RFB No. 2022-0364-B for Pickup Trucks for Fleet Services to be used by various departments to Caldwell Country Chevrolet for seven (7) Pickup Trucks in the amount of $244,334 and to Reliable Chevrolet for two (2) Pickup Trucks in the amount of $73,806, for a total amount of $318,140; and authorizing the City Manager to execute all necessary documents. Approved

It is the recommendation of Fleet Services to purchase seven (7) Pickup Trucks in the amount of $244,334 from Caldwell Country Chevrolet and two (2) Pickup Trucks in the amount of $73,806 from Reliable Chevrolet, the lowest responsive, responsible bidders from Solicitation 2022-0364-B.  Out of seven (7) line items, Line Item 5 will not be awarded as these units are not needed at this time.

These units are scheduled replacements from Capital Outlay FY2021-22.  One unit is assigned to Facilities Services and will be used to ensure proper cleaning and pest control services at city facilities.  One unit is assigned to Fire-Rescue and will serve as the deployment vehicle for the Special Operations Boat Team.  Two units are assigned to Park Median Maintenance.  One unit is assigned to Parks and Recreation and will be equipped with a chemical applicator and used to maintain all parks, medians and rights of way in District 1.  One unit is assigned to Engineering and will be used by inspectors.  One unit is assigned to Streets and will be used to inspect work completed by contractors.  One unit is assigned to Utility District 3 and will be used for preventative maintenance.  One unit is assigned to Meter Services and will be used as an on call truck.

The purchase of these units is necessary for the following reasons:

1. These units are essential to these departments’ daily operations and are required to maintain current service levels.

2. The old units are in need of replacement.  The determination for the need of replacement is based on age, usage, maintenance cost, and re-sale value.  Based on these criteria, Fleet Services recommends the replacement of the above units.

3. If these units are not replaced, we will incur additional maintenance costs and the salvage values will be greatly depreciated.  In addition, the older, aging units will limit the users’ ability to perform their duties because of increased breakdowns and additional downtime for repairs.

Funds are available in the FY 2021-22 Adopted Equipment Replacement Fund budget to purchase seven (7) Pickup Trucks in the amount of $244,334 from Caldwell Country Chevrolet and two (2) Pickup Trucks in the amount of $73,806 from Reliable Chevrolet. These are scheduled replacements of unit 02311 Truck, Pickup Half-Ton in Cost Center 353 Facilities Services; units 08302 Truck, Pickup Quarter-Ton, Extended Cab and 08311 Truck, Pickup, Half-Ton in Cost Center 634 Park Median Maintenance; unit 08331 Truck Pickup, Three-Quarter-Ton, Extended Cab in Cost Center 644 Grounds Maintenance Services District 1; unit 09384 SUV in Cost Center 721 Engineering; unit 13310 Truck, Pickup, Half-Ton, Extended Cab in Cost Center 742 Streets; unit 07310 Truck, Pickup, Half-Ton, Extended Cab in Cost Center 552 Fire; unit 08383 Hybrid SUV Two Wheel Drive in Cost Center 762 Utility District 3; and unit 13307 Truck, Pickup, Half-Ton, Extended Cab in Cost Center 765 Meter Services. The combined purchase amount is $318,140 and the total budgeted amount for these items is $319,500. The remaining balance of $1,360 will be used for other Fleet and Equipment Replacement purchases.

Approval of this purchase relates to the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government.