DATE: December 18, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Public Works Department
TITLE: THREE PURCHASE ORDERS FOR FIVE TOYOTA TACOMAS AND TWO TOYOTA CAMRYS FOR THE FIRE DEPARTMENT, DEVELOPMENT SERVICES DEPARTMENT, AND PUBLIC WORKS DEPARTMENT
RECOMMENDATION
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Staff recommends that the City Council approve three purchase orders; a purchase order to Toyota, in the amount of $295,000, for five Toyota Tacomas and two Toyota Camrys to replace two Lifeguard vehicles, four Code Enforcement vehicles, and one Harbor vehicle; a purchase order to San Diego Auto Body and Paint, in the amount of $13,306, to paint two Lifeguard trucks; and a purchase order to Lehr, in the amount of $26,000, to upfit the two Lifeguard trucks; 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 a 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 two vehicles in the Lifeguard Division, L32, L33, as it was determined the vehicles have reached the end of their service lives due to age, condition and maintenance costs. The two new replacement Toyota Tacoma trucks will be upfitted with emergency lighting and painted for visibility on the beach.
The Development Services Department is retiring four vehicles in the Code Enforcement Division, CE7, CE9, CE13, CE15, as it was determined the vehicles have reached the end of their service lives due to age, condition and maintenance costs.
The Public Works Department is retiring one vehicle in the Harbor Division, HAR24, as it was determined the vehicle has reached the end of its service life due to age, condition and maintenance costs.
Existing bids are being used for vehicle purchases and these purchases meet the requirements of City Code Chapter 28A.
Replacement funds will be fully collected for all units by the end of FY 2025-26.
FISCAL IMPACT
The purchase order with Toyota Carlsbad, in the amount of $295,000, San Diego Auto Body and Paint, in the amount of $13,306, and Lehr, in the amount of $26,000, will be charged to the Fleet Replacement account 620609831.5705. The replacement amount collected by June 30, 2026 for the vehicles will be $413,345. The replacement funds will be fully collected for all units by the end of FY2025-26; therefore, sufficient funds will be available.
|
Description |
Amount |
Account |
Replacement Collected by June 30,2026 |
|
Toyota Carlsbad |
$295,000 |
620609831.5705 Fleet Replacement |
$413,345 |
|
San Diego Auto Body and Paint |
$13,306 |
|
|
|
LEHR |
$26,000 |
|
|
|
Total |
$334,306 |
|
|
Monthly replacement, maintenance and operation costs, in the amount of $2,615, will be collected for each Toyota Tacoma, for a total annual cost per truck at $31,380.
Monthly replacement, maintenance and operation costs, in the amount of $614 will be collected for each Toyota Camry, for a total annual cost $7,368.
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.
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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 Vehicle Purchases
3. Exhibit A - Toyota of Carlsbad Quote
4. Exhibit B - San Diego Auto Body Quote
5. Exhibit C - Lehr Quote