Report to Mayor and City Council
Tuesday, February 19, 2019
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF A PURCHASE ORDER TO NATIONAL AUTO FLEET GROUP, WATSONVILLE, CA, FOR THE PURCHASE OF ONE NEW 2019 FORD SUPER DUTY F-450 DRW (W4G) XL 2WD CREW CAB 203” WB 84” CA WITH ROYAL 12’ CONTRACTOR BODY IN THE AMOUNT OF SIXTY NINE THOUSAND FIVE HUNDRED SIXTY SEVEN DOLLARS AND TWO CENTS $69,567.02 (CITY COUNCIL)
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I. SUMMARY
Staff recommends that the City Council approve a Purchase Order through Sourcewell, formerly known as National Joint Powers Alliance (NJPA) to National Auto Fleet Group of Watsonville, CA in the amount of Sixty Nine Thousand Five Hundred Sixty Seven Dollars and Two Cents $69,567.02 for the purchase of a new 2019 Ford Super Duty F-450 DRW (W4G) XL 2WD Crew Cab 203” WB 84” CA with Royal 12’ Contractor Body. This item was continued from the January 22, 2019, City Council meeting for staff to provide confirmation on purchase options from our local vendor Win Chevrolet.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. WAIVE the formal bid process defined by the Carson Municipal Code, Section 2607, as allowed by Section 2605 (1) (ii).
2. AUTHORIZE the Purchasing Manager to utilize Cooperative Purchasing as allowed by Section 2611 (g) and issue a purchase order in the amount of Sixty Nine Thousand Five Hundred Sixty Seven Dollars and Two Cents $69,567.02 for one new 2019 Ford Super Duty F-450 DRW (W4G) XL 2WD Crew Cab 203” WB 84” CA with Royal 12’ Contractor Body Truck to National Auto Fleet Group.
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate, consistent with the requirements of the law.
IV. BACKGROUND
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. Replacement of worn-out vehicles is part of the ongoing effort to maintain fleet reliability and sustainability. By replacing vehicles and equipment at the end of their useful life, the City will save money, reduce out-of-commission time, and increase safety.
A 2003 Chevrolet truck is routinely used by Concrete and Street Maintenance crews to perform right-of-way maintenance activities such as the removal and replacement of deteriorating sidewalks and the maintenance and preservation of paved streets. This vehicle has reached the end of its useful life and is recommended for replacement. The vehicle is currently out of service due to a mechanical breakdown, and repairs are estimated at $6,000. This is the second significant repair within the past six months.
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 contains 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 City of Carson (#38521) is a member of Sourcewell.
A Sourcewell quote for this equipment was prepared for the City on January 16, 2019. The price for a new 2019 Ford Super Duty F-450 DRW (W4G) XL 2WD Crew Cab 203” WB 84” CA with Royal 12’ Contractor Body is $69,567.02. If this item is approved, the existing equipment will be surplused once the new equipment is received.
Staff recognizes the importance of greening the fleet, but this vehicle would not be suitable for an alternative fuel solution as the CNG tanks would add to the overall length, making it difficult to maneuver in narrow public streets and alleyways. It would also reduce the storage, payload and towing capability needed by the department.
In order to ensure that a local dealership had the opportunity to submit a bid for this vehicle, staff provided the specs to WIN Chevrolet. On February 4, 2019, WIN advised that they were not a commercial vehicle dealer and would not be able to fulfill the order. They instead referred the City to Simpson Chevrolet located in Garden Grove.
It should be noted that if this item is approved, a local vendor, Royal Truck Body, will be responsible for building the body and installing the auxiliary lighting for the new vehicle.
The City Attorney’s Office was consulted for this purchase and advised that a purchase contract was not necessary.
V. FISCAL IMPACT
There are no funds being requested as part of this staff report. Funds for this equipment were carried over from the FY 17/18 Capital Asset Replacement Fund, Account No. 638-99-999-999-8003.
VI. EXHIBITS
1. Quotation/Vehicle Specifications from National Auto Fleet Group. (pgs. 3-15)
Prepared by: Freddy Loza, Public Works Maintenance Supervisor