Administrative
Report
H.12., File # 23-7211 Meeting Date: 11/21/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE THE PURCHASE OF ONE FORD ESCAPE HYBRID VEHICLE FOR USE BY THE CITY’S HOMELESS HOUSING NAVIGATOR FROM COLLEY FORD FOR AN AMOUNT NOT TO EXCEED $43,247.18 AND AUTHORIZE THE MAYOR TO EXECUTE RELATED PROCUREMENT
DOCUMENTS
EXECUTIVE SUMMARY
In March 2023, the Public Works Fleet Division issued an Invitation to Bid for Ford Escape Hybrid and Hybrid Plug-In vehicles for the Police Department Parking Enforcement/Animal Control and Code Enforcement Divisions. At this time staff recommends the purchase of one vehicle, utilizing the previously issued Invitation to Bid, to replace the 2015 holdover vehicle used by the City’s Homeless Housing Navigator. The vehicle recommended for purchase is a Ford Escape Hybrid from Colley Ford for $43,247.18.
BACKGROUND
In June 2023, the City Council approved Decision Package #38 - Vehicle Replacement Purchases Carryforward FY 2022-23. The approved budget carried over funding for vehicles that the City planned to purchase in FY 2022-23 but had not yet been able to procure due to supply-chain issues and market inventory shortages. This included funding for a new vehicle for the City’s Homeless Housing Navigator.
The City’s Homeless Housing Navigator currently utilizes a 2015 Nissan Pathfinder (Unit 683-14) provided by the Police Department in 2021 to facilitate the operational needs of the position. Staff recommends immediate replacement of Unit 683-14 as the vehicle is well past its useable life, has over 93,000 miles on the odometer, and is presenting significant maintenance issues for the City.
The City issued an Invitation to Bid in March 2023 for Ford Escape Hybrid or Hybrid Plug-In vehicles.
The City received two and recommended purchase of replacement vehicles from Colley Ford and Ken Grody Ford.
At this time, staff recommends the purchase of a Ford Escape Hybrid, from Colley Ford for $43,247.18. This is $3,247.18 over the amount that was originally allocated for the vehicle.
Additional funding to cover the gap is available in the Public Works Fleet Vehicle Replacement operating budget.
The vehicles and equipment approved for replacement as part of Decision Package #38 and the
H.12., File # 23-7211 Meeting Date: 11/21/2023
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 G-1 1999 CATEPILLAR 3306 GENERATOR SEWER PW $ 150,969 N/A G-11 1999 GENERAC 99A03799-S GENERATOR BUILDING 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 GENERATOR FIRE STATION 1 PW $ 98,304 N/A G-16 1999 GENERAC 98A06019-S GENERATOR BUILDING 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 Staff recommends purchasing the vehicle identified through the bid process and authorizing the Mayor to sign all required procurement paperwork.
COORDINATION
The Public Works Department coordinated this report with the Financial Services Department and the City Attorney’s Office.
FISCAL IMPACT
The City Council approved $40,000 in funding in the FY 2023-24 budget for the vehicle purchase.
The cost of the vehicle is $43,247.18, which is $3,247.18 over the budgeted amount. Additional funding is available in the appropriated Public Works Fleet Vehicle Replacement operating budget.
No supplemental budget modification is required at this time to complete the procurement.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Colley Ford Registration, Quote, and Procurement Documents, November 11, 2023 · Colley Ford Auto Invoice #230411,
· Invitation to Bid - Bid #2223-011, Ford Escape Hybrid or Plug-In Hybrid (Quantity 1-5), March 9, 2023