Title
Consider and take action on a resolution authorizing the purchase of thirteen (13) general purpose vehicles, in an amount not to exceed $853,092 (Director of Public Works)
Background:
Approval of this resolution will authorize the purchase of thirteen (13) general purpose vehicles to meet the City’s current, future growth, and operations through BuyBoard Contract 724-23 in an amount not to exceed $853,092.
The FY2025 approved budget authorizes funding to replace eleven (11) general purpose vehicles and purchase a new F150 extended cab 4X2 for Facilities and a new F150 extended cab 4X2 for Wastewater. Total funding for the new and replacement vehicles is $853,092.
Animal Control - (1) $102,528
Unit 430 is a 2014 Ford F250 4X2 extended cab with ACO boxes with 110,905 miles. This unit will be replaced with a Ford F250 4X2 extended cab with ACO boxes from Chastang Enterprises in an amount not to exceed $102,528.
Line Repair - (1) $70,512
Unit 611 is a 2005 Ford E350 cutaway van with 50,102 miles used for maintenance and installation of sanitary manholes throughout the city. The liftgate loads and unloads concrete, cast iron manhole rings, covers, and various construction materials as needed. The box van serves as storage of a water tank and bilge pump to provide water to remote areas, shovels, and concrete finishing tools used in manhole repairs. This vehicle will be replaced with a Ford E350 4X2 cutaway van for a total cost of $70,512.
Parks - Hometown Heroes (1) $44,100
Unit 709 is a 2011 Ford F150 extended cab 4x2 with 134,815 miles used for daily maintenance. This vehicle will be replaced with a Ford F150 extended cab 4x2 for a total cost of $44,100.
Street Stormwater - (6) $470,202
Unit 800 is a 2015 Ford F250 crew 4x2 with 74,046 miles used for daily operations. This unit will be replaced with a Ford F150 4x2 crew for a total cost of $45,995.
Unit 802 is a 2011 Ford F150 regular cab 4x4 with 70,820 miles used for daily maintenance. This vehicle will be replaced with a Ford F150 regular cab 4x4 for a total cost of $47,000.
Unit 804 is a 2011 Ford F250 crew cab 4x4 with 71,319 miles used for daily maintenance. This vehicle will be replaced with a Ford F150 crew cab 4x4 for a total cost of $51,496.
Unit 815 is a 2008 Ford F350 dump truck with 78,463 miles used for daily maintenance. This vehicle will be replaced with a Ford F450 crew cab dump truck 4X4 for a total cost of $87,955.
Unit 863 is a 2009 Ford dump truck with 67,068 miles used to haul and transport materials. This unit will be replaced with a Ford F750 dump truck for a total cost of $118,878.
Unit 864 is a 2009 Ford dump truck with 72,947 miles used to haul and transport materials. This unit will be replaced with a Ford F750 dump truck for a total cost of $118,878.
Traffic - (1) $45,995
Unit 818 is a 2014 Ford F150 crew cab 4X2 with 118,263 miles used for daily operations. This unit will be replaced with a Ford F150 crew cab 4X2 for a total cost of $45,995.
Utility Billing - (1) $31,155
Unit 664 is a 2008 Ford Ranger extended cab 4X4 with 94,465 miles used daily by the meter reading crew. This unit will be replaced with a Ford Maverick crew cab for a total cost of $31,155.
Facilities - NEW (1) $44,100
The FY2025 budget approved the purchase of a new 2025 Ford F150 4X2 extended cab for a new position. This unit will be purchased from Chastang Enterprises in an amount not to exceed $44,100.
Wastewater - NEW (1) $44,100
The FY2025 budget approved the purchase of a new 2025 Ford F150 4X2 extended cab for a new position. This unit will be purchased from Chastang Enterprises in an amount not to exceed $44,100.
To ensure the best pricing and benefit to the city, quotes for the above vehicles were obtained from cooperative purchasing contracts, state contract, and local retail with the following results:
BUYBOARD TIPS Local
Description #724-23 Pricing Retail
Ford F250 Extended Cab 4x2 - ACO Unit 430 $102,528 $102,528 $102,528
Ford F350 Van 4x2 - Line Repair Unit 611 $70,512 $71,012 $70,512
Ford F150 Extended Cab 4x2 - Parks Unit 709 $44,100 $44,600 $45,300
Ford F150 Crew Cab 4x2 - Streets Unit 800 $45,995 $46,495 $47,095
Ford F150 Reg Cab 4x4 - Streets Unit 802 $47,000 $47,400 $47,800
Ford F150 Crew Cab 4x4 - Streets Unit 804 $51,496 $52,196 $52,792
Ford F450 Crew Cab Dump 4x4 - Streets Unit 815 $87,955 $88,555 $89,055
Ford F750 Dump Truck - Streets Unit 863 $118,878 $119,603 $121,203
Ford F750 Dump Truck - Streets Unit 864 $118,878 $119,603 $121,203
Ford F150 Crew Cab 4x2 - Traffic Unit 818 $45,995 $46,495 $47,095
Ford Maverick Crew Cab - Utility Billing Unit 664 $31,155 $31,225 $31,405
Ford F150 Extended Cab 4x2 - Facilities New $44,100 $44,600 $45,300
Ford F150 Extended Cab 4x2 - Wastewater New $44,100 $44,600 $45,300
Purchasing Contract Fee $400 $500 $0__
TOTAL $853,092 $859,412 $866,588
The capital replacement vehicles were approved in FY2025 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 this vehicle purchase through the Buy Board Cooperative Purchasing Program, 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.
The total purchase cost for replacement vehicles, including the $400 Buy Board purchasing fee, will not exceed $853,092.
All vehicles will be purchased through the Buy Board state contract #724-23. The utilization of 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 Card
CONTRACT ORIGINATION: N/A
FUNDING
{X} Funds in the amount of $853,092 are available from the following departments in the Vehicle Accounts: Capital Replacement (764,892) Account 40203600-55520, Facilities ($44,100) Account 3650000-55520, and Wastewater ($44,100) Account 10207500-55520.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Success Factor #3 - Safe and Desirable Community