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Home My WebLink About08 AUTHORIZATION TO PURCHASE VEHICLES AND EQUIPMENTAGENDA REPORT Reee eldm 8 GO City Manager Finance Director MEETING DATE: OCTOBER 1, 2019 TO: MATTHEW S. WEST, CITY MANAGER FROM: DOUGLAS S. STACK, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER SUBJECT: AUTHORIZATION TO PURCHASE THREE UTILITY TRUCKS, FIVE PICKUP TRUCKS AND ONE RIDING LAWN MOWER AND DECLARATION OF SURPLUS EQUIPMENT FOR PUBLIC AUCTION SUMMARY Staff is requesting City Council authorization to purchase three (3) 1 -ton utility trucks, five (5)'/2 -ton pickup trucks and one (1) riding lawn mower with accessories for Public Works and Community Development. In addition, the City Council is requested to declare certain City equipment surplus in accordance with Section 1626a (2) of the Tustin City Code and authorize their sale at public auction. RECOMMENDATION It is recommended that the City Council: 1. Adopt Resolution No. 19-43 authorizing the State of California Department of General Services to purchase three (3)1 -ton utility trucks and five (5)'/2 -ton pickup trucks from Winner Chevrolet, Elk Grove, Ca. in the amount of $ 249,540.91 and also the purchase of one (1) TORO riding lawnmower from CMAS contract in the amount of $ 23,950.08 from Turf Star, Brea, Ca. 2. Declare, in accordance with the Tustin City Code — Section 1626a (2), the attached itemized list of equipment as surplus and not required for public use. 3. Authorize the sale of the equipment listed below at the next available public auction and credit net proceeds to applicable City Revenue Fund. FISCAL IMPACT Sufficient funds have been budgeted and appropriated in the Fiscal Year 2019-2020 Operating Budget Vehicle Lease Fund (Account 184-80-00-9710 & 184-80-00-9740) for the purchase of three (3) 1 -ton utility trucks, five (5) '/2 -ton pickup trucks with accessories and one (1) Toro riding lawnmower with accessories at a combined cost of $ 273,490.99. CORRELATION TO THE STRATEGIC PLAN This purchase contributes to the fulfillment of the City's Strategic Plan Goal B: Public Safety and Protection of Assets. Specifically, the project implements Strategy 5, which among other items, is to ensure continuous maintenance and improvement of public facilities to ensure Tustin is an attractive, safe and well-maintained community which people feel pride. DISCUSSION The replacement of the three (3) 1 -ton utility trucks for field services and five (5)'/2 -ton pickup trucks for Public Works and Community Development is needed because these vehicles have reached the Authorize Vehicle Purchase & Declare Surplus October 1, 2019 Page 2 end of their useful life. Fundamentally, the decision to replace a vehicle at or beyond its useable life is a blend of finances, mechanical condition, repair history and potentially shifting operational needs. The (3) 1 -ton utility trucks are not being ordered with new utility bodies. Instead, the existing utility bodies will be removed from the three existing vehicles, refurbished, and reused on the new model vehicles listed below. Vehicles and equipment can be purchased through the state contract in accordance with the City's purchasing policy due to the volume discounts received by the State. Staff did contact local dealers to obtain pricing for the like equipped trucks and riding lawnmowers. However, none of the local dealers returned pricing on specified vehicles. The prices listed below include all taxes, applicable fees, rebates, delivery and early payment discounts. State contract pricing includes state tire fees, delivery and optional equipment. Winner Chevrolet and Turf Star has submitted a proposal in accordance with the state contracts to reflect the following: Division Model Cost Per Unit Accessories Total Field Services 3EA 2020 CHEVY 1 -Ton $ 36,434.62 Included $ 109,303.86 Trucks Field Services 3EA 2020 Chevy '/z Ton $ 28,057.41 Included $ 84,172.23 Utility Truck Community 2EA 2020 Chevy % Ton $ 28,057.41 Included $ 56,114.82 Development Utility Truck Field Services 1 EA 2020 Toro Riding $ 23,950.08 Included $ 23,950.08 Lawnmower In addition to the purchases requested above, staff is also requesting the declaration of certain vehicles as surplus. Section 1626a (2) of the Tustin City Code requires the City Council to find that these surplus items are not required for public use. The attached report of surplus equipment to be sold at public auction specifies the estimated value at $15,600.00. DouVan.Stack, P.E. D' Public Works/City Engineer Attachments: Resolution 19-43 Surplus City Equipment List SACity Council Items\2019 Council Items\10-01-2019\Nuthorization to Purchase Vehicles\Authorization to Purchase Vehicles.docx ATTACHMENT 1 Resolution No. 19-43 RESOLUTION NO. 19-43 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA AUTHORIZING THE DEPARTMENT OF GENERAL SERVICES OF THE STATE OF CALIFORNIA TO PURCHASE CERTAIN ITEMS WHEREAS, the City has need to purchase various material, supplies and equipment in order to conduct the operations of the City; and WHEREAS, Section 1625, Item C of the Tustin Municipal Code authorizes the State of California to purchase materials, supplies, and equipment if it can be acquired more cheaply or efficiently by the State Department of General Services; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Tustin, California, does hereby authorize the Procurement Division, Department of General Services of the State of California, to purchase three (3) 1 ton utility trucks, five (5) % ton pickup trucks with accessories and one (1) Toro riding lawnmower with accessories for and on behalf of the City of Tustin pursuant to Section 10324 of the California Public Contract Code, and that Mr. Matthew S. West, City Manager, is hereby directed to sign and deliver all necessary requests and other documents in connection therewith and for and on behalf of the City of Tustin. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin held on the 1St day of October, 2019. CHARLES E. PUCKETT, Mayor ATTEST: Erica N. Yasuda, City Clerk STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF TUSTIN ) I, Erica N. Yasuda, City Clerk and ex -officio Clerk of the City Council of the City of Tustin, California, do hereby certify that the whole number of the members of the City Council is five; that the above and foregoing Resolution No. 19-43 was duly and regularly passed and adopted at a regular meeting of the City Council held on the 1 st day of October, 2019 by the following vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES; COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT Erica N. Yasuda, City Clerk ATTACHMENT 2 Surplus City Equipment List REPORT OF SURPLUS CITY EQUIPMENT TO BE SOLD AT PUBLIC AUCTION UNIT MODEL DESCRIPTION SERIAL NUMBER/VIN ESTIMATED NUMBER YEAR VALUE 4208-° 2007 GMC Canyon - - -.._ 1GTCS19E478116504 - -- $ 1,800.00 4210 2006 Chevy Colorado 1GCCS196268218570 $ 1,800.00 5006 2006 Chevy Colorado 1GCCS136568218474 $ 1,800.00 5604 2008 GMC Canyon 1GTCS19E788175161 $ 1,800.00 5612 2004 Chevy Utility 1 GBHC24U54E381330 $ 2,000.00 5629 2003 Ford Utility 1 FDNF201-53ED09864 $ 2,100.00 5630 2004 Chevy Utility 1 GBHC24U24E385450 $ 2,000.00 5631 2008 GMC Canyon 1 GTCS19E388174542 $ 1,800.00 5642 2009 John Deere Mower TC99775B040216 $ 500.00 ESTIMATED VALUE $ 15,600.00