Title
Consider and take action on a resolution authorizing the purchase of eight (8) general-purpose vehicles through BuyBoard Contract No. 724-23 in an amount not to exceed $374,191 (Director of Public Works)
Background:
Approval of this item will authorize the purchase of eight (8) general-purpose vehicles through BuyBoard Contract No. 724-23 in an amount not to exceed $374,191. These vehicles will support the City’s current operational needs and future growth demands.
The FY2027 approved budget authorizes funding to replace eight (8) general-purpose vehicles. Total funding for the replacement will be $374,191.
CAPITAL REPLACEMENT VEHICLES:
Building - (1) $31,890
Unit 512 is a 2011 Ford Escape with 120,462 miles. This unit will be replaced with a 2027 Ford Maverick from Chastang Ford in an amount not to exceed $31,890.
Engineering - (1) $49,972
Unit 532 is a 2018 Ford F-150 Extended Cab 4x4 with 71,484 miles. This unit will be replaced with a 2027 Ford F150 Extended Cab 4x4 from Chastang Ford in an amount not to exceed $49,972.
Line Repair - (1) $43,167
Unit 627 is a 2018 Ford F150 Extended Cab 4x2 with 133,247 miles. This unit will be replaced with a 2027 Ford F150 Extended Cab 4X2 from Chastang Ford in an amount not to exceed $43,167.
Wastewater - (1) $43,167
Unit 643 is a 2011 Ford Escape with 122,958 miles. This unit will be replaced with a 2027 Ford F150 Extended Cab 4X2 from Chastang Ford in an amount not to exceed $43,167.
Hometown Heroes - (1) $50,675
Unit 726 is a 2011 Ford F150 Extended Cab 4X2 with 138,112 miles. This unit will be replaced with a 2027 Ford F250 Crew Cab 4x2 from Chastang Ford in an amount not to exceed $50,675.
Sportsplex - (1) $43,167
Unit 741 is a 2014 F150 Regular Cab 4x2 with 108,867 miles. This unit will be replaced with a 2027 Ford F150 Extended Cab 4x2 from Chastang Ford in an amount not to exceed $43,167.
Stormwater- (1) $53,505
Unit 807 is a 2015 Ford F250 4x2 Crew with 85,198 miles. This unit will be replaced with a 2027 Ford F250 Crew 4x4 from Chastang Ford in an amount not to exceed 53,505.
Traffic - (1) $58,248
Unit 832 is a 2019 F250 Ford Crew Cab 4X4 with 116,944 miles. This unit will be replaced with a 2027 Ford F250 Crew Cab 4X4 with a full light bar from Chastang Ford in an amount not to exceed $58,248.
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 Maverick (Building Unit 512): BuyBoard ($31,890), GoodBuy ($31,790), Retail ($32,190)
• Ford F150 Ext Cab 4x4 (Engineering Unit 532): BuyBoard ($49,972), GoodBuy ($50,172), Retail ($50,472)
• Ford F150 Ext Cab (Line Repair Unit 627): BuyBoard ($43,167), GoodBuy ($43,367), Retail ($43,717)
• Ford F150 Ext Cab (Wastewater Unit 643): BuyBoard ($43,167), GoodBuy ($43,367), Retail ($43,717)
• Ford F250 Crew Cab (Hometown Heroes Unit 726): BuyBoard ($50,675), GoodBuy ($50,975), Retail ($52,975)
• Ford F150 Ext Cab (Sportsplex Unit 741): BuyBoard ($43,167), GoodBuy ($43,367), Retail ($43,717)
• Ford F250 Crew Cab 4x4 (Stormwater Unit 807): BuyBoard ($53,505), GoodBuy ($53,905), Retail ($55,305)
• Ford F250 Crew Cab 4x4 (Traffic Unit 832): BuyBoard ($58,248), GoodBuy ($58,648), Retail ($60,048)
The capital replacement vehicles were approved in FY2027 after an annual inventory audit of 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 scored using a system that evaluated five measures: age, mileage, type of service, overall condition, and maintenance and repair costs. Vehicles and equipment scoring points within the replacement consideration group were then moved to the next phase, where 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 BuyBoard Cooperative Purchasing Program, which indicates the best overall value while allowing the city to maintain a standardized fleet. As noted in Government Fleet Procurement, key benefits of 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 ($374,191):
• BuyBoard Contract No. 724-23 ($374,191) includes a $400 purchasing fee
Staff recommends purchasing the vehicles through BuyBoard Cooperative Purchasing Contract No. 724-23, which is valid through November 30, 2026. The use of this cooperative purchasing contract satisfies formal competitive 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 Card
FUNDING
{X} Funds in the amount of $374,191 are available from the Capital Replacement Account# 40203600-55520
STRATEGIC PLANNING
{X} Addresses Strategic Planning Success Factor #3 - Safe and Desirable Community