DATE: May 21, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Public Works Department
TITLE: APPROVAL OF TWO ADDITION TO FLEET VEHICLES AND FIVE PURCHASE ORDERS FOR THE PURCHASE AND UPFITTING OF THIRTEEN VEHICLES FOR THE FIRE, PUBLIC WORKS, AND DEVELOPMENT SERVICES DEPARTMENTS
RECOMMENDATION
title
Staff recommends that the City Council approve a purchase order to National Auto Fleet Group, in the amount of $692,861, for eleven replacement vehicles and two addition to fleet vehicles; a purchase order to Johnson Equipment Company, in the amount of $74,000, to upfit one vehicle for the Fire Department; a purchase order to G&W Truck Accessories, in the amount of $55,600; a purchase order to Emergency Vehicle Systems (EVS), in the amount of $72,100, for outfitting ten vehicles with emergency amber lighting and equipment; a purchase order to Active Auto Collision, in the amount of $3,367, for painting the Fire vehicle roof; approve a contingency of $10,000 for any changes to costs; and authorize the Financial Services Director, or designee, to execute the purchase orders upon receipt of all supporting documents.
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BACKGROUND AND ANALYSIS
Each budget cycle, vehicles that meet their planned service life in years and/or miles, are planned for replacement. Prior to purchasing a replacement vehicle, Fleet and the department using the vehicle(s) determines if the current vehicle type and usage needs is the same, if there is less expensive alternative, if there is a greener alternative, and if the current vehicle has any useful life to become a Fleet loaner vehicle.
The Fire Department is retiring four vehicles; F25, a 2013 Ford Explorer; F27, a 2014 Ford F-250; and, F105 and F106, two Ford F-150s. It was determined that the vehicles have reached the end of their service lives due to age, condition, and maintenance costs. All four vehicles will be replaced with like vehicles. Three of the four vehicles will be upfitted with emergency lighting and decals and the fourth vehicle will be upfitted by Johnson Equipment Company and painted by Active Auto Collision to match the roof with camper shell. Sufficient funds have been collected for replacement of all four vehicles.
The Public Works Department Harbor Division is retiring three vehicles: HAR22, HAR301, and HAR308 as it was determined, the vehicles have reached the end of their service lives due to age, condition, and maintenance costs. HAR22 and HAR301, both 2013 Ford F-150’s will be replaced with Ford F-150s. HAR308 is a 2008 Chevy Tahoe and will be replaced with a Ford Explorer. The three vehicles will be upfitted with emergency lighting and decals. Sufficient funds have been collected for replacement of all three vehicles.
The Solid Waste Section of the Public Works Maintenance and Operations Division is retiring WD38, a 2012 Ford F-350 Tipper Truck as it has reached the end of its service life due to age, condition, and maintenance costs. This vehicle will be replaced with a Ford F-350 and upfitted with emergency lighting and decals. The replacement amount collected for WD38 is $79,699 which is not sufficient to cover the full cost of $125,817. Public Works will provide the remaining funds needed to ensure the entire amount is available for this purchase.
The Building Maintenance Division is retiring CB13, a 2002 Chevy C1500, an X-Class vehicle that does not have any replacement funds collected. The vehicle has reached the end of its second service life due to age, condition, and maintenance costs. Building Maintenance is requesting an Addition to Fleet for a Ford Maverick pickup to be shared by the custodians who go between job sites such as the Police Station, Resource Center and Police Evidence. Building Maintenance has funds approved and available to use in the building maintenance account. This vehicle will be upfitted with emergency amber lighting and decals.
The Development Services Department Engineering Division is retiring three vehicles: E42, E43, E44, all Ford F-150s that will be replaced with Ford Rangers as it was determined, the vehicles have reached the end of their service lives due to age, condition, and maintenance costs. The three vehicles will be upfitted with emergency lighting and decals. Sufficient funds have been collected for replacement of all 3 vehicles.
The Engineering Division is retiring 340, an X-Class vehicle that does not have any replacement funds collected. The vehicle has reached the end of its second service life due to age, condition, and maintenance costs. Development Services is requesting an Addition to Fleet for a Ford Ranger in order to allow engineering staff to conduct site visits and inspections. Funds are approved and available to use in the Land Development account. This vehicle will be upfitted with emergency amber lighting and decals. The new vehicle will be an addition to the fleet.
Quotes have been obtained for these vehicles and the purchases meet the requirements of City Code Chapter 28A.
FISCAL IMPACT
The purchase order with National Auto Fleet Group, in the amount of $692,861, Johnson Equipment Company, in the amount of $74,000, G&W Truck Accessories, in the amount of $54,548, EVS in the amount of $72,100, and Active Auto Collision, in the amount of $3,367, will be charged to the accounts listed in the following table. The ATF for Building Maintenance will be charged to the Police/Library Building Maintenance account 630615851.5705 which has an available balance of $40,000. The ATF for Engineering will be charged to the Land Development account 425423101.5705 which has an available balance of $50,000 as well remaining funds available in Fleet Replacement from a replaced vehicle. The replacement of the Solid Waste vehicle Ford F350, WD38, cost is $125,817, however the replacement collected is $79,699. The remaining funds will be paid for out of the Solid Waste account 600702101.5705 which has an available balance of $120,000. A contingency of $10,000 is requested to account for any changes to costs of procurement and/or upfitting. The replacement amount paid to date for the vehicles is $910,039.
|
Description |
Amount |
Account Number and Description |
Available Balance |
|
National Auto Fleet Group Purchase Order 10 Replacements |
$488,001 |
620609831.5705 Fleet Replacement |
$910,039 |
|
ATF-Ford Maverick |
37,488 |
630615851.5705 Police/Library Building Maint. |
40,000 |
|
ATF-Ford Ranger |
41,555 |
425423101.5705 Land Development |
50,000 |
|
Ford F350-WD38 |
46,118 |
600702101.5705 Solid Waste |
50,000 |
|
|
79,699 |
620609831.5705 Fleet Replacement |
79,699 |
|
Total |
$692,861 |
|
$1,120,039 |
|
G&W Truck Accessories Purchase Order |
$49,948 |
620609831.5705 Fleet Replacement |
$910,039 |
|
ATF-Ford Ranger |
$2,645 |
425423101.5705 Land Development |
50,000 |
|
|
$1,955 |
620609831.5705 Fleet Replacement |
1,955 |
|
Total |
$54,548 |
|
|
Emergency Vehicle System Purchase Order |
$63,800 |
620609831.5705 Fleet Replacement |
$910,039 |
|
ATF-Ford Ranger |
$5,800 |
425423101.5705 Land Development |
$50,000 |
|
ATF-Ford Maverick |
2,500 |
630615851.5705 Police/Library Building Maint. |
$40,000 |
|
Total |
$72,100 |
|
|
Active Auto Collision Purchase Order |
$3,367 |
620609831.5705 Fleet Replacement |
$910,039 |
|
Johnson Emergency Purchase Order |
$74,000 |
|
|
The approximate monthly replacement and maintenance and operation costs are as follows:
Building Maintenance Division Ford Maverick will collect $834, for a total annual cost of $10,008.
Harbor Division two Ford F150s will collect $1,222 for each, for a total annual cost per vehicle $14,664; the Ford Explorer will collect $940, for a total annual cost at $11,280.
Waste Disposal Division Ford F-350 Tipper will collect $1,905, for a total annual cost at $22,860.
Engineering Division three Ford Rangers will collect $1,040, for a total annual cost at $12,480.
Engineering Capital Improvement Project Division Ford Ranger will collect $1,040, for a total annual cost at $12,480.
Ford Explorer will collect $931, for a total annual cost at $11,172.
Ford F-250 will collect, $2,501 for a total annual cost of $30,012.
Two Ford F-150s will collect $1,501, for a total annual cost of $18,012.
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
Purchases must be made according to the procedures set forth in Chapter 28A of the City Code.
end
Prepared by: Charles Payne, Fleet Supervisor
Reviewed by: Hamid Bahadori, Public Works Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Attachment A- list of vehicles
3. Attachment B - Johnson Sole Source
4. Attachment C - G&W Sole Source
5. Exhibit A - National Auto Fleet Group Quotes
6. Exhibit B - Johnson Equipment Company Quote
7. Exhibit C - G&W Truck Accessories Quotes
8. Exhibit D - EVS Quotes
9. Exhibit E - Active Auto Body Collision Quote