Administrative
Report
H.5., File # 23-6405 Meeting Date: 7/18/2023
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 FIRE DEPARTMENT COMMAND PERSONNEL FOR A TOTAL COST OF $84,180.28
EXECUTIVE SUMMARY
Staff is seeking authorization from the City Council to purchase one replacement vehicle for the Fire Department. The FY 2023-24 Adopted Budget included funding for the replacement of Redondo Beach Fire Department Unit #104, a front-line command vehicle. The City has been offered one of four available 2023 model year RAM 3500 vehicles from National Auto Fleet, which has a limited supply of this particular model. Public Works brought this item as quickly as possible in order to have the best chance to secure the purchase. The required aftermarket vehicle upfit is being reviewed and vetted by Public Works, Fire and Information & Technology Departments and will be brought to Council within the next month as a separate item, when the cost is reviewed and finalized. The purchase of the base vehicle will ensure the Fire Department can move forward with the vehicle replacement. Competitive pricing for the vehicle has been secured through the City’s regular purchasing procedures.
BACKGROUND
In June 2023, the City Council Approved Decision Package # 39 - Annual Vehicle Replacement Purchases as a part of the FY 2023-24 Adopted Budget. This action set aside $2,637,870 for the replacement of 19 City vehicles and other required equipment, including funding for the replacement of Fire Command Unit #104. The proposed 2023 model year RAM 3500 will replace an existing vehicle that is at the end of its useful life.
With purchase approval, the vehicle will be ordered and is anticipated to be delivered to the City within the next six to eight months. This timeline is shorter than the City is experiencing for other vehicles as the desired model is currently available through National Auto Fleet. The unit is an emergency vehicle, and, as such, a diesel engine is recommended. Although Public Works continues to explore low-emission and zero-emission (LEV/ZEV) options, this is not viable for emergency units at this time, given the replacement timeline and budget constraints.
The vehicles and equipment approved for replacement as part of the FY 2023-24 budget and the status of their acquisition is as follows:
UNITYEAR DESCRIPTION DEPT
Fund
Balance
Per Unit
Estimate
d
Auction
Value
Additional
Estimated
Funding
Needed
Total
Funding Per
Unit
LEV/
ZEV Status
620 2016FORD UTILITY P $ 40,652 $ 3,000 $ 43,652 LEV
622 2017DODGE DURANGO SUV SIU P $ 40,590 $ 3,000 $ 43,590 LEV 101 2009FORD F150 F $ 30597 $ 3000 $ 30000 $ 63597 LEV
H.5., File # 23-6405 Meeting Date: 7/18/2023
UNITYEAR DESCRIPTION DEPT
Fund
Balance
Per Unit
Estimate
d
Auction
Value
Additional
Estimated
Funding
Needed
Total
Funding Per
Unit
LEV/
ZEV Status
620 2016FORD UTILITY P $ 40,652 $ 3,000 $ 43,652 LEV
622 2017DODGE DURANGO SUV SIU P $ 40,590 $ 3,000 $ 43,590 LEV 101 2009FORD F-150 F $ 30,597 $ 3,000 $ 30,000 $ 63,597 LEV 644 2019DODGE RAM CHARGER EquippedP $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A 648 2019DODGE RAM CHARGER EquippedP $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A 662 2019DODGE RAM CHARGER EquippedP $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A 663 2019FORD UTILITY Equipped P $ 47,275 $ 2,000 $ 30,000 $ 79,275 N/A 664 2019FORD UTILITY Equipped P $ 57,233 $ 2,000 $ 20,000 $ 79,233 N/A 666 2019FORD UTILITY Equipped P $ 57,233 $ 3,000 $ 19,000 $ 79,233 N/A 679 2005CHEVROLET COMM CUT-AWY TRUCK P $ 157,924 $ 4,000 $ 150,000 $ 311,924 N/A 375 2013LINELAZER 3400 STRIPER PW $ 5,257 $ 500 $ 5,757 LEV 333-062006CHEVROLET CC7500 CNG DUMP TRUCK PW $ 196,056 $ 4,000 $ 200,056 CNG/LEV 350-062006GMC TC 7500 CNG KNUCKLE BOOM CRANE PW $ 286,320 $ 4,000 $ 290,320 CNG/LEV 200 2006GMC TC 7500 INSULATED MANLIFT PW $ 279,386 $ 4,000 $ 283,386 CNG/LEV 209 2003SUN ELECTRIC TRLR MNT GENERATOR PW $ 77,037 $ 500 $ 77,537 N/A 322-062006CHEVROLET CC7500 CNG FLATBED PW $ 206,122 $ 3,000 $ 209,122 CNG/LEV 352-092009FORD ESCAPE HYBRID PW $ 48,768 $ 48,768 LEV/ZEV 137 2008CHEVROLET TAHOE-EQ F $ 90,168 $ 193,853 $ 284,021 LEV 104 2008CHEVROLET SUBURBAN-EQ F $ 188,993 $ 111,583 $ 300,576 N/A RECOMMENDED Total $1,951,434 $ 644,436 $ 2,637,870
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 Fire Department and the Financial Services Department.
FISCAL IMPACT
Funding for the purchase of the vehicle was approved as part of the FY 2023-24 Adopted Budget via Decision Package #39 - Annual Vehicle Replacement Purchases. Specifically, $300,576 was set aside for the replacement of Unit 104. As noted above, the base replacement vehicle cost is $84,180. The remaining $216,096 of funding will be used for vehicle upfitting expenses.
APPROVED BY:
Mike Witzansky, City Manager
H.5., File # 23-6405 Meeting Date: 7/18/2023
ATTACHMENTS
· Quote Unit #104 - 2023 Ram 3500 truck from National Auto Fleet Group