City Council Agenda Report
Meeting Date: May 2, 2023
From: Daniel S. Wall, P.E., Director of Public Works
Department: Public Works
Submitted by: Yesenia Barajas, Senior Administrative Assistant Subject
National Auto Fleet Group Purchase Contract
Recommendation
A. Approve and authorize the issuance of a Purchase Order to National Auto Fleet Group (NAFG) for the purchase of four (4) 2023 Ram 1500 Classic Tradesman 4x2 Crew Cab 5'7" Box trucks for a total amount not-to-exceed $191,833.04; and
B. Authorize a contingency amount of $19,183 (approximately 10%) should the purchase of a comparable vehicle be necessary due to limited vehicle inventory, and grant authority to the City Administrator to issue a Supplemental to the Purchase Order to NAFG for an amount up to the contingency amount.
Background
On August 2, 2022, City Council approved the purchase of five new 2022 Ford F-150 Lighting Pro 4WD SuperCrew Work Trucks through NAFG, for a total cost of $230,846.60. Staff purchased only one truck at the quoted price as additional vehicles were not available. On February 21, 2023, Council approved a supplemental to Purchase Order No. 230099 for $27,342 to cover the full payment of the remaining four trucks. Again, staff was unable to purchase the desired vehicles due to a lack of inventory. Since then, staff obtained a new quote for four new 2023 Ram 1500 Classic Tradesman 4x2 Crew Cab 5'7" Box trucks through NAFG.
Staff recommends approval of the purchase of four new 2023 Ram 1500 Classic Tradesman 4x2 Crew Cab 5'7" Box trucks through NAFG. Pursuant to Vernon Municipal Code (VMC) Chapter
3.32, Section 3.32.110(a)(5), the proposed purchase is exempt from competitive bidding and competitive selection, as the purchase is through Sourcewell, which offers participating agencies cooperative buying contracts. The quote secured for this purchase from NAFG is based on a Sourcewell contract.
Staff is also seeking approval for the City Administrator to issue necessary supplementals up to a 10% contingency amount, in addition to the $191,833.04 anticipated purchase price, as the vehicle prices may fluctuate due to inflation and/or if the Public Works Department must purchase comparable vehicles that are different makes and models.
City Council approval for this purchase is required pursuant to VMC Section 3.32.030(B), as during the last 12 months, the City has awarded the vendor more than $100,000 in contracts.
Fiscal Impact
The fiscal impact is estimated at $191,833.04 and would not exceed $211,016.04 including the contingency. Sufficient funds are available in the General Fund, Building Regulations Division, Public Works Department, Capital Outlay Account No. 011-040-405-660000 for the current fiscal year.
Attachments
1. Quote ID 23663 for 4 Ram Trucks - National Auto Fleet Group