FROM: James D. Herberg, General Manager
Originator: Rob Thompson, Assistant General Manager
SUBJECT:
title
FLEET PURCHASE OF REPLACEMENT VEHICLES, LIGHT DUTY TRUCKS, AND MEDIUM DUTY TRUCKS FOR FY21-22
end
GENERAL MANAGER’S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Approve a Purchase Order to National Auto Fleet Group to purchase one Ford F550 service body utility truck and five Ford F250 service body utility trucks using Sourcewell Cooperative Contract No. 120716-NAF, for a total amount of $326,408; and
B. Approve a 5% contingency of $16,321.
body
BACKGROUND
The Orange County Sanitation District (OC San) maintains a fleet of vehicles necessary to meet its business needs. The fleet is comprised of 27 heavy-duty equipment trucks, 92 light-duty trucks, 35 sedans, 12 SUVs, and 10 vans, for a total of 176 vehicles. Light-duty trucks compose the largest segment of the fleet and support the mobility needs of the Engineering, Operations, Collection Facilities, and Maintenance staff.
The OC San Fleet Services Division systematically replaces vehicles as part of an overall fleet right-sizing and modernization strategy. The replacement is based on the current vehicles’ ability to meet the assigned group’s needs, vehicle age, maintenance cost, condition, and mileage. Replacement of older vehicles improves safety by ensuring the vehicles are equipped with airbags, anti-lock brakes, and traction control. Replacement vehicles also offer new capabilities such as integrated davits or cranes to improve lifting and ergonomic safety.
Approximately 25% of OC San’s vehicles are “Green” (electric, hybrid, CNG) or Flex-fuel vehicles. All replacement vehicles are evaluated for “Green” fuel applicability and feasibility.
RELEVANT STANDARDS
• Participate in local, state, and national cooperative purchasing programs
• Maintain a proactive asset management program
• Ensure the public’s money is wisely spent
PROBLEM
The vehicles below are identified for replacement as they are no longer economical to maintain and are exhibiting deteriorating physical condition.
|
Type |
Year |
Make |
Model |
Mileage |
Replacement Identifier |
|
Lt. Truck |
2006 |
FORD |
F250 |
37,602 |
A |
|
Lt. Truck |
2012 |
FORD |
F250 |
62,348 |
A |
|
Lt. Truck |
2015 |
FORD |
F250 |
87,733 |
A |
|
Md. Truck |
2013 |
FORD |
F550 |
64,180 |
B |
|
Reallocated Positions |
C |
PROPOSED SOLUTION
Staff recommends replacing the above vehicles with the following vehicles:
|
Vehicle Description & Unit Quantities |
Total Amounts (Including Options, Tax, Tire Fee) |
Replacement Identifier |
|
Three 2022 Ford F250 XL Service Body Utility Trucks |
$143,127 |
A |
|
One 2022 Ford F550 XL Service Body Utility Truck |
$ 84,793 |
B |
|
Two 2022 Ford F250 Crew XL Service Body Utility Trucks |
$ 98,488 |
C |
The utility trucks, replacement identifiers A and B, come equipped with the necessary service body for maintenance work. The size of vehicle is determined by the type of work to be completed. These are in-kind replacements.
The two additional Ford F250 Crew XL service body utility trucks with replacement identifier C were requested and approved through the budget planning process to support a new need within the Maintenance Divisions. These vehicles will allow technicians to support both treatment plants and the pump stations versus electric carts for intraplant use only.
TIMING CONCERNS
A 5% contingency is being recommended should a pricing change occur between the date of approval and date of purchase due to tariffs and uncontrollable market conditions.
RAMIFICATIONS OF NOT TAKING ACTION
The vehicles selected for replacement are becoming unreliable, deteriorating, and are no longer economical to maintain. Additionally, these vehicles are lacking the more modern safety features currently required for fleet vehicles.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
OC San utilizes a Cooperative Agreement through Sourcewell (formerly National Joint Powers Alliance), Cooperative Contract No. 120716-NAF with National Auto Fleet Group, in accordance with OC San’s Purchasing Ordinance. Cooperative Agreements tend to produce lower unit prices.
This Cooperative Agreement was awarded using a competitive bid process comparable to OC San’s and vetted by OC San’s Purchasing Division. The amount of savings under this Cooperative Agreement is $46,723 versus non-cooperative contract list pricing. These costs are inclusive of freight and sales tax.
CEQA
N/A
FINANCIAL CONSIDERATIONS
This request complies with authority levels of OC San’s Purchasing Ordinance. This budgeted item is in the FY 2021-22. Line item: Appendix, Page A16, Capital Equipment Budget Summary.
|
Date of Approval |
Contract Amount |
Contingency |
|
09/29/2021 |
$326,408 |
$16,321 (5%) |
ATTACHMENT
The following attachment(s) may be viewed online at the OC San website (www.ocsan.gov) with the complete agenda package:
N/A
DS:bb:sr:gc