To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
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APPROVE THE PURCHASE OF TWO 2025 FORD F-150 LIGHTNING TRUCKS FROM OLATHE FORD SALES INC. FOR USE BY THE PUBLIC WORKS DEPARTMENT FOR A TOTAL COST OF $160,804
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EXECUTIVE SUMMARY
Staff is seeking authorization from the City Council to purchase two replacement vehicles for use by the Public Works Department’s Building Occupancy and Pier Maintenance Divisions. The two vehicles currently used by the Divisions are at the end of their normal replacement cycle and were approved for replacement as part of the FY 2023-24 budget adoption process. Competitive pricing for the vehicles has been secured through the City’s regular purchasing procedures.
BACKGROUND
In June 2023, the City Council Approved Decision Package #38 - Carryover Vehicle Replacement Purchases from FY 2022-23. This action set aside $922,241 for the replacement of 13 City vehicles and equipment that were scheduled for replacement in FY 2022-23 but were not available for purchase during that time due to supply chain issues. Decision Package #38 included funding for the two proposed Public Works vehicles that would replace Units 348 and 349. These Units were approved by Council for purchase and ordered in FY 2023-24 as F-250 compressed natural gas (CNG) units but were later canceled due to delays in delivery and the evolving needs of the City’s Fleet to maintain compliance with new California Air Resource Board’s (CARB) Advanced Clean Fleet (ACF) regulations.
Staff advised City Council on September 17, 2024 that the orders for the five F-250 CNG Public Works trucks had been canceled due to significant delays in procurement. Public Works advised that the units would be brought back to Council for purchase after evaluating ways to maximize vehicle utility, while still pursuing the acquisition of Zero Emission Vehicles (ZEVs) and Low Emission Vehicles (LEVs) that are compliant with the new ACF regulations.
At this time, staff recommends the purchase of two Ford F-150 Lightnings to replace the current vehicles for a per unit cost of $80,401.84. These units meet the operational needs of the Building Occupancy and Pier Maintenance Divisions and also serve the City in keeping its fleet in compliance with ACF regulations for the 2024 Calendar Year. Funding for the proposed purchase is available in the Public Works Fleet Operating Budget. The funding is available as a result of the canceling of prior Purchase Orders issued to replace Units 348 and 349, which totaled $174,210. The total cost to purchase two F-150 Lightnings is $160,803.68, which represents a savings of $13,407.
If approved by the City Council, the vehicles will be ordered and are anticipated to be delivered to the City in the next three to six months.
The vehicles recommended for purchase have been selected through the City’s regular purchasing procedures. The procedures contain a number of competitive purchasing options including the use of a Piggyback Bid, which utilizes another public entity's recent Request for Proposal or Bid, or the Sourcewell Cooperative Purchasing Program. Cooperative purchasing programs provide valuable benefits to state and local governments. By attaching to national or regional cooperatives, an agency has immediate access to legitimately solicited contracts and guaranteed pricing and delivery options without expending staff resources on the preparation of its own request for bids. Pricing is often attractive because of the purchasing power of these cooperatives. If approved, the recommended vehicles in this report would be acquired via Sourcewell master vehicle contract #032824.
COORDINATION
The Public Works Department coordinated this report with the Financial Services Department.
FISCAL IMPACT
Funding for the purchase of the two vehicles, at a total cost of $160,803.68, is available in the Public Works Department’s Fleet Operating Budget. No additional appropriation is required. The cancellation of the previous F-250 CNG truck purchase orders unencumbered $174,210, which is now available for the proposed purchase, and would result in savings of $13,407, if approved.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Quote Unit 348 and 349 - F-150 Lightning trucks from Olathe Ford Sales Inc., December 12, 2024