Report to Mayor and City Council
Tuesday, February 07, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF THE PURCHASE OF ONE 2023 FORD SUPER DUTY F-250 SRW (W2A) XL 2WD CREW CAB 8’ BOX 176” WB PICKUP AND ADOPT RESOLUTION 23-036 AMENDING THE FISCAL YEAR 2022-23 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE
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I. SUMMARY
Public Works is requesting City Council’s approval to purchase one (1) new 2013 Ford Super Duty F-250 SRW (W2A) XL 2WD Crew Cab 8’ Box 176” WB Pickup from National Auto Fleet Group (NAFG) through Sourcewell, Contract #091521-NAF. This vehicle has been identified and prioritized as critically necessary for the Public Works team to continue to provide the best service, in a safe and efficient manner. The purchase of this vehicle has been prioritized based on risk of current vehicle failure, maintenance costs, and shortage of current vehicles. The current vehicle shortage prevents staff from operating efficiently and effectively. The total cost of the vehicle purchase will be $54,490.73.
II. RECOMMENDATION
Recommendation
1. WAIVE the formal contracting process as defined by Section 2605 (b) (1) (ii).
2. WAIVE the formal bidding process defined by the Carson Municipal Code,
Section 2610; and
3. AUTHORIZE the Purchasing Manager to utilize Cooperative Purchasing as allowed by Section 2611(g) for NAFG through Sourcewell, Contract #091521-NAF for the purchase of (1) 2023 Ford Super Duty F-250 SRW (W2A) XL 2WD Crew Cab 8’Box 176” WB Pickup for a grand total of: $54,490.73.
4. WAIVE further reading and ADOPT Resolution No. 23-036, “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2021-22 BUDGET IN THE GENERAL FUND AND SPECIAL REVENUE FUNDS FOR THE PURCHASE OF ONE FORD F-250 TRUCK” appropriating $54,490.73 from the General Fund account to the Special Revenue account. (Exhibit No. 4)
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate, consistent with the requirements of the law.
IV. BACKGROUND
On June 8, 2022, Ordinance 22-2213 was introduced, amending Section 2611 of the Purchasing Ordinance (Exceptions to Bidding Requirements for Purchases other than for public projects) to allow cooperative bidding as a bidding exception. This ordinance was adopted on June 21, 2022 (Exhibit 1).
The City of Carson is a member of the cooperative purchasing group Sourcewell (City of Carson ID# 38521). Sourcewell is a contracting agency established to allow participating municipal agencies to reduce the cost of procurement by leveraging the benefits of contract purchasing. Through solicitations, Sourcewell contracts bring considerable value and efficiencies to members through nationally leveraged contracted suppliers with access to the highest quality products and brands. Each solicitation and RFP contain language, which includes all qualified customers in all fifty states. Sourcewell contract purchasing solutions are reviewed by the Sourcewell Board of Directors and awarded on the members' behalf. The vehicle listed below is proposed to be purchased through Sourcewell.
Section 2611(g), of the City’s Municipal Code (CMC) allows the City to procure materials, services, supplies, and equipment though cooperative purchasing programs, as an exception to the City’s bidding requirement provided that certain conditions are met. There are times when Sourcewell’s competitive bidding process mirrors the City’s competitive bidding process, thereby allowing the city to procure materials, supplies, goods and products without the City having to directly undergo the usual competitive bidding process.
Additionally, it should also be noted that Section 2605(b)(ii) of the CMC requires the City to enter a contract for purchases of any personal property, including materials, supplies and equipment, of $25,000 or more over a fiscal year, unless the City Manager (as Purchasing Manager) waives this requirement. The City Manager has either waived or plans to waive such contract requirement for the purchase listed below.
With “Greening the Fleet”, a priority for Public Works staff, all attempts have been made to procure a low and/or zero emission vehicle, but at this time there are no such vehicles in this weight class offered.
Vehicle Proposed for Purchase
2023 Ford Super Duty F-250 SRW (W2A) XL 2WD Crew Cab 8” Box 176” WB For $54,490.73
The City of Carson maintains a variety of right-of-way infrastructure including 203 lane-miles pavement, traffic markings and striping, sidewalk maintenance and replacement, traffic signage, removal of debris and illegally dumped items, and graffiti abatement.
The Public Works Department maintains a fleet of vehicles that are used for the provision of daily maintenance and operations services in support of the City maintaining a high level of service. Purchasing one (1) 2023 Ford Super Duty F-250 SRW (W2A) XL 2WD Crew Cab 8’Box 176” WB Pickup is needed to ensure current and future maintenance levels are met. A benefit of this Crew Cab model is that it enables the department to better utilize their assets by accommodating more employees per vehicle.
The City’s existing vehicle fleet consists of several Ford vehicles, which have proven to be reliable and cost effective over their lifetime. Alternate fuel & EV models are not currently available for this make & model. National Auto Fleet Group, a Sourcewell contracted vendor (Exhibit 2), provided staff a quote of $54,490.73 for the 2023 Ford Super Duty F-250 (Exhibit 3).
Staff recommends purchase of the 2023 Ford Super Duty F-250 model truck from National Auto Fleet Group for a not-to-exceed amount of $54,490.73.
V. FISCAL IMPACT
Funding for this purchase was not allocated in the FY 2022-23 Fund 638-Vehicles/Rolling Inventory budget. The funding in the Vehicle/Rolling Inventory account is currently encumbered for other vehicles. If approved, $54,490.73 will be transferred from the Public Works Operating budget to the Vehicle/Rolling Inventory budget, as outlined in Resolution 23-036 (Exhibit No. 4).
VI. EXHIBITS
1. Ordinance No. 22-2213 (pgs. 5-14)
2. National Auto Fleet Group Sourcewell Contract (pgs. 15-48)
3. Quotation/Vehicle Specifications from National Auto Fleet Group (pgs. 49-57)
4. Resolution No. 23-036 (pgs. 58-59)
Prepared by: Veronica Rodriguez, Right of Way Superintendent, David Crockett, Fleet Maintenance Supervisor