Administrative
Report
H.17., File # 23-7218 Meeting Date: 11/21/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE THE PURCHASE OF THREE 2024 FORD F-250 CNG TRUCKS FROM NATIONAL
AUTO FLEET GROUP FOR USE BY THE PUBLIC WORKS DEPARTMENT, BUILDING
OCCUPANCY, PIER MAINTENANCE, AND PARKS DIVISIONS FOR A TOTAL COST OF $272,719.65
EXECUTIVE SUMMARY
Staff is seeking authorization from the City Council to purchase three replacement vehicles for the Public Works Department for use by the Pier Maintenance, Building Occupancy, and Parks Services Divisions. The three vehicles currently used by the Divisions are at the end of their normal replacement cycles and have been approved for replacement in FY 2023-24. Competitive pricing for the vehicles has been secured through the City’s regular purchasing procedures.
BACKGROUND
In June 2023, the City Council Approved Decision Package # 38 - Carryover Vehicle Replacement Purchases from FY 2022-23. This action set aside $922,241 for the replacement of 13 City vehicles and equipment that were scheduled for replacement in FY 2022-23 but were not available for purchase during that time period due to supply chain issues. The Decision Package includes funding for the three proposed Public Works vehicles, which will replace Units 349, 348 and 354.
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 resulting from continued shortages and delays 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.
The vehicles and equipment approved for replacement as part of Decision Package #38 and the status of their acquisition is as follows:
Unit Year Existing Vehicle Assigned Dept
Total Funding
per unit ZEV/LEV Status
57 2009 TOYOTA PRIUS HYBRID BUILDING PL $ 38,963 LEV
261-08 2008 FORD RANGER UNIT 378 MOUNTED TO TRUCK UPLANDS MAINT PW $ 37,000 N/A 348-09 2009 FORD F-350 1-TON PICKUP-EQ BUILDING OCCUPANCY PW $ 71,000 LEV Recommended 349 2009 FORD F-350 1-TON PICKUP-EQ UPLANDS MAINT PW $ 71,000 LEV Recommended 354 2009 FORD F-250 3/4 TON PICKUP PARKS PW $ 60,000 LEV Recommended 59-07 2007 GMC CANYON P/U XTRA CAB BUILDING PL $ 37,000 N/A G1 1999 CATEPILLAR 3306 GENERATOR SEWER PW $ 150969 N/A Decision Package #38 - FY2022-23 Vehicles Carried Forward
H.17., File # 23-7218 Meeting Date: 11/21/2023
Unit Year Existing Vehicle Assigned Dept
Total Funding
per unit ZEV/LEV Status
57 2009 TOYOTA PRIUS HYBRID BUILDING PL $ 38,963 LEV
261-08 2008 FORD RANGER UNIT 378 MOUNTED TO TRUCK UPLANDS MAINT PW $ 37,000 N/A 348-09 2009 FORD F-350 1-TON PICKUP-EQ BUILDING OCCUPANCY PW $ 71,000 LEV Recommended 349 2009 FORD F-350 1-TON PICKUP-EQ UPLANDS MAINT PW $ 71,000 LEV Recommended 354 2009 FORD F-250 3/4 TON PICKUP PARKS PW $ 60,000 LEV Recommended 59-07 2007 GMC CANYON P/U XTRA CAB BUILDING PL $ 37,000 N/A G-1 1999 CATEPILLAR 3306 GENERATOR SEWER PW $ 150,969 N/A G-11 1999 GENERAC 99A03799-S GENERATORBUILDING OCCUPANCY PW $ 246,145 N/A G-12 1999 ONAN 175DGFB GENERATOR* BUILDING OCCUPANCY PW $ 149,210 N/A G-14 2018 GENERAC 98A06015-S GENERATORFIRE STATION 1 PW $ 98,304 N/A G-16 1999 GENERAC 98A06019-S GENERATORBUILDING OCCUPANCY PW $ 96,804 N/A G-2 1999 MQ POWER DCA-25SSIU SEWER PW $ 27,420 N/A
NEW VEHICLE HOMELESS OUTREACH CA $ 40,000.00 LEV Recommended Decision Package #38 - FY2022-23 Vehicles Carried Forward 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 utilizes 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 request for bids. Pricing is often attractive because of the purchasing power of these cooperatives. If approved, the recommended vehicles in this report would be acquired via Sourcewell master vehicle contract #091521-NAFG.
Decision Package #38 appropriated a total of $202,000 for the three vehicles recommended for purchases. The vehicle cost for the three units, including CNG conversion and vehicle upfit, is $272,719.65. Costs have increased at every stage of procurement: vehicle purchase, CNG conversion, and upfitting. At this time there is funding available in the Public Works Fleet Operating Budget to cover the $70,720 gap in appropriation.
COORDINATION
The Public Works Department coordinated this report with the Financial Services Department.
FISCAL IMPACT
Funding for the purchase of the three vehicles, at a total cost of $272,719.65, is available in the Public Works Department Fleet Operating Budget. No additional appropriation is required at this time. $202,000 was approved as part of the FY 2023-24 Budget, via Decision Package #38 - Carryover Vehicle Replacement Purchases from FY2022-23. Depending on the number of vehicles that are able to be procured this Fiscal Year, Public Works will bring an adjustment request to City Council as part of the Mid-Year Budget Review, to address the additional costs.
APPROVED BY:
H.17., File # 23-7218 Meeting Date: 11/21/2023
Mike Witzansky, City Manager
ATTACHMENTS
· Quote Unit 349 - F-250 CNG truck from National Auto Fleet Group, November 14, 2023 · Quote Unit 348 and 354 - F-250 CNG truck from National Auto Fleet Group, November 14, 2023