Administrative
Report
H.17., File # 23-5371 Meeting Date: 1/17/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE THE PURCHASE OF TWO 2023 VEHICLES FROM NATIONAL AUTO FLEET GROUP FOR USE BY THE PUBLIC WORKS DEPARTMENT FOR A TOTAL COST OF $105,656
EXECUTIVE SUMMARY
Staff is seeking authorization from the City Council to purchase two replacement vehicles for the Public Works Department. One vehicle is for the Pier Maintenance unit of the Operations Division and the second is a pool vehicle for the Engineering Services Division. Both of the vehicles currently used by the Divisions are at the end of their normal replacement cycles and have been approved for funding in FY 2022-23. Competitive pricing for the vehicles has been secured through the City’s regular purchasing procedures.
BACKGROUND
In June 2022, the City Council Approved Decision Package # 38 - Annual Vehicle Replacement Purchases. This action set aside $1,039,272 for the replacement of nineteen (19) City vehicles and equipment in the FY 2022-23 budget, including funding for the two Public Works vehicles (unit 243 and unit 58) recommended for purchase at this time.
The F-250 CNG truck (unit 243) is recommended for purchase for the Pier Maintenance Unit. The second requested vehicle is for an Engineering pool car (unit 58) utilized by the Public Works Capital Projects Construction Manager, Inspectors and other Engineering Division staff. The replacement vehicle proposed is a Chevrolet Bolt EV. The new vehicles will replace existing vehicles that are at the end of their replacement cycles and were identified for replacement in the FY 2022-23 Budget.
The vehicles will be ordered and are anticipated to be delivered to the City in the next eight to twelve months. This is an extended timeline giving the shortages and delays being experienced in the vehicle market.
Ongoing supply-chain issues and shortages in the vehicle market, specifically the fleet market, have made it incredibly difficult to procure vehicles through the City’s standard fleet procurement processes. For example, the Public Works Department requested quotes for the five medium-duty CNG trucks scheduled and budgeted for replacement in FY2022-23. However, the City was informed that the manufacturer could provide only one vehicle. That is the F-250 CNG truck recommended for purchase at this time.
The vehicles and equipment approved for replacement as part of the FY 2022-23 Budget and the
H.17., File # 23-5371 Meeting Date: 1/17/2023
status of their acquisition is as follows:
Unit Year Existing Vehicle Assigned Dept
Total
Funding
per unit Status
621 2008 DODGE RAM CHARGER ADMIN P $ 41,410
57 2009TOYOTA PRIUS HYBRID BUILDING PL $ 38,963
405 2009TOYOTA PRIUS HYBRID CODE ENF P $ 38,963
354 2009FORD F-250 3/4 TON PICKUP PARKS PW $ 39,418
241-09 2009FORD F-250 PARKS PW $ 61,833
58 2009TOYOTA PRIUS HYBRID ENGINEERING PW $ 38,463 Recommended for Purchase 647 2018 DODGE RAM CHARGER Equipped PATROL P $ 56,208 Ordered 649 2018FORD UTILITY Equipped PATROL P $ 64,822 Ordered 665 2018FORD UTILITY Equipped PATROL P $ 67,417 Ordered 671 2018FORD UTILITY Equipped PATROL P $ 67,417 Ordered 401 2009TOYOTA PRIUS HYBRID PATROL- PARKING ENFP $ 38,463 403 2009FORD ESCAPE HYBRID PATROL- PARKING ENFP $ 49,666 404 2009FORD ESCAPE HYBRID PATROL- PARKING ENFP $ 49,666 408 2009 JEEP WRANGLER RHDRIVE PATROL- PARKING ENFP $ 43,474 349 2009FORD F-350 1-TON PICKUP-EQ UPLANDS MAINT PW $ 38,900 872 2013TAYLOR-DUNN ELECT CART UPLANDS MAINT PW $ 12,276 243-09 2009FORD F-250 UPLANDS MAINT PW $ 67,749 Recommended for Purchase 348-09 2009FORD F-350 1-TON PICKUP-EQ BUILDING OCCUPANCYPW $ 38,900 G-14 2018GENERAC 98A06015-S GENERATORFIRE STATION 1 PW $ 98,304 As of the beginning of January 2023, three (3) vehicles and five (5) pieces of equipment scheduled for FY 2021-22 purchase were still unavailable. Twelve (12) vehicles and one (1) piece of equipment scheduled for purchase in FY 2022-23 were still unavailable. City staff are working diligently to perform routine and emergency maintenance on the the existing fleet to keep vehicles essential for City services operational. Staff are also in constant conversations with vendors to stay ahead of ordering windows and stay abreast of any other potential vehicle or procurement options available in the market.
The vehicles recommended for purchase have been selected through the City’s regular purchasing procedures. The procedures contain a number of competitive purchasing options including the use of a “Piggyback Bid,” which is a procedure of procuring goods or services by utilizing another public entity's recent Request for Proposal or Bid, or the Sourcewell Cooperative Purchasing Program.
Cooperative purchasing programs provide valuable benefits to state and local governments. By attaching to national or regional cooperatives, an agency has immediate access to legitimately solicited contracts and guaranteed pricing and delivery options without expending staff resources on the preparation of its own RFB. Pricing is often attractive because of the purchasing power of these cooperatives. If approved, the two recommended vehicles in this report would be acquired via Sourcewell master vehicle contract #091521-NAFG.
COORDINATION
The Public Works Department coordinated this report with the Financial Services Department.
FISCAL IMPACT
Funding for the purchase of the two vehicles, at a total cost of $105,656, is available in the Vehicle Replacement Fund and was approved as part of the FY 2022-23 Budget, via Decision Package #38 - Annual Vehicle Replacement Purchases.
APPROVED BY:
H.17., File # 23-5371 Meeting Date: 1/17/2023
Mike Witzansky, City Manager
ATTACHMENTS
· Quote Unit 243 - F-250 CNG truck from National Auto Fleet Group · Quote Unit 58 - Chevrolet Bolt EV from National Auto Fleet Group