City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 20, 2023 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL
SUBJECT: PURCHASE OF FIVE REPLACEMENT FORD F250 UTILITY TRUCKS FROM PB LOADER CORPORATION FOR THE GENERAL SERVICES AND PARKS, RECREATION, AND COMMUNITY SERVICES DEPARTMENTS IN THE TOTAL AMOUNT OF $366,797.70 – SUPPLEMENTAL APPROPRIATION ISSUE:
Approve the purchase of five replacement Ford F250 utility trucks from PB Loader Corporation for the General Services and Parks, Recreation, and Community Services Departments in the total amount of $366,797.70.
RECOMMENDATIONS:
That the City Council:
Approve the purchase of five replacement Ford F250 utility trucks from PB Loader Corporation for the General Services and Parks, Recreation, and Community Services Departments in the total amount of $366,797.70; and With at least five affirmative votes, authorize a supplemental appropriation in the amount of $366,797.70 to Central Garage Fund, General Services Department Motor Pool, Automotive Equipment account from available fund balance.
BACKGROUND:
The General Services Fleet Management Division evaluates all vehicle replacement criteria to ensure the efficient management and replacement of vehicles. The new vehicles would replace existing units which have extended periods of down time for repairs, exceeded their expected service life, and have accumulated excessive life to date maintenance costs. The vehicles that will be replaced are outlined in the following table:
Asset No.
Year Make Model
Using Department
Odometer
Replacement Reason
C1062
2008 Ford F250
Parks, Recreation and Community Services - Parks
95,681
14 years of age with excessive wear and tear and life to date maintenance cost.
C1063
2008 Ford F250
Parks, Recreation and Community Services - Parks
98,446
14 years of age with excessive wear and tear and life to date maintenance cost.
C1064
2008 Ford F250
Parks, Recreation and Community Services - Parks
69,000
14 years of age with excessive wear and tear and life to date maintenance cost.
C1082
2008 Ford F250
Parks, Recreation and Community Services - Parks
108,001
14 years of age with excessive wear and tear and life to date maintenance cost.
C859
2002 Ford F250
General Services – Building Services
120,565
21 years of age with excessive wear and tear and life to date maintenance cost.
DISCUSSION:
Sourcewell is a national service cooperative created to provide government procurement resources and solutions to members in government, education, and nonprofit sectors. Since the City of Riverside is a member of Sourcewell, PB Loader Corporation is able to provide the best overall government pricing in accordance with Cooperative Agreement Number 080521-PBL through this cooperative procurement process.
The utilization of the Sourcewell contract is in accordance with Purchasing Resolution No. 23914, Section 602(f), which states, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(f) When Cooperative Purchasing is available and undertaken or when Goods can be obtained through Federal, State and/or other public entity pricing contracts or price agreements”.
The City is receiving a discount in the amount of $19,259.00 on the five (5) Ford F250 utility trucks purchased from the Sourcewell contract, which reduced the total cost from $386,056.70 to a revised cost of $366,797.70.
Purchasing Manager concurs that the recommendation is in accordance with Purchasing Resolution 23914, Section 602(f).
The Park, Recreation and Community Services Director concurs with this report.
STRATEGIC PLAN ALIGNMENT:
The recommended purchase of the new replacement utility trucks contributes to the City’s Strategic Priority No. 4 Environmental Stewardship and Goal 4.6 – Implement the requisite measures to achieve citywide neutrality no later than 2040.
The recommended purchase aligns with EACH of the five Cross-Cutting Threads as follows:
Community Trust – This action builds community trust by ensuring that City departments have safe and reliable vehicles available to staff and crew members to use when performing operational duties.
Equity – This action will benefit the entire community because it enhances city-wide services.
Fiscal Responsibility – Vehicles which have reached the end of their useful life cycle are more costly to operate and maintain. The General Services Fleet Management Division is proposing this purchase in accordance with Purchasing Resolution 23914, Formal Procurement process to ensure the best price, terms and conditions are negotiated.
Innovation – The General Services Fleet Management Division has an established vehicle replacement program to ensure departments are accruing funds for future replacement vehicles. These replacement vehicles will be purchased using funds from the Central Garage Fund Motor Pool Account.
Sustainability & Resiliency – This action will result in replacement vehicles that meet all South Coast Air Quality Management District (SCAQMD) requirements and ensure improved vehicular performance, safety, and efficiency.
FISCAL IMPACT:
The total fiscal impact of the action is $366,797.70. Upon Council approval a supplemental appropriation will be recorded in the Central Garage Fund, General Services Department Motor Pool, account number 2215200-462100. Sufficient funds are available in the Central Garage Fund’s available fund balance to cover the $366,797.70 supplemental appropriation.
The costs for the new utility trucks and the departments they shall be assigned to is outlined in the table below:
Year Make Model
Using Department
Unit Price (Includes Utility Body)
Sales Tax (8.75%)
Tire Fees
Qty
Total Price
2023 Ford F250
Parks, Recreation and Community Services - Parks
$67,449.00
$5,901.79
$8.75
4 $293,438.16
2023 Ford F250
General Services – Building Services
$67,449.00
$5,901.79
$8.75
1 $73,359.54
Total
$366,797.70
Prepared by: Carl Carey, General Services Director
Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/Treasurer Approved by: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/Treasurer Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Sourcewell Quote 11799 from PB Loader Corporation
Sourcewell Contract #080521-PBL
Purchase Five Ford F250’s ● Page 2