DATE: August 21, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Public Works Department
TITLE: PURCHASE ORDER FOR TWO REPLACEMENT VEHICLES FOR THE PUBLIC WORKS DEPARTMENT
RECOMMENDATION
title
Staff recommends that the City Council approve a purchase order to EZ Liner, in the amount of $508,926, for one Paint Striping Truck for the Public Works Department; approve a purchase order to Altec, Inc., in the amount of $256,526, for one Ford F550 Bucket Truck for the Public Works Department; and authorize the Financial Services Director, or designee, to execute the purchase orders upon receipt of all supporting documents.
body
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 are the same, if there is a less expensive alternative, if there is a greener alternative, and/or if the current vehicle has any useful life to become a Fleet loaner vehicle.
The Public Works Department is retiring two vehicles, T26 and T3, a 2012 UD2600 and a 2012 Ford F550, as it was determined both vehicles have reached the end of their service life due to age, condition and maintenance costs.
Staff obtained quotes for the Paint Striping truck from EZ Liner, MB Companies, and Altec. EZ Liner will provide the best chassis to complete the work most effectively, ensuring the crew has a tighter turn radius and more room in the cabin. The vehicle is being purchased through EZ Liner as they provide the best pricing, timing and availability.
The Ford F550 is being purchased through a State Cooperative Agreement with Sourcewell and meets the requirement of 28A.28 for cooperative leasing.
Replacement funds will be fully collected for both of these units by the end of FY 2025-26.
FISCAL IMPACT
The purchase order with EZ Liner, in the amount of $508,926, and Altec, in the amount of $256,526, will be charged to the Fleet Replacement account 620609831.5705. The replacement amount paid to date for the EZ Liner is $433,856. The replacement amount paid to date for the Ford F550 is $214,315. The replacement funds will be fully collected for both of these units by the end of FY 2025-26; therefore, sufficient funds will be available.
|
Description |
Amount |
Account |
Available Balance |
|
EZ Liner |
$508,926 |
620609831.5705 Fleet Replacement |
$765,452 |
|
Altec |
$256,526 |
|
|
|
Total |
$765,452 |
|
|
Monthly replacement, maintenance and operation costs in the amount of approximately $7,073 will be collected for the EZ Liner for a total annual cost of $84,872.
Monthly replacement, maintenance and operation costs in the amount of approximately $3,937 will be collected for the Ford F550 for a total annual cost of $47,244.
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, Acting Fleet Supervisor
Reviewed by: Hamid Bahadori, Public Works Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Exhibit A - EX Liner Quote
2. Altec Quote Paint Striper
3. MB Companies Paint Striper Quote
4. Altec F550 Quote