Title
Consider and take action on a resolution authorizing the purchase of nineteen (19) general purpose vehicles in an amount not to exceed $1,233,818 (Director of Public Works)
Background:
Approval of this item will authorize the purchase of nineteen (19) general purpose vehicles to meet the City’s current and future growth demands, through BuyBoard Contract 724-23 and GoodBuy Contract 25 8F000 in an amount not to exceed $1,233,818.
The FY2026 approved budget authorizes funding to replace fourteen (14) general-purpose vehicles and purchase three (3) new F-150 crew cab 4x2 for Police Special Investigation’s Unit, a new F-150 extended cab 4X2 for the Ballpark, and a new Ford Maverick for Utility Billing. Total funding for the replacement and new vehicles will be $1,233,818.
CAPITAL REPLACEMENT VEHICLES:
Engineering - (3) $135,100
Unit 509 is a 2010 Ford Escape with 109,798 miles. This unit will be replaced with a 2026 Ford Explorer from Chastang Ford in an amount not to exceed $40,800.
Unit 535 is a 2018 Ford F-150 Extended Cab 4x4 with 110,791 miles. This unit will be replaced with a 2026 Ford F150 Extended Cab 4x4 from Chastang Ford in an amount not to exceed $53,500. This unit may replace an older pool unit.
Unit 536 is a 2015 Ford F150 Extended Cab 4x2 with 95,505 miles. This unit will be replaced with a 2026 Ford Explorer from Chastang Ford in an amount not to exceed $40,800. This unit will be kept in service to replace an older pool unit.
Line Repair - (2) $238,398
Unit 614 is a 2003 Sterling Dump Truck 4x6 with 48,568 miles. This unit will be a 2026 Kenworth T480 Dump Truck from Performance Truck in an amount not to exceed $175,898.
Unit 618 is a 1998 Chevrolet Flatbed truck with 49,063 miles. This unit will be replaced with a 2026 Ford F350 11’ Flatbed from Chastang Ford in an amount not to exceed $62,500.
Police CID - (2) $103,040
Unit 316 is a 2010 Ford Fusion with 114,536 miles. This unit will be replaced with a 2026 Ford F150 Crew Cab 4x2 with bedcover and storage box from Chastang Ford in an amount not to exceed $51,520.
Unit 318 is a 2011 Ford F150 Extended Cab 4x2 with 107,274 miles. This unit will be replaced with a 2026 Ford F150 Crew Cab 4x2 with bedcover and storage box from Chastang Ford in an amount not to exceed $51,520
Street Stormwater - (2) $139,000
Unit 828 is a 2014 F250 4x2 Crew with a service body with 84,889 miles. This unit will be replaced with a 2026 Ford F250 Crew 4x2 with service body and pipe rack from Chastang Ford in an amount not to exceed $69,500.
Unit 830 is a 2014 F250 4x2 Crew with a service body with 85,651 miles. This unit will be replaced with a 2026 Ford F250 Crew 4x2 with service body and pipe rack from Chastang Ford in an amount not to exceed $69,500.
Traffic - (1) $58,000
Unit 831 is a 2013 Ford F150 4x4 Crew with 135,760 miles. This unit will be replaced with a 2026 Ford F150 Crew 4x4 with a full lightbar from Chastang Ford in an amount not to exceed 58,000.
Wastewater - (1) $162,000
Unit 658 is a 1999 Chevrolet Kodiak Flatbed Crane 4x2 with 15,720 miles. This unit will be replaced with a 2026 Ford F650 Regular 4x2 from Chastang Ford in an amount not to exceed $162,000.
Water - (3) $170,500
Unit 672 is a 2013 Ford F150 4x4 Extended Cab with 107,803 miles. This unit will be replaced with a 2026 Ford F-150 Extended Cab 4x4 from Chastang Ford in an amount not to exceed $53,500.
Unit 690 is a 2015 Ford F250 4x4 with a service body with 106,975 miles. This unit will be replaced with a 2026 Ford F250 Crew Cab 4x4 with service body from Chastang Ford in an amount not to exceed $70,000. This unit may replace an older pool unit.
Unit 692 is a 2014 Ford F150 4x2 Extended Cab with 122,872 miles. This unit will be replaced with a 2026 Ford F-150 Extended Cab 4x2 from Chastang Ford in an amount not to exceed $47,000.
NEW VEHICLES:
Police SIU New - (3) $147,950
The FY2026 budget includes funding to increase the number of investigators assigned to the Special Investigative Unit (SIU). One gray and one silver F-150 4x2 crew cab truck will be purchased from Chastang Ford for $49,185 each, and one blue F-150 4x2 crew cab will be purchased from Chastang Ford for $49,580. The total cost of all three (3) trucks will not exceed $147,950.
Ballpark - (1) $46,140
The FY2026 budget approved the purchase of a new Ford F-150 Extended Cab 4x2 for Ballpark operations. This unit will be purchased from Chastang Ford in an amount not to exceed $46,140.
Utility Billing - (1) $33,090
The FY2026 budget approved the purchase of a new 2026 Ford Maverick for a new position. This unit will be purchased from Chastang Ford in an amount not to exceed $33,290.
To ensure the best pricing and benefit to the city, quotes for the above vehicles were obtained from cooperative purchasing contracts, state contracts, and local retail, with the following results:
• Ford Explorer (Engineering Unit 509): BuyBoard ($41,000), GoodBuy ($40,800), Retail ($41,800)
• Ford F150 Ext Cab 4x4 (Engineering Unit 535): BuyBoard ($53,500), Goodbuy ($54,500), Retail ($55,200)
• Ford Explorer (Engineering Unit 536): BuyBoard ($41,000), Goodbuy ($40,800), Retail ($41,800)
• Kenworth T480 Dump Truck (Line Repair Unit 614): BuyBoard ($175,898), Goodbuy ($179,500), Retail ($181,640)
• Ford F350 Flatbed 11’ (Line Repair Unit 618): BuyBoard ($62,500), Goodbuy ($63,100), Retail ($63,700))
• Ford F150 Crew Cab 4x2 (Police CID Unit 316): BuyBoard ($51,520), Goodbuy ($52,470), Retail ($53,070)
• Ford F150 Crew Cab 4x2 (Police CID Unit 318): BuyBoard ($51,520), Goodbuy ($52,470), Retail ($53,070)
• Ford F250 Crew Cab 4x2 (Street Stormwater Unit 828): BuyBoard ($69,500), Goodbuy ($70,100), Retail ($70,900)
• Ford F250 Crew Cab 4x2 (Street Stormwater Unit 830): BuyBoard ($69,500), Goodbuy ($70,100), Retail ($70,900)
• Ford F150 Crew Cab 4x4 (Traffic Unit 831): BuyBoard ($58,000), Goodbuy ($59,100), Retail ($59,700)
• Ford F650 Regular Cab 4x2 (Wastewater Unit 658): BuyBoard ($162,000), Goodbuy ($163,000), Retail ($163,700)
• Ford F150 Extended Cab 4x4 (Water Unit 672): BuyBoard ($53,500), Goodbuy ($54,500), Retail ($55,200)
• Ford F250 Crew Cab 4x4 (Water Unit 690): BuyBoard ($70,000), Goodbuy ($70,700), Retail ($71,400)
• Ford F150 Extended Cab 4x2 (Water Unit 692): BuyBoard ($47,000), Goodbuy ($47,900), Retail ($48,400)
• Ford F150 Crew Cab 4x2 (Police SIU New): BuyBoard ($49,580), Goodbuy ($49,785), Retail ($50,385)
• Ford F150 Crew Cab 4x2 (Police SIU New): BuyBoard ($49,185), Goodbuy ($49,785), Retail ($50,385)
• Ford F150 Crew Cab 4x2 (Police SIU New): BuyBoard ($49,185), Goodbuy ($50,180), Retail ($50,780)
• Ford F150 Extended Cab 4x2 - Ballpark NEW: BuyBoard ($46,140), Goodbuy ($47,900), Retail ($48,400)
• Ford Maverick - Utility Billing NEW: BuyBoard ($33,290), Goodbuy ($33,090), Retail ($33,590)
The capital replacement vehicles were approved in FY2026 after an annual inventory audit was conducted on all fleet vehicles and equipment. The inventory list consisted of current miles/hours, purchase year, estimated useful life, and the targeted year of replacement. Vehicles and equipment were then placed through a scoring system evaluating five measures: age, mileage, type of service, general overall condition, and maintenance repair costs. Vehicles and equipment scoring points ranging in the replacement consideration group were then moved to the next phase, whereas the last three years of maintenance costs were compared to the depreciation of acquiring new vehicles and/or equipment.
Based on the results, staff recommends procuring these vehicles through the Buy Board and Goodbuy Cooperative Purchasing Programs, which indicates the best overall value while allowing the city to maintain a standardized fleet. As referenced in Government Fleet Procurement, key benefits of having a conformed standardized fleet include improved maintenance productivity; fewer diagnostic and specialty tools; smaller parts and bulk fluid inventory; increased operational efficiency and safety, and proven reliability.
Total purchase cost summary ($1,233,818):
• Buy Board Contract 724-23 ($1,118,928) includes $400 purchasing fee
• GoodBuy Contract 25- 8F000 ($114,890) including $200 purchasing fee
All vehicles will be purchased through the Buy Board state contract 724-23, valid through November 30, 2026 and Goodbuy state contract 25 8F000 valid through December 31, 2025: Chastang Ford $1,057,920 and Performance Truck $175,898 for a total amount of $1,233,818. Utilizing this contract meets formal bidding requirements.
Attachments:
1. Proposed Resolution
2. Exhibit A - Approved Capital Replacement List
3. Operating Costs vs Depreciation
4. Vehicle Scores
5. Vehicle Quotes
6. Fleet Replacement Criteria Memorandum
7. Vendor Report Cards
CONTRACT ORIGINATION: N/A
FUNDING
{X} Funds in the amount of $1,233,818 are available from the following departments in the Vehicle Accounts: Capital Replacement ($1,006,638) Account 40203600-55520; Police ($147,950) Account 2225225-55520; Ballpark ($46,140) Account 23254630-55520, and Utility Billing ($33,090) Account 10207100-55520.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Success Factor #3 - Safe and Desirable Community