, 2025, Item #3DATE: TO: FROM: CONTACT: SUBJECT: Summary: AG EN DA REPORT City of Poway November 4, 2025 Honorable Mayor and Members of the City C~'{ncil Eric Heidemann, Director of Public Works { r" CITY COUNCIL Stephen Jackson, Assistant Director of Public Works for Maintenance Operations (858) 668-4705 or [email protected] (lo/ Authorization to Purchase One (1) Medium-Duty Cab and Chassis with Utility Body and One (1) Light-Duty Pickup Truck and Appropriation of Funds The City of Poway's approved Fiscal Year 2025-26 operating budget includes funding to purchase one (1) utility vehicle comprised of (1) cab and chassis with one (1) utility body, and one (1) light-duty pickup truck for the Public Works Water Transmission and Distribution Division. The City participates in and is a member of several cooperative purchasing organizations which establishes and provides nationwide competitively solicited purchasing contracts which can be utilized by member agencies, such as the City of Poway. Downtown Ford Sacramento has offered competitive pricing for one (1) cab and chassis and one (1) light-duty pickup truck through the State of California Department of General Services (DGS) cooperative purchasing contract (Contract #1-22-23-20F). Staff contacted vendors for quotes on the · utility body, accessories, and equipment. Abacor Inc. submitted the most competitive pricing for the utility body and SoCal Truck Accessories & Equipment Inc. (SoCal Truck) provided the most competitive pricing for the light-duty pickup truck required accessories and equipment. The total purchase price for these vehicles is $205,622.06. All vehicle components meet the City's service requirements and specifications. Recommended Action: It is recommended the City Council adopt a resolution authorizing the purchase of the following equipment: 1) One (1) medium-duty cab and chassis ($61,099.70) and one (1) light-duty pickup truck ($62,045.48) from Downtown Ford Sacramento utilizing Department of General Services State Contract #1-22-23-20F; 2) One (1) utility body from Abacor Inc. ($78,751.88) and accessories, and equipment from SoCal Truck Accessories & Equipment Inc. ($3,725); 3) Authorize an appropriation from the Water Fund Balance in the amount of $32,807.06 to the 1 of 6
November 4, 2025, Item #3Water Transmission and Distribution account (402560-41020) shown in the Fiscal Impact section of this report; and 4) 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 one (1) cab and chassis and one (1) utility body at a total cost of $139,851.58, as well as partial funding for the replacement of one (1) light-duty pickup truck, which has a total cost of $65,770.48 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 utility truck has a gross vehicle weight rating over 8,500 pounds and is subject to the 50 percent zero-emissions purchase regulation. The City operates one (1) 13-year-old medium-duty utility truck that has exceeded its useful life and is scheduled for replacement. This vehicle is utilized by the Public Works Water Transmission and Distribution Division to support water line and valve repairs. In accordance with the Advanced Clean Fleets Regulation, this replacement is not required to be zero-emission due to the 50 percent purchase rule. The cab and chassis will be purchased through DGS {Contract #1-22-23-20F}, utilizing Downtown Ford Sacramento. The utility body will be purchased separately from Abacor Inc. The replacement medium-duty utility truck and body will be funded through the Capital Replacement Fund ($96,177) and from the Water Transmission and Distribution Fund {$53,823), resulting in a $10,148.42 surplus. The total cost for the cab and chassis and medium-duty utility body is within the budgeted amount. The City operates one (1) 8-year-old light-duty pickup truck that is being replaced two (2) years ahead of schedule due to reoccurring maintenance issues. This vehicle is utilized by the Public Works Water Transmission and Distribution Division to support cross-connection and backflow prevention operations. In accordance with the Advanced Clean Fleets Regulation, the light-duty pickup truck will be a zero-emission model {Ford Lighting), purchased through DGS Contract #1-22-23-20F, through Downtown Ford Sacramento, with required accessories and equipment purchased through SoCal Truck. The light-duty pickup truck will be partially funded through rent collected {$22,815) and surplus funds from the purchase of the medium-duty utility truck ($10,148.42), resulting in a total available budget of $32,963.42. The total cost of the light-duty pickup truck is $65,770.48. Due to higher-than-expected inflation and increased electric vehicle costs, this amount exceeds the available budget by $32,807.06. The remaining cost will be covered through the requested appropriation of additional funds. Staff reached out to local Poway dealerships, and they were non-responsive to quote requests. All agreements offered through DGS 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 2 of6
November 4, 2025, Item #3by 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 with utility body are as follows: Unit Available Budget Quote Vendor Medium-Duty Cab and $61,099.70 Downtown Ford Sacramento Chassis $150,000 {Contract #1-22-23-20F) Utility Body $78,751.88 Abacor Inc. The quotes for the light-duty pickup truck are as follows: Unit Available Budget Quote Vendor Light-Duty Pickup $62,045.48 Downtown Ford Sacramento Truck {Contract #1-22-23-20F) $32,963.42 Accessories and $3,725.00 So Cal Truck Accessories & Equipment Equipment Inc. or Inc. 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: 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 costs adjustments to account for increases in equipment costs. The purchase 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 utility truck and one (1) light-duty pickup truck. The total cost of the vehicles and equipment to be purchased as a result of this action is $205,622.06. A portion of the cost in the amount of $118,992 will come from Fiscal Year 2025-26 Capital Replacement account (115010-61040). In accordance with the Advanced Clean Fleets Regulation, an additional appropriation of $32,807.06 to the Water Transmission & Distribution account (402560-41020) from the Water Fund unassigned balance (F5100) is requested. Public Notification: None. Attachments: A. Resolution 3 of6
November 4, 2025, Item #3Reviewed/Approved By: Assistant City Manager 4 of6 Reviewed By: Alan Fenstermacher City Attorney Approved By: Ch~ City Manager
November 4, 2025, Item #3RESOLUTION NO. 25-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AUTHORIZING THE PURCHASE OF ONE (1) MEDIUM-DUTY CAB AND CHASSIS WITH UTILITY BODY AND (1) LIGHT-DUTY PICKUP TRUCK AND 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 2025-26 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 (1) cab and chassis at a cost of $61,099.70 and one (1) light-duty pickup truck at a cost of $62,045.48 from Downtown Ford Sacramento utilizing California Department of General Services State Contract #1-22-23-20F. SECTION 2: Authorizes the purchase of one (1) utility body from Abacor Inc. at a cost of $78,751.88 and accessories and equipment from SoCal Truck Accessories & Equipment Inc. at a cost of $3,725. SECTION 3: The City Council authorizes the following appropriation of $32,807.06, from the Water Fund unassigned balance to Water Transmission and Distribution Division account number 402560-61040 for the purchase of one (1) light-duty truck. 5 of6 ATTACHMENT A
November 4, 2025, Item #3Resolution No. 25-Page 2 SECTION 4: 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 4th day of November, 2025 by the following vote, to wit: AYES: NOES: ABSTAINED: ABSENT: DISQUALIFIED: Steve Vaus, Mayor ATTEST: Carrie Gallagher, CMC, City Clerk 6 of6