TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:November 14, 2023
SUBJECT: Purchase of Large Equipment and Vehicles
RECOMMENDATION:
1. Approve “piggyback” purchase of one John Deere Compact Excavator from Coastline Equipment (Oxnard, CA) through Sourcewell Contract #011723-JDC for replacement of asset #8030-240 for a total cost of $56,044.87.
2. Approve “piggyback” purchase of two Ford F-550, three Ford F-450, one Ford F-150, and two Ford F-350 Utility Trucks from Rush Truck Center (Whittier, CA) through BuyBoard Contract #601-19 for replacement of assets #5640-145, #5610- 319, #5630-231, #5610-340, #5610-341, #8220-238, #8220-233 and #8220-234 for a total cost of $655,856.55.
3. Authorize budget appropriation in the amount of $9,400 in FY 2023-24 from A/C #001-0000-311-1000 (General Fund - Fund Balance) to A/C #001-5640-631-8400 (Fleet Equipment Over $5,000).
4. Authorize expenditure in the total amount of $711,901.42 as follows: $93,851.54 from A/C #001-5630-632-8400 (Landscape Equipment Over $5,000) partially offset in the amount of $51,586 by A/C #001-5630-632-8900 (Landscape Fixed Asset Replacement); $102,384.35 from A/C #001-5640-631-8400 (Fleet Equipment Over $5,000) partially offset in the amount of $37,757 from A/C #001- 5640-631-8900 (Fleet Fixed Asset Replacement); $269,741.75 from A/C #001- 5610-631-8400 (Street Equipment Over $5,000) partially offset in the amount of $108,127 by A/C #001-5610-631-8900 (Street Fixed Asset Replacement); $56,044.87 from A/C #611-8030-685-8400 (Water Equipment Over $5,000) partially offset in the amount of $25,376 by A/C #611-8030-685-8900 (Water Fixed Asset Replacement); and $189,878.91 from A/C #621-8220-685-8400 (Wastewater Equipment Over $5,000) partially offset in the amount of $101,186 by A/C #621-8220-685-8900 (Wastewater Fixed Asset Replacement).
Purchase of Large Equipment and Vehicles
November 14, 2023
8 5
8 5. Authorize expenditure in the total amount of $32,448.32 from the following accounts: $16,224.16 from #001-5610-631-8400 (Street Equipment Over $5,000); $8,112.08 from A/C #611-8030-685-8400 (Water Equipment Over $5,000); and $8,112.08 from A/C #621-8250-685-8400 (Wastewater Equipment Over $5,000) for additional added cost to the previously approved purchase of four Peterbilt 548 Dump Trucks from National Auto Fleet Group (Watsonville, CA) through Sourcewell Contract #060920-NAF for replacement of assets #5610-302, #5610- 333, #8030-242, and #8250-383.
6. Find that this action is not a project as defined under the California Environmental Quality Act.
FINANCIAL IMPACT:
$9,400 Increase to Adopted FY 2023-24 General Fund Budget. $9,400 increase to the Adopted FY 2023-24 General Fund Budget is requested to supplement available budget for the increased cost of the Fleet Division’s purchase of one Ford F-550. The remaining purchase in the amount of $734,949.74 is included in the Adopted FY 2023-24 General Fund, Water Fund, and Wastewater Fund Budgets.
This purchase will be partially offset in the amount of $324,032 in fixed asset replacement funds.
BACKGROUND:
The Public Works Department provides regular maintenance and repairs to the City’s infrastructure and requires certain essential equipment to conduct these services. This equipment is necessary for various types of operations and repairs, including routine or emergency maintenance of water or wastewater lines and treatment processes, streets, sidewalks, and City-maintained landscape.
As part of the replacement evaluation process, staff examines vehicles and equipment of this type after 10 years of service or 100,000 miles. The staff examination considers hours or miles of use, mechanical condition, continued safe operation, functionality requirements, and adherence to California off-road diesel emission standards set by the California Air Resources Board (CARB). The current CARB regulations pertaining to most diesel-fueled buses and trucks that weigh over 14,000 pounds require that engines manufactured in 2009 or earlier must be replaced or repowered to remain in compliance and avoid Department of Motor Vehicle registration denial.
Once the vehicles are confirmed to meet the mechanical criteria for replacement, staff also evaluates the continued business need for the vehicles. Staff confirms that the vehicles are still needed to provide the City services, both internally and Purchase of Large Equipment and Vehicles
November 14, 2023
8 5
8 externally. Based on this evaluation process, the assets listed below are due for replacement.
Public Works
Division Asset Year Existing
Make/Model
Current
Hours/Miles
Replacement
Make/Model
Water 8030-240 2007 John Deere
2520 4WD 486 Hours John Deere
Compact Excavator
Landscaping 5630-231 2005 Ford F-450 88,181 Miles Ford F-450 Fleet 5640-145 2006 Ford F-350 76,556 Miles Ford F-550
Streets 5610-319 2004 Ford F-350 100,552
Miles Ford F-550
Streets 5610-340 2012 GMC Sierra
3500 HD 90,058 Miles Ford F-450
Streets 5610-341 2012 GMC Sierra
3500 HD 95,465 Miles Ford F-450
Wastewater 8220-233 2008 Ford F-350 99,804 Miles Ford F-350 Wastewater 8220-234 2008 Ford F-350 71,967 Miles Ford F-350 Wastewater 8220-238 2013 GMC 1500 86,611 Miles Ford F-150 It should be noted that assets #5640-145 and #5610-319 models are being upgraded from F-350 to F-550 due to a change in operational needs as the F-350 historically has been unable to provide the load capacity needed for the tasks associated with these vehicles.
On October 24, 2023, City Council approved the purchase of four Peterbilt 548 Dump Trucks from National Auto Fleet Group (National), Watsonville, CA for replacement of assets #5610-302, #5610-333, #8030-242, and #8250-383 in the amount of $908,699.72. Prior to the delivery of the purchase order, National informed staff that the previously quoted trucks had been sold to another buyer.
The State of California's enforcement of the Environmental Protection Agency's “Control of Air Pollution from New Motor Vehicles: Heavy-Duty Engine and Vehicle Standards” rule in the 2024 model year is causing municipal and commercial fleets to vie for the purchase of vehicles that comply with the new regulations. This elevated demand has created an environment where manufacturers are unable to guarantee inventory availability for extended periods of time.
DISCUSSION/ANALYSIS:
Equipment Purchase
Pursuant to Thousand Oaks Municipal Code (TOMC) Section 3-10.203(b), the City may “piggyback” onto, or join an existing written purchase contract obtained through a competitive bidding process prepared and awarded by another local, state, or federal government agency. The City partners with Sourcewell and Purchase of Large Equipment and Vehicles
November 14, 2023
8 5
8 BuyBoard, which provide public sector procurement services nationwide to streamline the required purchasing process to assist local government agencies in obtaining compliant competitive bids on supplies and materials. All cooperative purchasing contracts from Sourcewell and BuyBoard were competitively solicited and publicly awarded by a government entity acting as the lead agency.
Piggybacking on a larger contract generally affords better pricing based on aggregate purchasing volume. The table below details each purchase and corresponding cooperative contract information.
Make/Model Purchase
Price
Cooperative
Agreement
Discount
Cooperative
Agreement No.
Agreement
Exp. Date
John Deere
Compact Excavator $ 56,044.87 $ 8,641.71 011723-JDC
Sourcewell 4/14/2027
Ford F-450
Contractor Body $ 93,851.54 $ 1,600 601-19
BuyBoard 11/30/2023
Ford F-550
Welder Body $ 102,384.35 $ 3,600 601-19
BuyBoard 11/30/2023
Ford F-550
Contractor Body $ 95,334.81 $ 3,600 601-19
BuyBoard 11/30/2023
Ford F-450
Stake Bed $ 87,203.47 $ 1,600 601-19
BuyBoard 11/30/2023
Ford F-450
Stake Bed $ 87,203.47 $ 1,600 601-19
BuyBoard 11/30/2023
Ford F-350
Utility Service Body $ 69,040.96 $ 5,000 601-19
BuyBoard 11/30/2023
Ford F-350
Utility Service Body $ 69,040.96 $ 5,000 601-19
BuyBoard 11/30/2023
Ford F-150
Pickup Truck $ 51,796.99 $ 4,100 601-19
BuyBoard 11/30/2023
Total $ 711,901.42 $ 34,741.71
Under the Sourcewell and BuyBoard cooperative contracts, the City will purchase nine (9) pieces of equipment in the amount of $711,901.42, receiving a combined discount of $34,741.71 from the published list prices (Attachments #s 1-7).
Once the new equipment and vehicles are received, the existing assets will be listed for sale on the public auction website in accordance with the City’s Purchasing Manual, Chapter 8, Surplus Property, Section 1: “Any and all equipment purchased with public funds shall be accounted for and disposed of in the most profitable way for the government entity”.
Purchase of Large Equipment and Vehicles
November 14, 2023
8 5
8 National Purchase
National was able to locate four replacement trucks that include a larger engine and additional accessories. The larger engine will provide the added benefit of increased load and towing capacity. The price of the dump body has also increased due to higher material costs.
Make/Model Authorized Amount Additional Cost Purchase Price Peterbilt 548 $ 227,174.93 $ 8,112.08 $ 235,287.01
Peterbilt 548 $ 227,174.93 $ 8,112.08 $ 235,287.01
Peterbilt 548 $ 227,174.93 $ 8,112.08 $ 235,287.01
Peterbilt 548 $ 227,174.93 $ 8,112.08 $ 235,287.01
Total $ 908,699.72 $ 32,448.32 $ 941,148.04
National provided a new quote with an expiration date of November 27, 2023, which includes a CARB warranty fee providing a longer warranty period for emission control-related equipment. An additional $32,448.32 is requested to process the purchase of four Peterbilt Dump Trucks (Attachment #8) COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Donald Covarrubias, Fleet Services Supervisor Attachments:
Attachment #1 – Coastline Equipment Quote
Attachment #2 – Rush Truck Center Quote #1
Attachment #3 – Rush Truck Center Quote #2
Attachment #4 – Rush Truck Center Quote #3
Attachment #5 – Rush Truck Center Quote #4
Attachment #6 – Rush Truck Center Quote #5
Attachment #7 – Rush Truck Center Quote #6
Attachment #8 – National Auto Fleet Group Quote
DPW: 370-35\cp\ev\Council\2023\111423\Purchase of Large Equipment and Vehicles staff report.docx