Administrative
Report
H.7., File # 23-5974 Meeting Date: 5/2/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE THE PURCHASE OF ONE 2023 VEHICLE FROM NATIONAL AUTO FLEET GROUP FOR USE BY THE PUBLIC WORKS DEPARTMENT FOR A TOTAL COST OF $65,774
EXECUTIVE SUMMARY
Staff is seeking authorization from the City Council to purchase one replacement vehicle for the Public Works Department. The vehicle is used by the Parks Unit of the Operations Division, was approved for funding in the Fiscal Year 2022-23 Budget, and is at the end of its normal replacement cycle. Competitive pricing for the vehicle 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 Public Works vehicle (Unit 241) recommended for purchase at this time.
Unit 241, an F-250 CNG truck, is recommended for purchase for the Parks Division. The new vehicle is replacing an existing vehicle at the end of its replacement cycle and was identified for replacement in the Decision Package.
The vehicle will be ordered and is anticipated to be delivered to the City in the next eight to twelve months. This extended timeline is a result of new vehicle shortages and delays being experienced in the broader 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 that are scheduled and budgeted for replacement in FY2022-23. However, the City was informed that the manufacturer could provide only one vehicle. The opportunity to purchase this second 2023 F-250 CNG truck arose as a result of a cancellation from another city.
The vehicles and equipment approved for replacement as part of the FY 2022-23 budget and the status of their acquisition is as follows:
Unit Year Existing Vehicle Assigned Dept Updated Status 621 2008 DODGE RAM CHARGER ADMIN P In progress
57 2009 TOYOTA PRIUS HYBRID BUILDING PL
405 2009 TOYOTA PRIUS HYBRID CODE ENF P DELIVERED
H.7., File # 23-5974 Meeting Date: 5/2/2023
Unit Year Existing Vehicle Assigned Dept Updated Status 621 2008 DODGE RAM CHARGER ADMIN P In progress
57 2009 TOYOTA PRIUS HYBRID BUILDING PL
405 2009 TOYOTA PRIUS HYBRID CODE ENF P DELIVERED
354 2009 FORD F-250 3/4 TON PICKUP PARKS PW
241-09 2009 FORD F-250 PARKS PW RECOMMENDED
58 2009 TOYOTA PRIUS HYBRID ENGINEERING PW DELIVERED
647 2018 DODGE RAM CHARGER Equipped PATROL P In progress 649 2018 FORD UTILITY Equipped PATROL P In progress
665 2018 FORD UTILITY Equipped PATROL P In progress
671 2018 FORD UTILITY Equipped PATROL P In progress
401 2009 TOYOTA PRIUS HYBRID PATROL- PARKING ENF P DELIVERED 403 2009 FORD ESCAPE HYBRID PATROL- PARKING ENF P DELIVERED 404 2009 FORD ESCAPE HYBRID PATROL- PARKING ENF P DELIVERED 408 2009 JEEP WRANGLER RHDRIVE PATROL- PARKING ENF P DELIVERED 349 2009 FORD F-350 1-TON PICKUP-EQ UPLANDS MAINT PW
872 2013 TAYLOR-DUNN ELECT CART UPLANDS MAINT PW In progress 243-09 2009 FORD F-250 UPLANDS MAINT PW In progress
348-09 2009 FORD F-350 1-TON PICKUP-EQ BUILDING OCCUPANCY PW G-14 2018 GENERAC 98A06015-S GENERATOR FIRE STATION 1 PW The vehicle recommended for purchase has 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 competitive proposal. Pricing is often attractive because of the purchasing power of these cooperatives. If approved, the recommended vehicle 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 vehicle, at a total cost of $65,774, 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. The final replacement cost is $3,940 over the initial amount estimated for the vehicle. There are sufficient funds in the Fleet Vehicle Replacement Maintenance and Operations account to cover the increase. No additional appropriation is needed at this time.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Quote Unit 241 - F-250 CNG truck from National Auto Fleet Group
H.7., File # 23-5974 Meeting Date: 5/2/2023