DATE: NOVEMBER 7, 2023
DEPARTMENT: LIBRARY AND COMMUNITY SERVICES, RECREATION-PARK DIVISION FROM: DAVID JACOBS, PUBLIC WORKS DIRECTOR
KRISTAN LUNDQUIST, LCS DIRECTOR
BY: TERRY MILLEMAN, FLEET MANAGER
TITLE: PARKS AND RECREATION VEHICLE REPLACEMENT
RECOMMENDED MOTION:
Adopt a resolution authorizing the City Manager or designee to negotiate and execute the purchase of two (2) 2023 Toyota Tacoma’s for a total cost not to exceed $79,630.43.
EXECUTIVE SUMMARY:
The Public Works Department working in conjunction with the Parks and Recreation (Park-Rec) Division of the Library and Community Services Department has identified funding to purchase two (2) 2023 Toyota Tacoma vehicles which will be used by the Park-Rec Division staff. The two Tacoma’s will be used daily to perform work in the City of Salinas parks. Given current inventory challenges, and the immediate action required to successfully purchase available vehicles, we are asking for authorization to purchase the two (2) vehicles from Salinas Toyota, a local dealership, for a cost not to exceed $79,630.43.
BACKGROUND:
The Park-Rec Division has been renewing the older fleet to meet their maintenance needs.
The Public Works Fleet, in conjunction with the Park-Rec Division, selected the Tacoma’s due to fleet consistency ensuring that we have quick repair and maintenance turnaround as well as they come with a lifetime powertrain warranty.
Recreation will be replacing a 2007 Ford Ranger and a 2008 Ford Ranger. The replacements fall in line with our replacement interval age of replacement. Fleet has identified that keeping light duty vehicles beyond this time creates operational issues as well as turnaround time for maintenance.
Salinas Toyota, a local dealership, has provided quotes for a base model Tacoma 4x2 truck at $38,480.73. And $41,149.70 for a base model Tacoma 4x4 truck. The total cost for both trucks is $79,630.43.
The Park-Rec Division currently does not have any 4x4 trucks in their fleet. They occasionally must make irrigation repairs on wet and muddy surfaces. They have become stuck on several occasions and staff recommends that the Park-Rec Division have at least one vehicle capable of going off road in these types of conditions when needed.
There are other trucks out on the market, but the Tacoma was selected for ease of maintenance and parts procurement, as well as overall functionality, fleet consistency and a lifetime powertrain warranty and repair. Quality parts procurement also becomes an issue as OEM parts become very difficult procure and the aftermarket parts are a lot of times, less than acceptable.
Given the current inventory challenges with vehicles, it has been difficult to secure vehicles in a timely manner or with a cost comparable to State contract rate. There are no Toyota Tacoma vehicles available to purchase via the State Contract or Sourcewell, with no known date for the ordering bank to be opened. After reaching out to local dealerships, Salinas Toyota identified several vehicles in production or transit, with one truck in stock and expected delivery dates between late-November to mid-December for the other. The quotes from Salinas Toyota, a local dealership, for two (2) vehicles total $79,630.43.
Given the lack of inventory and ability to place a timely order via the traditional State Contract process, we are requesting approval for the direct purchase of two (2) 2023 Toyota Tacoma’s from Salinas Toyota for a cost not to exceed $79,630.43. The City Council has the authority to approve this direct purchase pursuant to Salinas Municipal code Section 12-27 and Salinas Municipal Code Section 12-28.080 CEQA CONSIDERATION:
Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).
STRATEGIC PLAN INITIATIVE:
The requested Council action directly relates to Council’s Strategic Plans or Goals of providing “Infrastructure and Environmental Sustainability”. The purchase of these vehicles allows the Parks-Rec Department to continue maintaining the City of Salinas parks, improve city facilities, beautify the city, and provide service to the community.
DEPARTMENTAL COORDINATION:
Park-Rec Division in coordination with Fleet Maintenance had a meeting to discuss the needs of the Department. We concluded that the vehicle’s in this report meets both the needs of the Recreation-Park Division, as well as the requirements of the Fleet Maintenance Division. The Finance Department will coordinate the purchase and title change.
FISCAL AND SUSTAINABILITY IMPACT:
Funding is available and appropriated in 7121.55.5238. Ongoing operating costs are subject to appropriation.
ATTACHMENTS:
Resolution
Quotes
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