AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
title
RATIFICATION OF PURCHASE ORDER TO PURCHASE TWO (2) CITY VEHICLES UTILIZING THE SOURCEWELL COOPERATIVE PURCHASE AGREEMENT WITH NATIONAL FLEET AUTO GROUP
summary
Summary:
Sourcewell is a cooperative purchasing process that leverages competitive bidding conducted by other government agencies to acquire goods and services. The City’s Purchasing Ordinance Section 3.20.120(e.) authorizes the use of cooperative purchasing agreements, such as Sourcewell, recognizing the efficiency of procuring goods and services at competitive pricing. In late 2023, Public Works identified two vehicles whose maintenance costs substantially outweighed the cost of ongoing repair. Due to the long lead times associated with securing fleet vehicles and the immediate replacement need, the City Manager authorized purchase orders for two trucks: an electric Ford F-150 for Public Works and a standard Ford F-150 for the Police Department. Staff is providing an update of these purchases for the City Council’s information. The City Council previously approved a budget for vehicle replacements in the Fiscal Year 2023-2024 budget. Staff will procure the vehicles utilizing a government purchasing contract from Sourcewell, Contract #091521-NAF, available through National Fleet Auto Group.
Strategic Plan Goal(s):
Goal No. 4 Infrastructure: Maintain and improve the City’s physical infrastructure, water system, and recreational spaces.
recommendation
Recommendation:
Ratify the City Manager’s requested purchase of two City vehicles utilizing the Sourcewell Cooperative Purchase Agreement with National Fleet Auto Group.
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Fiscal Impact:
The City Council approved the vehicles identified below for replacement during the Fiscal Year 2023-24 budget process. Staff’s initial estimate to acquire these vehicles was $127,000; the total purchase cost of both vehicles is $127,716.59. There are sufficient funds available in the Fiscal Year 2023-24 Operating Budget, Vehicle Replacement Fund (601) to cover these costs. Staff researched various options to find vehicles that more closely matched desired specifications, and desired delivery timeframe. Staff would allocate funds from the Vehicles and Large Equipment account, (601-40-5842), for this purchase as follows:
In consideration of the City’s sustainability goals, staff evaluated the availability of electric or hybrid vehicles. The 2024 Ford Lightning is an all-electric vehicle, qualifying for funding through the City’s Air Quality Management (AQMD) Motor Vehicle Subvention Program funding. A portion of the costs for the 2024 Ford F-150 XTL will utilize $19,000 from the current fiscal year budgetary savings.
Reviewed for Fiscal Impact:
___________________________
Sharon Del Rosario
Attachments:
1. National Auto Fleet Group Quote 36548.
2. National Auto Fleet Group Quote 36445.