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Agenda Item 24.
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| City Council Meeting |
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| Subject: |
| Annual Vehicles and Equipment Purchase Plan for Fiscal Year 2022-23 |
| RECOMMENDATION |
| Authorize the Purchasing Agent to issue purchase orders in an amount not-to-exceed $1,407,500 for various City vehicles and equipment described in the Annual Vehicles Replacement Plan for Fiscal Year (FY) 2022-23. |
| BACKGROUND/DISCUSSION |
Each fiscal year, the vehicles used by various City departments are assessed to determine whether it is best to continue maintenance, retire, replace, or add new units. The determining factors include excessive mileage, unit hours, service life expectancy, maintenance cost history, safety and environmental impacts. The attached equipment list indicates the replacements or additions that were approved by the City Council as part of the FY 2022-23 Operating Budget. This list provides the equipment descriptions, quantities, estimated costs and departments where they will be assigned. The Purchasing Division will solicit bids for the listed equipment per the formal bidding requirements of the Brea Municipal Code, utilize competitively bid national cooperative agreements, or piggyback contracts to obtain the best available pricing.
Staff requests that City Council authorize the Purchasing Each fiscal year, the vehicles used by various City departments are assessed to determine whether it is best to continue maintenance, retire, replace, or add new units. The determining factors include excessive mileage, unit hours, service life expectancy, maintenance cost history, safety and environmental impacts. The attached equipment list indicates the replacements or additions that were approved by the City Council as part of the FY 2022-23 Operating Budget. This list provides the equipment descriptions, quantities, estimated costs and departments where they will be assigned. The Purchasing Division will solicit bids for the listed equipment per the formal bidding requirements of the Brea Municipal Code, utilize competitively bid national cooperative agreements, or piggyback contracts to obtain the best available pricing. All the vehicle trade-in values have been reflected in the calculation cost provided in the vehicle and equipment purchase plan breakdown spreadsheet. The fire engines and fire truck have not been included into the vehicle and equipment breakdown spreadsheet because staff is waiting for the specifications from the vendor to provide an accurate cost to purchase the vehicles. Once staff is able to provide complete updated costs for the fire equipment these vehicles will be brought back to Council for your approval.
Staff requests that City Council authorize the Purchasing Agent to issue purchase orders immediately after completing the best available pricing analysis without the need to return to City Council for approval of the individual awards for the following main reasons:
- Ensure the needed equipment is replaced in a timely fashion and without interruption in service
- Meet manufacturer production cutoff dates
- Take advantage of incentives and discounts
- Expedite the purchase of these items
Should any of the listed equipment be limited to a single source, the Purchasing Agent will verify and document the reasons for the sole source procurement prior to award.
To help facilitate operational and budgetary requirements, staff requests that City Council authorize the Fleet Supervisor and Purchasing Agent to make changes in the type and quantity of the listed equipment, subject to budget appropriations and the not-to-exceed amount requested. |
| COMMISSION/COMMITTEE RECOMMENDATION |
| The Finance Committee reviewed staff’s recommendation at their July 12, 2022 meeting and recommended to proceed. |
| FISCAL IMPACT/SUMMARY |
| The City Council adopted Fiscal Year 2022-23 Budget has sufficient funding available for the requested not-to exceed amount for these purchases in the Public Works Department, Equipment Maintenance Division, expenditure account in Mobile Equipment (480-51-5161-4641), Field and Shop Equipment (480-51-5161-4621), Community Benefit & Economic Development Fund (140-21-2131-4641) and General Fund (110-22-2211-4641 and 110-22-2231-4641). |
| RESPECTFULLY SUBMITTED: |
William Gallardo, City Manager
Prepared by: Rudy Correa, Superintendent – Fleet/Water/Equipment
Concurrence: Michael Ho, P.E., Public Works Director/Acting City Engineer
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