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File #: 2019-786    Version: 1 Name:
Type: Consent Status: Agenda Ready
File created: 8/13/2019 In control: City Council
On agenda: 2/4/2020 Final action:
Title: CONSIDER APPROVAL OF THE PURCHASE OF THREE NEW 2020 FORD F 150 (X1C) XL 2WD SUPERCAB 6.5' BOX 145" WB TRUCKS THROUGH A PURCHASE ORDER WITH NATIONAL AUTO FLEET GROUP (WATSONVILLE, CA); OR A LOCAL DEALERSHIP, IF THE PRICE IS EQUAL TO OR LESSER THAN THE COOPERATIVE AGREEMENT PRICE (CITY COUNCIL)
Attachments: 1. 2020 F-150's (3) Construction Inspectors
Date Ver.Action ByActionResultAction DetailsMeeting DetailsVideo
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Report to Mayor and City Council

Tuesday, February 04, 2020

Consent

 

 

SUBJECT:                     

Title

CONSIDER APPROVAL OF THE PURCHASE OF THREE NEW 2020 FORD F 150 (X1C) XL 2WD SUPERCAB 6.5' BOX 145” WB TRUCKS THROUGH A PURCHASE ORDER WITH NATIONAL AUTO FLEET GROUP (WATSONVILLE, CA); OR A LOCAL DEALERSHIP, IF THE PRICE IS EQUAL TO OR LESSER THAN THE COOPERATIVE AGREEMENT PRICE (CITY COUNCIL)

 

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I.                     SUMMARY

Public Works is requesting approval to purchase three new vehicles for the Construction Inspection Division. Construction Inspectors normally work Fridays, and occasionally work weekends and night time as well depending on the request of the contractors working in the public right of way. It is important that the Construction Inspectors have dependable vehicles to allow them to perform their work efficiently.

Staff recommends that the City Council approve the purchase of three new 2020 Ford F-150 (X1C) XL 2WD SuperCab 6.5’ Box 145” WB trucks in the amount of eighty-seven thousand five hundred and sixty-nine dollars and seven cents ($87,569.07) through a purchase order with National Auto Fleet Group (Watsonville, CA); or a local dealership, if the price is equal to or lesser than the cooperative agreement price.

II.                     RECOMMENDATION

Recommendation

                     TAKE the following actions:

1.                     WAIVE the formal bid process defined in the Carson Municipal Code, Section 2607, as allowed by Section 2605 (1) (ii).

2.                     AUTHORIZE the Purchasing Division Manager to utilize Cooperative Purchasing, as allowed by Section 2611(g) and issue a purchase order in the amount of Eighty-Seven Thousand Five Hundred and Sixty Nine Dollars and Seven Cents ($87,569.07) for three new 2020 Ford F-150 (X1C) XL 2WD 2WD SuperCab 6.5’ Box 145” WB trucks to National Auto Fleet Group (Watsonville, CA); or a local Ford dealership if the price is equal to, or lesser than, the cooperative agreement price.

 

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III.                     ALTERNATIVES

1. DO NOT WAIVE the formal bid process.

2. DO NOT AUTHORIZE the Purchasing Division Manager to utilize Cooperative     Purchasing, as allowed by Section 2611(g) and issue a purchase order.

3. 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 by City staff while performing their daily work. 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 service life, the City reduces maintenance and repair costs, decreases downtime, and increases safety.

Currently, three trucks are used on a daily basis by the City’s Construction Inspectors to perform the inspections of construction projects in the public right of way throughout the City. 

Vehicle No.                       Year                                  Make/Model                                                                                    

   1259                                              2010                                          FORD                     RANGER                                          

   1260                                              2010                                          FORD                     RANGER                                            

   1356                                              2013                               NISSAN FRONTIER

The Construction Inspectors work a five-day schedule, and some weekends; and are often called out after-hours.  It is important that these employees have dependable vehicles, as the Fleet Maintenance Department staff are not readily available on Fridays, weekends, and after-hours. 

It is recommended that the vehicles be replaced with F-150 trucks to better accommodate the Construction Inspectors’ needs in the field, in regards to interior space and cargo bed volume.

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 Request for Proposal contains language, which includes all qualified customers in all fifty states. Sourcewell (formerly known as NJPA) contract purchasing solutions are reviewed by the Sourcewell Board of Directors and awarded on the members’ behalf.  The City of Carson (ID Number 38521) is a member of Sourcewell.

A Sourcewell quote for these vehicles was prepared for the City on January 27, 2020.  The price for three new 2020 Ford F-150 (X1C) XL 2WD SuperCab 6.5’ Box 145” WB trucks is Eighty-Seven Thousand Five Hundred and Sixty-Nine Dollars and Seven Cents ($87,569.07). 

If this item is approved, Vehicle #1259 and Vehicle #1260 will be auctioned and the proceeds will go to the General Fund. Vehicle #1356 will be reassigned to the Grounds Division.

Staff recognizes the importance of “greening the fleet,” so alternative-fueled solutions were reviewed and considered.  For this particular application, alternative fuel is not recommended due to the restrictions CNG tanks place on the cargo bed volume. Additionally there are no electric
full- size trucks currently available on the market.

 

V.                     FISCAL IMPACT

No funds are being requested as part of this staff report.  Funds for this equipment were carried over from the FY 2017/18 Capital Asset Replacement Fund, Account No. 638-99-999-999-8003. The current balance is $380,148.98.

 

VI.                     EXHIBITS

1.  Quotation/Vehicle Specifications from National Auto Fleet Group.  (pgs. 4-11)

Prepared by:  David Crockett, Public Works Senior Equipment Mechanic and Garrett Roberts, Administrative Analyst