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Agenda Item 19.

City Council Meeting

Meeting Date:	07/18/2023
FROM:	Bill Gallardo

Subject:

Annual Vehicle and Equipment Purchase Plan for Fiscal Year 2023-24

RECOMMENDATION

Authorize the Purchasing Agent to issue purchase orders in an amount not-to-exceed $1,378,000 for various City vehicle and equipment described in the Annual Vehicles Replacement Plan for Fiscal Year (FY) 2023-24.

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 2023-24 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 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 11, 2023, meeting and recommended to proceed.

FISCAL IMPACT/SUMMARY

The City Council adopted Fiscal Year 2023-24 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 Development Funds (110-22-2231-4641, 110-32-3242-4641, 110-51-5171-4641), and General Fund (110-51-5141-4641).

RESPECTFULLY SUBMITTED:

William Gallardo, City Manager
Prepared by: Rudy Correa, Superintendent, Fleet and Water Divisions
Concurrence: Michael Ho, P.E., Public Works Director/City Engineer

Attachments
Annual Vehicle Equipment Replacement Plan F.Y 2023-24