Title
Consider and take action on a resolution authorizing the purchase of one Ford F550 Service Truck with crane and one Ford F550 Flat Bed Truck with crane in an amount not to exceed $197,547 (Director of Public Works)
Background:
Approval of this resolution will authorize the purchase of one Ford F550 Service Truck with crane and one Ford F550 Flat Bed Truck with crane to meet the City’s current and future fleet demand through the Goodbuy Contract 21 8F000 in an amount not to exceed $197,547.
CAPITAL REPLACEMENT $133,951
Unit 640 is a 2007 Ford F550 crane truck and will be replaced with a Ford F550 chassis and crane with service bed. Total cost for this unit will be $133,951.
NEW FLEET VEHICLE $63,296
The FY2021 budget authorized funding for a new Ford F550 chassis with specialized bed and crane to serve the new Marsh Master Mowing Program for Stormwater Operations. The total cost for this vehicle will be $63,296.
To ensure the best pricing and benefit to the city, quotes for the above vehicles were obtained from cooperative purchasing contracts, state contract and a local dealership with the following results:
GOODBUY
DESCRIPTION 21 8F8000 TIPS LOCAL STATE
Ford F550 Chassis with Service
Body and Crane (Unit 640) $133,951 $136,265 $136,900 $135,233
Ford F550 Chassis with Service
Body and Crane - Streets New $ 63,296 $ 64,210 $ 66,639 $ 64,289
Contract Fee $ 300 _______ _______ _______
TOTALS $197,547 $200,475 $203,539 $199,522
The capital replacement vehicle was approved in the FY2021 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 GoodBuy 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 includes 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 and all related equipment, including the $300 GoodBuy purchasing fee, will not exceed $197,547.
Vehicles will be purchased through the GoodBuy state contract #21 8F8000. The utilization of this contract meets formal bidding requirements.
Attachments:
1. Data Sheet
2. Proposed Resolution
3. Exhibit A - Approved General Vehicle List
4. Vehicle Quotes
5. Unit 640 Vehicle Operating Costs vs Depreciation
6. Unit 640 Vehicle Score
FUNDING
{X} Funds are available from the following departments in the Vehicle Accounts: Capital Replacement Vehicle’s Account# 40203600-55520 ($134,251) and Streets/Stormwater & Traffic’s Capital Outlay Autos & Trucks Account #3300000-55520 ($63,296).
STRATEGIC PLANNING
{X} Safe and Desirable Community