Agenda Item: 12
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: August 26, 2025
SUBJECT: PURCHASE OF CITY REPLACEMENT VEHICLES
DEPARTMENT: Public Works
PRESENTER: Cruz Caldera
RECOMMENDED ACTION
City Council:
1. Approve the “piggyback” purchase of a new Altec AT37G bucket truck, using Sourcewell cooperative purchasing contract #110421-ALT in an amount not to exceed $243,045.
2. Approve the “piggyback” purchase of a new Freightliner 114SD vactor truck, using Sourcewell cooperative purchasing contract #101221-VTR in an amount not to exceed $704,765.
3. Award the purchase of two new pickup trucks from Peoria Ford, in an amount not to exceed $130,229.
4. Appropriate one-time funds in the amount of $55,229 from the Vehicle Replacement Fund (Fund 722) to the Automotive Equipment Expenditure Account (7222103-520103).
5. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) maintains a fleet of over 170 vehicles. The City has a best management practice to replace vehicles when it is no longer cost effective to continue to maintain them. The City Council authorized the replacement of a bucket truck, vactor truck, and pickup truck as part of the annual budget process. Staff also recommends replacement of an additional pickup truck that was involved in an accident and deemed a total loss. This supports the Santa Clarita 2025 theme of Sustaining Public Infrastructure.
Street Maintenance Bucket Truck
The City of Santa Clarita's General Services Division, Street Maintenance function, utilizes a bucket truck to maintain the City's traffic and street name signs, as well as the Hometown Heroes banner and flag programs.
During the Fiscal Year 2025-26 annual budget process, the City Council authorized the procurement of a replacement bucket truck. The existing bucket truck has been in service for over 12 years, has the equivalent of 300,000 miles on the vehicle, and has exceeded its useful life. Maintenance needs and increasingly obsolete replacement parts take the bucket truck out of service for long periods of time.
The use of "piggyback" purchasing allows the City to place orders against a competitively awarded public agency contract. The City is using the cooperative purchasing contract with Sourcewell, which allows the City to take advantage of an existing competitive process. This contract, awarded on January 12, 2022, was competitively solicited through a nationwide bid process and is valid through December 27, 2025.
Staff has confirmed that there are no local vendors that provide this type of vehicle due to the customization and specific features required. After performing a cost analysis and reviewing commercial list pricing for comparable vendors from other sources, it has been determined that the Sourcewell cooperative purchasing contract with Altec provides competitive pricing, quality service, and offers the best value to the City. Using the cooperative purchasing contract results in a total sale price of $243,045, inclusive of tax and delivery.
Stormwater Vactor Truck
The City's Environmental Services Division uses vactor trucks to maintain over 700 catch basis, 20 Hydronamic Separator Systems, and stormwater management best practices.
During the Fiscal Year 2025-26 annual budget process, the City Council authorized the procurement of a replacement vactor truck. The existing vactor truck has been in service for over 16 years and has exceeded its useful life. Increasingly obsolete replacement parts take the vactor truck out of service for long periods of time. The vactor truck is an essential component of Stormwater operations.
The City is utilizing the cooperative purchasing contract with Sourcewell, which was competitively solicited through a nationwide bid process and awarded on December 20, 2021.
The contract remains valid through November 29, 2025.
Staff has confirmed that there are no local vendors that provide this type of vehicle due to the customization and specific features required. After performing a cost analysis and reviewing commercial list pricing for comparable vendors from other sources, it has been determined that the Sourcewell cooperative purchasing contract with Haaker Equipment provides competitive pricing, quality service, and offers the best value to the City. Using the cooperative purchasing contract results in a total sale price of $704,765, inclusive of tax and delivery.
Open Space Pickup Truck and Facilities Pickup Truck
The City's Parks Planning and Open Space Division uses pickup trucks to maintain the City's over 13,000 acres of open space and miles of trails. During the Fiscal Year 2024-25 annual budget process, the City Council authorized the procurement of a replacement truck for the Open Space function. The existing truck has been in service for over 17 years, has over 135,000 miles, and has exceeded its useful life. Due to changing environmental regulations pertaining to pickup trucks of this type requiring additional research, the funds for this purchase were continued to Fiscal Year 2025-26.
The City's Facilities Division uses pickup trucks to transport equipment, tools, and supplies to City facilities. One of these vehicles was involved in an accident and deemed inoperable; therefore, staff is recommending replacement of the vehicle. The City's insurance has offset the cost to replace the vehicle. Upon approval of the recommended action, adequate funds will be available in the Vehicle Replacement - Automotive Equipment account.
An invitation to bid was published and circulated via the City's e-procurement system BidNet on June 5, 2025. The City transmitted the solicitation to 704 vendors on BidNet and local dealerships, of which 48 downloaded materials. Seven bids were submitted by the deadline and opened on July 7, 2025. The results of the bids are shown below:
Company Location Bid Amount
Puente Hills Ford Industry, CA $117,901
Premier CDJR of Buena Park Buena Park, CA $122,486
Victorville Chevrolet & Cadillac Victorville, CA $127,487 Peoria Ford Peoria, AZ $130,229
Magic GMC Cadillac Santa Clarita, CA $138,539
Elk Grove Auto Sacramento, CA $153,533
One Nation Distribution LLC Volant, PA $229,382
Puente Hills Ford was deemed non-responsive for failing to include required components of the bid specifications, while Premier CDJR of Buena Park and Victorville Chevrolet were deemed non-responsive for omitting required specification sheets.
In accordance with the City’s Support of Local Business policy, local businesses may match the lowest responsive bid if their submitted bid is within 10% of that amount. Magic GMC Cadillac declined the opportunity to do so.
Staff recommends awarding the purchase to Peoria Ford, the lowest responsive bidder. The contractor’s bid was reviewed for accuracy and conformance to the contract documents and was found to be complete.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
For the bucket truck, $243,045 is available in expenditure account 2304504-520103 (Street Maintenance - Automotive Equipment), as adopted within the FY 2025-26 budget. For the vactor truck, $704,765 is available in expenditure account 3567200-520103 (Stormwater - Automotive Equipment), as adopted within the FY 2025-26 budget. For the pickup trucks, upon approval of the recommended actions, $130,229 will be available in 7222103-520103 (Vehicle Replacement - Automotive Equipment).
ATTACHMENTS
Sourcewell Bucket Truck Contract and Quote (available in the City Clerk's Reading File) Sourcewell Vactor Truck Contract and Quote (available in the City Clerk's Reading File) Bid Proposal for Peoria Ford (available in the City Clerk's Reading File)