The URL can be used to link to this page

Home My WebLink AboutAgenda Report - November 20, 2013 C-05AGENDA ITEM &5 Ah CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing City Manager to Approve the Sole Source Purchase of Replacement Dump Truck from Downtown Ford Sales of Sacramento and Appropriating Funds ($43,250) MEETING DATE: November 20, 2013 PREPARED BY: Electric Utility Director RECOMMENDED ACTION: Adopt a resolution authorizing City Manager to approve the sole source purchase of replacement dump truck from Downtown Ford Sales of Sacramento, and appropriating funds ($43,250). BACKGROUND INFORMATION: The Electric Utility (EU) currently uses a 1979 dump truck for hauling material and large transformers to and from job sites. With nearly 40,000 miles and more than 30 years of service life, it has outlived its usefulness and is no longer safe to operate. Replacement parts are not available and the extensive amount of downtime due to breakdown renders this vehicle unusable to EU field staff. To date, the EU has spent over $45,000 on repairs. The vehicle currently remains out of service, awaiting replacement parts to the braking system that are not available or far more costly than any remaining service life this vehicle will provide. EU staff began researching replacement vehicles via the California Multiple Award Schedules (CMAS) and located a 2010 Ford F-450 dump truck, new and unregistered at Downtown Ford Sales that was on the 2010 CMAS list. This vehicle is sufficiently equipped as -is to address EU needs and comes with an as -new warranty. A comparably equipped vehicle will cost in excess of $50,000. Downtown Ford Sales has provided a quote of $39,950 for this new vehicle as attached in Exhibit A, resulting in a replacement vehicle cost savings of approximately $10,000. Per Lodi Municipal Code 3.20.070 Bidding, "Bidding shall be dispensed... (5) when the City Council determines that the purchase or method of purchase would be in the best interest of the city." EU staff requests the City Manager be authorized approve this purchase and to make an appropriation adjustment based upon the final estimated price of $43,250, which includes the purchase price of $39,950 plus all taxes and fees. FISCAL IMPACT: Additional funds required from Electric Utility Outlay Reserve Fund balance. FUNDING AVAILABLE: Requested Appropriation: Electric Utility Outlay Reserve Fund (161.3205) $43,250 An appropriation adjustment form is attached. /_1»C100:493 anager Adopt Resolution Authorizing City Manager to Approve the Sole Source Purchase of Replacement Dump Truck from Downtown Ford Sales of Sacramento and Appropriating Funds ($43,250) November 20, 2013 Page 2 of 2 Jordan Ayers Deputy City Manager/ Internal ervice Director i abet A. irkley Electric Utility Director PREPARED BY: Charles Berry, Electric Utility Superintendent EAK/CJ B/lst THIS IS YOUR QUOTE DOWNTOWN FORD SALES RJM1t)l16I2t}13 525 N1 6th Street, Sacramento, CA. 95811 916-442-6931 fax 916-491-3138 QUOTATION Customer CITY OF LODI Address City ATTN: CJ BERRY Phone 209.333.6764 Date 1 0/1 61201 3 REP BOB MILLOY Phone 916-230-2569 FOB Qty Description Unit Price TOTAL 1 2010 FORD F450 4 X 2 Regular Cab Chassis (NEW) $39,950.00 $39,950.00 with Harbor 9' bump Body with Rugby Electric/Hydr. Hoist -6.4 L Diesel Engine -6-SPD Auto Transmission -16,500 GVWR Package -Trailer Brake Controller -Cloth Bench Seat -Molded Black Cab Steps -Tilt Wheel i Cruise Control -Truck Chassis is White in Color -Class V Receiver Hitch, 10,000 lbs Capacity -Dump Body is painted black Subtotal $39,950.00 Delivery Not Incl $80.00 Doc Fee DMV Weight Fee $3,202.40 Sales Tax Rebates Truck is subject to prior sale CA Tire Tax $10.50 TOTAL DUE $43,242.90 1. AA# 2. JV# CITY OF LODI APPROPRIATION ADJUSTMENT REQUEST TO: Internal Services Dept. - Budget Division 3. FROM: Electric Utility 5. DATE: 1 11/7/13 4. DEPARTMENT/DIVISION: 6. REQUEST ADJUSTMENT OF APPROPRIATION AS LISTED BELOW FUND # BUS. UNIT # ACCOUNT # ACCOUNT TITLE AMOUNT A. SOURCE OF 161 3205 Fund Balance $ 43,250.00 FINANCING B. USE OF 161 1611201 7851 Vehicles & Equipment $ 43,250.00 FINANCING 7. REQUEST IS MADE TO FUND THE FOLLOWING PROJECT NOT INCLUDED IN THE CURRENT BUDGET Please provide a description of the project, the total cost of the project, as well as justification for the requested adjustment. If you need more space, use an additional sheet and attach to this form. Purchase dump truck to replace 09-042 due to age and cost of repairs. Appropriate from fund balance. If Council has authorized the appropriation adjustment, complete the following: Meeting Date: �9:� Attach copy of resolution to this form. Department Head Signature: 8. APPROVAL SIGNATURES Deputy City Manager/Internal Services Manager Date Submit completed form to the Budget Division with any required documentation. Final approval will be provided in electronic copy format. RESOLUTION NO. 2013-198 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING CITY MANAGER TO APPROVE THE SOLE -SOURCE PURCHASE OF A REPLACEMENT DUMP TRUCK FROM DOWNTOWN FORD SALES, OF SACRAMENTO, AND APPROPRIATING FUNDS ---------------------------------------------------------- ---------------------------------------------------------- WHEREAS, the Electric Utility (EU) currently uses a 1979 dump truck for hauling material and large transformers to and from job sites; and WHEREAS, with nearly 40,000 miles and more than 30 years of service life, it has outlived its usefulness and is no longer safe to operate; and WHEREAS, replacement parts are not available and the extensive amount of downtime due to breakdown renders this vehicle unusable to EU field staff; and WHEREAS, to date, the EU has spent over $45,000 on repairs, and the vehicle currently remains out of service, awaiting replacement parts to the braking system that are not available or far more costly than any remaining service life this vehicle will provide; and WHEREAS, EU staff began researching replacement vehicles via the California Multiple Award Schedules (CMAS) and located a 2010 Ford F-450 dump truck, new and unregistered at Downtown Ford Sales that was on the 2010 CMAS list; and WHEREAS, this vehicle is sufficiently equipped as -is to address EU needs and comes with an as -new warranty; and WHEREAS, a comparably equipped vehicle will cost in excess of $50,000; and WHEREAS, Downtown Ford Sales has provided a quote of $39,950 for this new vehicle as attached in Exhibit A, resulting in a replacement vehicle cost savings of approximately $10,000; and WHEREAS, per Lodi Municipal Code Section 3.20.070, bidding shall be dispensed with when the City Council determines that the purchase or method of purchase would be in the best interest of the city; and WHEREAS, EU staff requests the City Manager be authorized to sole source this purchase and to make an appropriation adjustment based upon the final estimated price of $43,250, which includes the purchase price of $39,950 plus all taxes and fees. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to sole source the purchase of a 2010 Ford F-450 from Downtown Ford Sales, of Sacramento, in the amount not to exceed $43,250; and BE IT FURTHER RESOLVED that funds in the amount of $43,250 be appropriated for this purchase from the Electric Utility Outlay Reserve Fund (161.3205). Dated: November 20, 2013 ------------------------------------------------------------------- ------------------------------------------------------------------- I hereby certify that Resolution No. 2013-198 was passed and adopted by the City Council of the City of Lodi in a regular meeting held November 20, 2013, by the following vote: AYES: COUNCIL MEMBERS —Hansen, Johnson, Katzakian, Mounce, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS 2013-198 _SON THIS IS YOUR QUOTE DOWNTOWN FORD SALES 525 N1 6th Street, Sacramento, CA. 95811 916-442-6931 fax 916-491-3138 QUOTATION Customer CITY OF LODI Address City ATTN: CJ BERRY Phone 209.333.6764 EXHIBIT A RJM10/16/2013 Date 10/16/2013 REP BOB MILLOY Phone 916-230-2569 FOB qty I Description Unit Price TOTAL 1 2010 FORD F450 4 X 2 Regular Cab Chassis (NEW) $39,950.00 $39,950.00 with Harbor 9' bump Body with Rugby Electric/Hydr. Hoist -6.4 L Diesel Engine -6-SPD Auto Transmisslon -16,500 GVWR Package -Trailer Brake Controller -Cloth Bench Seat -Molded Black Cab Steps -Tilt Wheel / Cruise Control- -Truck Chassis is White In Color -Class V Receiver Flitch, 10,000 lbs Capacity -Dump Body is painted black Subtotal $39,950.00 Not Incl Delivery $80.00 Doc Fee DMV Weight Fee $3,202.40 Safes Tax Rebates CA Tire Tax $10.50 TOTAL DUE $43,242.90 Truck is subject to prior sale