Agenda Item Wording:
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Purchase of Two Ford F-250 Work Trucks with Service Beds and Appropriation of Funds - Authorize the City Manager to award a purchase order to Rush Truck Center of Whittier, CA for an amount not to exceed of $128,169.60 and appropriate an additional $8,200 from the General Fund.
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Deadline for Action: 8/5/2024
Submitting Department: Community Services
Contact Name and Phone Number: Daryl Tillman, Park Maintenance Supervisor 713-4435; daryl.tillman@visalia.city <mailto:daryl.tillman@visalia.city> Alvin Dias, Parks and Facilities Manager 713-4564; alvin.dias@visalia.city <mailto:alvin.dias@visalia.city> John Lollis, Assistant City Manager 713-4323; john.lollis@visalia.city <mailto:john.lollis@visalia.city>
Department Recommendation:
Staff recommends that the City Council approve an appropriation of $8,200.00 from the General Fund and authorize the City Manager to award a purchase order to Rush Truck Center of Whittier, CA for an amount not to exceed of $128,169.60.
Background Discussion:
At its meeting on June 17, 2024, the City Council approved the adoption of the City of Visalia Fiscal Year 2024/2025 and 2025/2026 multi-year budget, which included an appropriation of $120,000.00 in the General Fund Capital Improvement Project (VH0295), for the purchase of two (2) new ¾-ton work trucks. These vehicles will be used by the two (2) new full-time employee positions that were allocated to the Park Maintenance Division in the recently adopted Fiscal Year 2024/2025 budget year.
The Parks Division has not been able to find a purchasing partnership contract, such as Sourcewell, for the purchase of these vehicles. The formal bid process would take a minimum of two (2) to six (6) months to complete, and dealers are not willing to guarantee delivery. To be able to locate these vehicles for purchase, staff contacted local dealers, as well as dealers outside of the area. Staff was able to collect quotes for similar type vehicles from various dealers, receiving quotes from vendors for both 2023 and 2024 model year trucks. Due to the cost estimates coming in over budget, staff recommends moving forward with the purchase of the 2023 model year vehicles, which reduces the cost by $8,200. The vehicle warranty will remain the same as the 2024 model year and the 10-year warranty will start the day of purchase. With the purchase of the two (2) ¾-ton pickups, staff will have the equipment available for the two (2) Lead Park Maintenance Workers that are currently in the recruitment process.
The current Parks Maintenance Division structure has the Supervisor as the direct report for all staff and is responsible for both administrative duties and field supervision. The addition of two (2) Lead Maintenance Workers will alleviate some of these field oversight duties from the Supervisor and improve overall quality control for maintenance. The Lead Maintenance Workers will also assist with staff productivity tracking, employee evaluations, and project management. The additional supervisory staff will also assist with future park development and the additional staff needed to maintain this new development.
Fiscal Impact:
The City Council approved the Fiscal Year 2024/2025 and 2025/2026 fiscal budget with the allocation of $120,000.00 in CIP VH0295 for the purchase of two (2) new ¾-ton pickup trucks for the Parks Maintenance Division. The total cost for the purchase of the vehicles received is $128,169.60 and over the budgeted amount. Staff is requesting an appropriation of $8,200.00 from the General Fund to cover the budget shortfall.
Prior Council Action: None
Other: None
Alternatives: Reject the purchase and look for cheaper vehicles.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to approve an appropriation of $8,200.00 from the General Fund and authorize the City Manager to award a purchase order to Rush Truck Center of Whittier, CA for an amount not to exceed of $128,169.60.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: Rush Truck Center Quote, Fritts Ford Quote, Norm Reeves Ford Superstore Quote