HomeMy WebLinkAboutCC AG PKT 2014-11-10 #M AGENDA STAFF REPORT
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DATE: November 10, 2014
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Sean P. Crumby, P.E., Director of Public Works
SUBJECT: FISCAL YEAR 2014-15 FLEET REPLACEMENT
SUMMARY OF REQUEST:
That the City Council adopt Resolution No. 6516 authorizing the City Manager to
purchase replacement vehicles and equipment for the City's fleet as follows:
• Purchase four Ford Explorer Police Units from Downtown Ford Sales
in the amount of$139,133.92;
• Purchase one Kia Sportage from Garden Grove Kia in the amount of
$21,704.75;
• Purchase one Auto Crane from Morgan Company in the amount of
$23,000;
• Purchase one trailer from Direct Edge Inc., in the amount of
$12,793.80
• Purchase one 4-1 loader bucket from Sonsray Machinery in the
amount of $20,925; and
• Authorize up-fitting of vehicles in the amount of $37,500.
BACKGROUND AND ANALYSIS:
On June 11, 2012, the City Council adopted the 2012 Fleet Management Plan
and directed staff to implement the recommendations contained therein. The
Fleet Management Report established a vehicle and equipment replacement
schedule based on years of service and mileage. Insofar as the replacement
schedule allows the City to effectively plan and budget for vehicle and equipment
replacement, the overall goal of the Fleet Management Program is to maximize
efficiencies and value.
On February 10, 2014, the City Council approved the replacement of five (5)
existing City vehicles for Fiscal Year (FY) 2014-15 as part of the annual budget
preparation process. Funds to replace those vehicles, as well as purchase new
maintenance equipment and fund vehicle up-fitting costs were included in the
proposed FY 2014-15 Operating Budget which was subsequently approved by
the City Council.
Agenda Item M
Procurement Process
The City's purchasing and contract policies are defined within the City's
Municipal Code and Charter. The cost for goods or services to be purchased
dictates how they are to be procured. The City is also able to "piggy-back" onto
competitively bid contracts awarded by other public agencies throughout the
State. The City is able to purchase the police units through a competitive bid and
contract awarded by the City of Sacramento, The City has purchased vehicles
and equipment through State-wide public bids in the past. Staff obtained cost
proposals for the new Kia unit and maintenance equipment from local vendors.
The City's purchasing and contract policies also allow for sole-source purchases
when a product or service is only available through one source.
The new motorized crane staff proposes to purchase is sold through area
manufacturer representatives. The manufacturer's sales representatives in
California are located in Fresno, Bakersfield and Fontana. A sole-source
purchase through the manufacturer's Fontana representative is required as an
existing City maintenance truck will be fitted with the crane and it is not feasible
or cost effective to ship the truck to Fresno or Bakersfield. The proposed
purchase of the 4-1 loader bucket will be fitted onto the City's existing wheel
loader and will provide staff with added flexibility to be able to move and pick up
large objects, sand piles and debris with the wheel loader. The new loader
bucket is being purchased from the same dealer the City purchased the wheel
loader from as they are local and the loader will need to be transported to their
facility for installation of the new bucket. The proposed new trailer is sold direct
by the manufacturer so multiple cost proposals were unavailable however the
cost of this trailer is comparable to other available products. Staff solicited three
cost proposals for the Kia unit and only two local dealers elected to submit
proposals:
• Garden Grove Kia: $21,704.75
• Kia of Cerritos: $24,207.00
Vehicle and Equipment Surplus
After the new vehicles are purchased and up-fitted with necessary equipment
and placed into service, the vehicles that were replaced will be sent to auction.
The sales proceeds from those auctions will be deposited back into the fleet
replacement fund.
ENVIRONMENTAL IMPACT:
There is no environmental impact associated with this item.
LEGAL ANALYSIS:
The City Attorney has reviewed and approved as to form.
Page 2
FINANCIAL IMPACT:
The total cost for the purchases and up-fitting is $217,557.47. The cost
allocation for the replacement of these vehicles and equipment by Fund is as
follows:
Fund Amount
Fleet Replacement Fund $172,852.72
Water Enterprise Fund $21,704.75
Sewer Enterprise Fund $23,000
The Fiscal Year 2014-15 Operating Budget includes $267,500 for vehicle and
equipment replacement and up-fitting equipment.
RECOMMENDATION:
That the City Council adopt Resolution No. 6516 authorizing the City Manager to
purchase replacement vehicles and equipment for the City's fleet as follows:
• Purchase four Ford Explorer Police Units from Downtown Ford Sales
in the amount of $139,133.92;
• Purchase one Kia Sportage from Garden Grove Kia in the amount of
$21,704.75;
• Purchase one Auto Crane from Morgan Company in the amount of
$23,000;
• Purchase one trailer from Direct Edge Inc., in the amount of
$12,793.80
• Purchase one 4-1 loader bucket from Sonsray Machinery in the
amount of $20,925; and
• Authorize up-fitting of vehicles in the amount of $37,500.
SUBMITTED BY. NOTED AND APPROVED:
Sean P. Crumby, P.E. ill . Ingram, C y Man er
Director of Public Works
Prepared by: Luis Estevez, Deputy Director of Public Works, Maintenance &
Utilities
Attachments:
A. Resolution No. 6516
Page 3
RESOLUTION NUMBER 6516
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING
THE PURCHASE OF REPLACEMENT VEHICLES AND EQUIPMENT
FOR THE CITY'S FLEET AND THE SLUSIG OF EXISTING
VEHICLES AND EQUIPMENT FOR FISCAL YEAR 2014-15
WHEREAS, the City Council adopted the 2012 Fleet Management Plan on June
12, 2012; and
WHEREAS, the Fleet Management Plan established a vehicle and equipment
replacement schedule and scoring methodology to evaluate the condition of
vehicles and equipment requiring replacement; and
WHEREAS, the City's fleet is evaluated on an annual basis and five existing
vehicles require replacement and three new pieces of maintenance equipment
are needed; and
WHEREAS, the City Council approved funds for replacement vehicles and new
maintenance equipment in the Fiscal Year 2014-15 Operating Budget.
NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY
RESOLVE:
Section 1. The City Council hereby approves the purchase of five replacement
vehicles and three pieces of maintenance equipment for a total cost of
$217,557.47.
Section 2. The City Council hereby authorizes the City Manager to approve
purchase orders for the new vehicles and equipment.
Section 3. The City Council hereby authorizes the City Manager to surplus
existing vehicles and equipment.
PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a
regular meeting held on the 10th day of November, 2014 by the following vote:
AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members
Mayor
ATTEST:
City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Linda Devine, City Clerk of the City of Seal Beach, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 6516 on file in
the office of the City Clerk, passed, approved, and adopted by the City Council at
a regular meeting held on the 10th day of November 2014.
City Clerk