FROM: James D. Herberg, General Manager
Originator: Rob Thompson, Assistant General Manager
SUBJECT:
title
FLEET PURCHASE OF REPLACEMENT VEHICLES LT. DUTY TRUCKS, MED. DUTY TRUCKS, SEDANS/SUVs FOR FY20/21
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION: Recommend to the Board of Directors to:
A. Approve a Purchase Order to National Auto Fleet Group for the purchase of one new Ford Transit Cargo Van, four new Ford Escape Hybrid compact SUVs, four new Ford F250 Utility Body trucks, one new Ford F350 Crew truck, and two new F550 Mechanic Utility trucks using Sourcewell Cooperative Contract No. 120716-NAF for a total amount of $631,418 plus freight; and
B. Approve a contingency of $31,571 (5%).
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BACKGROUND
As part of an overall fleet right-sizing and modernization strategy, the Orange County Sanitation District (OC San) Fleet Services Division systematically replaces its vehicles. The replacement is based on the ability of current vehicles to meet the needs of the assigned group, vehicle age, maintenance cost, condition, and mileage.
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.
Replacement of older vehicles improves safety by ensuring the vehicles are equipped with airbags, anti-lock brakes, and traction control. Light-duty trucks compose the largest segment of the fleet and support equipment needs of the Engineering, Operations, Collection Facilities, and Maintenance staff. Replacement vehicles also offer new capabilities such as integrated davits or cranes to improve lifting and ergonomic safety or cargo vans that provide secure, temperature-controlled sample storage.
Approximately 25% of OC San’s vehicles are “Green” or Flex-fuel vehicles. The replacement vehicles are evaluated for “Green” (electric, hybrid, or CNG) vehicles.
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 |
2002 |
Chevrolet |
2500 Heavy Duty |
51,297 |
C |
|
Lt. Truck |
2002 |
Chevrolet |
2500 Heavy Duty |
52,928 |
C |
|
Lt. Truck |
2002 |
Chevrolet |
2500 Heavy Duty |
41,375 |
C |
|
Lt. Truck |
2006 |
Ford |
F250 |
40,105 |
D |
|
Lt. Truck |
2007 |
Ford |
F150 |
63,263 |
A |
|
Lt. Truck |
2004 |
Ford |
F350 |
44,233 |
C |
|
Md. Truck |
1997 |
Ford |
F350 |
32,719 |
E |
|
Md. Truck |
1998 |
Chevrolet |
3500 Heavy Duty |
44,078 |
E |
|
Sedan/Suv |
2000 |
Ford |
Explorer |
73,233 |
B |
|
Sedan/Suv |
2006 |
Ford |
Escape |
50,531 |
B |
|
Sedan/Suv |
1999 |
Ford |
Taurus |
35,571 |
B |
|
Sedan/Suv |
2000 |
Ford |
Taurus |
39,449 |
B |
PROPOSED SOLUTION
Staff recommends replacing the above vehicles with the following vehicles.
|
Unit Quantities & Vehicle Description |
Total Amount Includes options, taxes, and tire fees. |
Replacement Identifier |
|
One 2021 Ford T250 Transit Cargo Van |
$37,938 |
A |
|
Four 2021 Ford Escape Hybrid SUV |
$125,260 |
B |
|
Four 2022 Ford F250 XL Utility trucks |
$184,961 |
C |
|
One 2022 Ford F350 Crew truck |
$40,895 |
D |
|
Two 2022 Ford F550 XL Mechanical trucks with crane |
$242,364 |
E |
The cargo van, replacement identifier A, will provide evidentiary control for laboratory samples collected by the Source Control staff and also provide a secure workspace while working in the field. Source Control staff perform sampling-related tasks outdoors, exposing them and laboratory samples to the elements such as sun, heat, rain, and cold, which can negatively impact sampling standards.
The small SUV with light bar, replacement identifier B, provides a more efficient, safer, and visible platform for supervision, engineering, and inspection staff.
The light duty trucks, replacement identifiers C and D, are in-kind replacements.
Two medium-duty mechanic trucks with small cranes, replacement identifier E, are used by fleet and collection staff and will replace existing medium-duty trucks.
TIMING CONCERNS
A 5% contingency is recommended should there be a pricing change between the date of approval and the date of purchase due to tariffs and uncontrolled 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 not equipped with the modern safety features currently required for fleet vehicles.
ADDITIONAL INFORMATION
OC San has provisions to purchase materials, services, and equipment from cooperative agreements. These cooperative agreements tend to produce lower unit prices.
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 Ordinance No. OCSD-52, Section 2.03(B), Cooperative Purchases.
This Cooperative Agreement was awarded using a competitive bid process like OC San’s and has been vetted by OC San’s Purchasing Division. The amount of savings under this Cooperative Agreement is $63,542 versus list pricing.
FINANCIAL CONSIDERATIONS
The request complies with authority levels of OC San’s Purchasing Ordinance. The budgeted item is in the FY 2020-21 Budget, Line items: 4, 5, 6 Section 8, Page 98, Fleet Services.
|
Date of Approval |
Contract Amount |
Contingency |
|
04/28/2021 |
$631,418 |
$31,571 (5%) |
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
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