The URL can be used to link to this page

Home My WebLink AboutStaff Report Item 4.B 10/7/2013 AReinda' Ite 4 #4.3 `SALb-4r 9 coU:tom. eie . 185$ • DATE:: October 7,2013 TO:, Honorable Mayor and Members of City Council through City Manager FROM Dan St. John, F;ASCE;—Director, Public Works and Utilities Pat Dirrane, Interim Utility Manager ' SUBJECT: Resolution.Approving the Purchase of Four (4) 2013 Ford F150 Super Cab Pickup Trucks from Livermore Ford'ofLivermore CA based on a.purchase price of S 102,882.52 RECOMMENDATION It is recommended that the City Council adopt the attached resolutioniapproving purchase of four (4)2013 Ford F150 Super Cab:pickup trucks from Livermore Ford, of Livermore CA for $102,882.52. BACKGROUND The Public Works and Utilities';,Department currently maintains a fleet of 92 road vehicles, including 2'motorcycles, 19 sedan/suv/vans, 39 pickups, and 32 trucks. Most of these vehicles were purchased between 2003 and 2007. Some go back'to the '90's and the fuel truck at the airport was purchased in 1984. Only four are 2009 or newer. With an aging fleet, it is important to manage a sensible vehicle replacement program where those vehicles that are,nearing the end of their_useful life are replaced before:becoming,a liability to the City due to excessive maintenance costs, breakdowns and loss',of production time, and safety problems. The decision to.replace:a vehicle is based on its age, total mileage, maintenance history including anticipated maintenance lathe near term; and functionality to the vehicle's'purpose. At the time of 'replacement, staff considers the options of reassigning a vehicle to a lower value purpose or declaring the vehicle as"surplus. .If declared surplus the venicles'are sold at;auction. At.thistime, four service pickups fall into the category:of;needing to-:be,replaced'because they meet the above stated criteria. These four pickups support Customer Service, Meter Reading and Operations'aetivities£andare.driven every day.. The existingwehicles would be°surplused and not reassigned. Because the:residual value of the existing four vehicles'is.less'than $25,000, approval is needed by the City Manager to surplus and therefore is not part of the recommended resolution (ref: Petaluma Municipal Code (PMC) 3.12). Agenda Reviel City Attorney Finance Director City Manager Theproposed action-meets Council Goal: "Achieve"fiscal;•stability and maintain financial sustainability". DISCUSSION The four vehicles recommendedfor replacement are.summarized below: Vehicle # Year Model Make Purchase Price Mileage 524 2003 Compact Truck Chevy $17,,000 100,100 525 2003 Compact Truck Chevy $17,000 100,160 570 2003, Utility Truck Ford. $20,000 141,000 571 2003 %Ton Pickup Ford $20,000 93,000 These vehicles have predominantly been driven in town which:creates,much more wear and tear than highway miles. Based on the analysis of our fleet mechanic,they all will need extensive repairs in the future to assure theitreliable and safe use Due to the age,mileage, and maintenance history, staff recommends replacement-with.2013 Ford F150 Super Cab pickup trucks. Staff proposed to use the°State of California Contract#1-13-23-20D to purchase these vehicles including available options under-the state bid to add the 3.5L V6 Eco'boost engine, 5- year premium care and several:other'minor options. The base charge isi$18,283 plus $7430.13 for the optionss`plus sales tax resulting in a final price of$25713.13.'per vehicles delivered to Petaluma. The City benefits by standardizing on the.make and model to improve efficiencies of maintaining the vehicles and maximize the flexibility of interchanging the vehicles in the future with other City needs. Staff solicited a quote for the samewehicle and options from the GM AutoBook Service to verify that the use of the cooperative purchase-program provides an advantage to the City. The price quoted forthe'window sticker for'each'vehicle is$33,040 which is 28%higher than the price available under the recommended program. Staff met with'representatives of Hansel Ford who are not represented on the State Contract to determine if they could match the State bid price. They indicated that they could notbid. Per Municipal Code 4.04.100, Cooperative Purchasing Programs„the bidding.process may be waived With approval by City Council, when it is advantageous for the City to use contracts that were`awarded by other state, county'or other public agencies, provided that cooperative purchases joined will`have`been competitively awarded, and documentation as to the advantage of the cooperative purchase will be,retained. Staff recommends purchasesof the four (4) Ford F150 pickup trucks,under the competitively bid State of California Contract # 1-13-23-20D in the amount of$102;882.52. FINANCIAL IMPACTS The total purchase price for the purchase of four (4)-2013'Ford F1,50 Super Cab pickup trucks from Livermore Ford with options'and extended warranties is;$102,882 52. 2 • The°surplus value of the existingvehicles is not expected to,exceed $10,000 and would be credited back into the same'account used to purchase the.newwehicles. Funds for the replacement of vehicles#524, 525, 570,and,571 are budgeted and, if approved by Council, will be funded,from the Water Enterprise Fund account.6700:67100.62220. The current balance in the account is $175,102. ATTACHMENTS 1. Resolution 2. Quote and options under the current State of California Contract# 1-13-23-20D. 3 Attachment 1 RESOLUTION APPROVING THE PURCHASE OF FOUR(4) 'NEW 2013 FORD F150 SUPER CAB PICKUP TRUCKS IN THE AMOUNT OF $102,88252 FROM LIVERMORE FORD,-LIVERMORE, CA. AND AUTHORIZING THE CITY-MANAGER TOEXECUTE.ANY NECESSARY`DOCUMENTS TO COMPLETE THE PURCHASE WHEREAS;,the Public:Works,and'Utilities Department has identified a requirement to replace,four existing compact trucks and pickups with-four;(4),Ford F150 super cap pickup trucks with options and extended warranties; WHEREAS;the Petaluma Municipal Code section 4.04.100 provides that purchases made through a cooperative purchasing program with the state, county or other public.agencies are exempt from provisions of Chapter 4.04 of the Peta1'uma;Municipal Code which requires the City to coriduct;its.own competitive bid process for certain purchases and documentation as to the advantage of the cooperative purchase will be retained; WHEREAS; The City of Petaluma intends to purchase the four (4) Ford F150 pickup trucks competitively bid under the current State of California Contract# 1-13-23-20D; and WHEREAS,the'Public Works and Utilities Department will utilize budgeted funds from fiscal year 2013/2014'to purchase thefour.(4)'Ford F150 pickup trucks. NOW, THEREFORE,,BE IT RESOLVED THAT THE CITY COUNCIL HEREBY Approves the purchase of four(4) Ford F150 pickup trucks with options and extended warranties in the amount of$102,882:52.from Livermore Ford, Livermore CA and authorizes the City Manager, or.his'.designee, to execute-any necessary documents to complete the purchase. 4 • Attachment 2 D Livermore,Ford .o City:of Petaluma E 2266 Kitty'Hawk•Road ,o Attn: Pat Dirrane L Livermore,.Ca. 94551 ,It f T State,of Calif. Contract1-13-23-10D CONTACT: DWANE GALATTI --:QJO F Line Item•41 F.O.B. L.A. T: 530.867-1173 • F: 916-421-0149 ITEM Qfl MODEL CODE DESCRIPTION UNIT EXTENDED 1 4 X1C 2013 Ford F150 Super Cab $18,283.00 $73,132.00 2 4 66C Communication Package $394.00 $1,576.00 3 4 96W Sprayed':in.Bedliner $446.00 $1,784.00 4 4 535 TrailerTow;Group $352.00 $1,408.00 5 4 99T 3;5L V6 Ecoboost engine $1,965.00 $7,860.00 6 4 DOC DMV Documentation Fee $80.00 $320.00 7 4 ESP Premium Cares years/100,000 miles:0 deduct $1,800.00 $7,200.00 ESP is non-taxable 8 4 61X XL PIudPackage $424.00 $1,696:00 61X is required when ordering 66C Subtotal $23,744:00 $94;976:00 Sales Tax @ 8.25% $1,810;38 $7,241.52 Tire Fee $8.75 $35.00 Delivery to Petaluma $150.00 $600.00 Total Delivered to Petaluma $25,713.13 $102,852.52 Livermore Ford 2266 Kitty Hawk Road; Livermore.Ca. 94551 DWANEFLEET@HOTMAIL.COM 5 2013 Ford F-150 Super Cab 2WD State of California:Contract,# 1-13-23-20D Major Standard,Equipment: 3:7L V6 FFV:Engine,„6-speed.automatic:.transmission w/OD& Tow/Haul',Tilt,Cruise,Air Conditioning:&:.vinyl4020/40split bench seat,am/fm radio,vinyl floor Item#'41 FOB,Los AngelesS18283.00 Available;Options _ Price X 61X-XL Plus Pkg inc AM/FM stereo w/CD player clock aux audio input jack, $424.00 speed compensated volume control,customer info display, MyKeysystem w/top speed limiter;audio volume limiter,early low fuel warning,programmable chimes. 66C-Communication Pkg. inc: SYNC,w/•Bluetooth capability,steering wheel $394.00 audio control,customer info center,USB-port,audio input jack,911 assist,vehicle x, health report,Applink..(Requires 61X) 85A- Power.Equipment Grp.inc 'Pwr locks w/autolock keyless entry pwr windows $1,080:00 illuminated entry,black pwi•;mirrors,perimeter..alarm 96W-Sprayed in bed.liner $446:00 X 535-Trailer Tow Grp. inc: class IV trailer hitch receiver,7-pin wiring`harness; $352.00 upgraded radiator,aux.trans cooler :.. - /� 67T-Trailer brake controller(Requires 535) $216.00 18E-4' Black tubular step.bars $282.00 54T-Manual telescoping trailer-tow mirrors w/manual glass $131.00 54P-.Heated manual telescoping frailer tow;:mirrors w/pwr glass.inc: inter-grated turn $220.00 signals puddle lamps(Requires:85A) 58B-AM/FMstereo.w/CDC player - $273.00 US-Cloth front bucket seats $282.00 665-XL SSV Pkg. inc 220 amp alternator,(US)bucket seats,,(Requires,99For 99T) $N/C 99T-3.5L V6 Ecoboostengine $1,965;00 )X 99F-5.0L V8;FFV engine” $939.00 XH9-3.55 axle ratio w/limited slip.differential(Requires 99F) $329.00 XB6.3.73 axle-ratio w/limited silk $376.00 XL3-3:31 axle ratio w/electronic•locking differential (Require's 99F) $394.00 XL5.3.15 axle ratio w/electronic',locking'differential(Requires 99T) $394.00 XL9-3:31 axle ratio w/electronic locking differential $442.00 Standard Colors: Red, Blue Jean,Black,Gray;Silver,Green'& fine N/C Accessories DMV Documentation and Plates Fee $80,00 X DeliveryF eesaWillBeCharged:OutsideofFOB-points $TBD _ x Extended Service`$lans ESP,PowertiainCareSyears/100,000 miles0 deductible $950:00 ESP,PremmmCare'Syears/75,000 iniles"0 Jdeductible $1,380.00 ESP PreiniumCare Syears/100000 miles Qdeductible • $1,800.00 X Livermore'Ford 2266rKitty'Hawk Road Livermore, Ca.:94551 530:8671173/e-mail dwanefleet @hotmail.com 6