Item 4 - Authorization to Purchase 2 Cab & Chassis, 2 Utility Bodies, 1 Loader, 1 Roller, 1 Skid Steer, 1 Fire Command Vehicle & 1 Fire Utility TruckSourcewell presented optimal pricing for one (1) loader (Contract #032119-CNH) from Sonsray
Machinery in the amount of $130,154.37, one (1) roller (Contract #032119-VCE) from Volvo
Construction Equipment & Services in the amount of $66,201.85, one (1) skid steer (Contract #040319-
CEC) from Miramar Bobcat in the amount of $70,429.42, one (1) Ram Fire command vehicle (Contract
#091521-NAFG) from National Auto Fleet Group with upfitting from 911 Vehicle in the amount of
$218,679.21 and one (1) Ram Fire utility pickup truck (Contract #091521-NAF) from National Auto Fleet
Group with upfitting from 911 Vehicle in the amount of $97,853.17. All equipment meets the City's
service requirements and specifications.
The total purchase price for these vehicles and equipment is $742,384.06.
Recommended Action:
It is recommended City Council adopt a resolution authorizing the purchase of the following
equipment:
1. Two (2) Cab and Chassis ($106,574.94 total) from Courtesy Chevrolet Center through
General Motors Government Bid Assistance Program with two (2) Utility Bodies
($52,491.1 O total) from Custom Truck Body and Equipment, Inc. and Abacor, Inc. by Open
Market Competitive Quote;
2. One (1) Loader ($130,154.37) from Sonsray Machinery utilizing Sourcewell Cooperative
Purchasing Program Contract #032119-CNH;
3. One (1) Roller ($66,201.85) from Volvo Construction Equipment Services utilizing
Sourcewell Cooperative Purchasing Program Contract #032119-VCE;
4. One (1) Skid Steer ($70,429.42) from Miramar Bobcat utilizing Sourcewell Cooperative
Purchasing Contract #040319-CEC;
5. One (1) Ram Fire Command Vehicle ($218,679.21) from National Auto Fleet Group with
upfitting by 911 Vehicle utilizing Sourcewell Cooperative Purchasing Program Contract
#091521-NAFG;
6. One (1) Ram Fire Utility Pickup Truck ($97,853.17) from National Auto Fleet Group with
upfitting by 911 Vehicle utilizing Sourcewell Cooperative Purchasing Program Contract
#091521-NAF;
7. Authorize an appropriation totaling $68,958.58 to the various account numbers shown
in the Fiscal Impact section of this report; and
8. Authorize the City Manager to execute any necessary documents.
Discussion:
The City operates and maintains over 125 street-legal vehicles and other heavy equipment for the
purpose of inspecting, maintaining and operating City facilities and infrastructure and in support of
the Fire Department. Annually, several of these vehicles and pieces of equipment must be replaced
as they exceed their useful life or have excessive mileage. The current budget contains funding to
replace two (2) cab and chassis with two (2) utility bodies, one (1) loader, one (1) roller, one (1) skid
steer, one (1) Fire command vehicle, and one (1) Fire utility pickup truck. These vehicles and equipment
are being replaced as part of the City's capital replacement program, except for the skid steer, which
was added to the City's fleet to support the annual paving program and general maintenance
operations.
2 of 8 August 1, 2023, Item #4
The City has one (1) 22-year-old and one (1) 17-year-old light/medium duty truck that have exceeded
their useful life and are scheduled for replacement. The two trucks are utilized by the Utility Systems
Operations and Maintenance and Parks Maintenance divisions for various maintenance activities. It
is recommended the cab and chassis for the Utility Systems and Parks Maintenance trucks be replaced
through the GM Government Bid Assistance Program utilizing Courtesy Chevrolet as the supplier.
Additionally, City staff collected quotes for two (2) utility bodies from Bed co Truck Equipment, Abacor,
Inc. and Custom Truck Body & Equipment, Inc. It is recommended the utility bodies for the Utility
Systems and Parks Maintenance trucks be replaced by the lowest competitive bids which came from
Custom Truck Body & Equipment, Inc. and Abacor, Inc., respectively. The two (2) cab and chassis with
utility bodies exceed the amount budgeted for their replacement by $55,953.04.
The City has one (1) 15-year-old loader and one (1) 15-year-old roller that have exceeded their useful
life and are scheduled for replacement. Additionally, the engines will no longer meet standards set
forth by the California Air Resources Board outlined in the Off-Road Diesel-Fueled Fleets Regulation.
The loader is primarily used by the Parks Maintenance division for various loading and grading
operations. The roller is primarily used by the Streets Maintenance division to compact base material
in excavations and asphalt during paving operations. It is recommended the loader and roller be
replaced through Sourcewell Cooperative Purchasing Program utilizing Sonsray Machinery and Volvo
Construction Equipment & Services, respectively. The total of both quotes exceeds the amount
budgeted for their replacement by $10,153.37.
A wheeled skid steer was approved as a new addition to the City's equipment fleet in the Fiscal Year
2023-24 budget. It will primarily be used by the Streets Maintenance division for sweeping during
asphalt placement and general maintenance operations. Currently, the Streets Maintenance division
uses a second-hand or rental skid steer to perform required work, which has proven not to be cost
effective. The skid steer will be purchased through the Sourcewell Cooperative Purchasing Program
utilizing Miramar Bobcat. The quote for the new skid steer is within the budgeted amount.
The City has one (1) 14-year-old Chevrolet Suburban Fire command vehicle that has exceeded its
useful life and is scheduled for replacement. The Fire command vehicle is used by the Fire Battalion
Chiefs to provide incident management of fires, rescues, and major emergencies or disasters that
occur in the City. The Fire command vehicle includes technologic and communication equipment used
to support the incident command post of major emergencies or disasters. The specifications of the
Fire command vehicle utilize industry standards and prioritize interoperability with surrounding
jurisdictions that share automatic and mutual aid agreements. The 2009 Chevrolet Suburban reserve
command vehicle is currently utilized to support the frontline 2014 Chevrolet Suburban Fire command
vehicle during maintenance and repairs, with the added capabilities of upstaffing resources during
significant fire weather events. The 2014 Chevy Suburban frontline Fire command vehicle will be
moved to reserve status to replace the 2009 Chevrolet Suburban Fire command vehicle. Maintaining
the scheduled service life of the City's fleet of emergency vehicles ensures emergency response
readiness and minimizes the impact of scheduled vehicle maintenance activities and unplanned
repairs. The quote for the new Fire command vehicle is within the budgeted amount.
The City has one (1) 16-year-old Chevrolet Fire utility pickup truck that has exceeded its useful life and
is scheduled for replacement. The Fire utility pickup truck is primarily used to access off road trails and
extract patients during open space rescue incidents. The Fire utility pickup truck is also utilized to tow
the incident support trailer and Fire safety trailer. The Fire safety trailer is utilized to participate in
public education and community risk reduction events. The incident support trailer provides logistical
supplies to support an incident command post or base. The Fire utility pickup truck will replace the
current 2007 Chevrolet Fire utility pickup truck. Maintaining the scheduled service life of the City's fleet
3 of 8 August 1, 2023, Item #4
of emergency vehicles ensures emergency response readiness and mInimIzes the impact of
scheduled vehicle maintenance activities and unplanned repairs. The quote exceeds the amount
budgeted for its replacement by $2,852.17.
It was determined that Poway dealerships did not have vehicles that met the City's needs and
specifications. The GM Government Bid Assistance Program can provide an exclusive discount option
for participating agencies. All agreements offered through the Sourcewell Cooperative Purchasing
Program have been awarded via a thorough Request for Proposals (RFP) competitive solicitation
program by a public agency/government entity. The program provides a streamlined and effective
procurement option by establishing agreements with manufacturers and suppliers currently on an
existing multiple award schedule with a competitive procurement procedure. Section 3.28.110 of the
Poway Municipal Code permits the use of cooperative purchasing programs for procurement of
supplies, services, and equipment when the administering agency has made their purchase in a
competitive manner.
The quotes for the two (2) cab and chassis are as follows:
UNIT AVAILABLE FUNDS GM Government Bid VENDOR Assistance Program
Cab and Chassis #1 $50,000 $53,925.52 Courtesy Chevrolet
Cab and Chassis #2 $53,113 $52,649.42 Courtesy Chevrolet
The quotes for the accompanying utility bodies are as follows:
UNIT BEDCO TRUCK ABACOR, INC. CUSTOM TRUCK BODY &
EQUIPMENT EQUIPMENT, INC.
Utility Body #1 $25,825.20 $23,436.13
Utility Body #2 $36,723.81 *$33,151.56
*Bolded numbers for the awarded quotes.
The quotes for the equipment are as follows:
AVAILABLE COOPERATIVE
UNIT FUNDS QUOTE PURCHASING
AGREEMENT NO.
Loader $120,001.00 $130, 154.37 Sourcewell
032119-CNH
Roller $69,035.00 $66,201.85 Sourcewell
032119-VCE
Skid Steer $85,000 $70,429.42 Sourcewell
040319-CEC
Fire Command $220,000.00 $218,679.21 Sourcewell
Vehicle 091521-NAFG
Fire Utility Pickup $95,001.00 $97,853.17 Sourcewell
Truck 091521-NAF
Copies of all quotes are on file with the Public Works Department.
4of 8
*$19,339.54
$36,567.05
VENDOR
Sonsray
Machinery
VOLVO
Construction
Equipment &
Services
Miramar Bobcat
National Auto
Fleet Group
National Auto
Fleet Group
August 1, 2023, Item #4
Environmental Review:
This action is not subject to review under the California Environmental Act (CEQA).
Fiscal Impact:
The City proactively plans for the replacement of its vehicles by annually setting aside a portion of the
anticipated replacement costs. As such, full funding is available in the Fiscal Year 2023-24 Capital
Replacement Equipment Fund (115010-61040) with, when applicable, the division's operating budget
(split-funded), for the purchase of one (1) roller, one (1) skid steer, and one (1) Fire command vehicle
with upfitting. Partial funding is available in the Fiscal Years 2022-23 and 2023-24 Capital Replacement
Equipment Fund (115010-61040) with, when applicable, the division's operating budget (split-funded),
for the purchase of two (2) cab and chassis with two (2) utility bodies, one (1) loader, and one (1) Fire
utility pickup truck.
UNIT AVAILABLE FUNDS QUOTE APPROPRIATION APPROPRIATION
TO
115010-61040:
Cab and $43,523 Utility Systems Chassis with Utility Systems $73,265.06 $23,265.06
Utility Body #1 (401060-61040): (401060-61040)
$6,477
Cab and 115010-61040: Park, Trail &
Chassis with $53,113 $85,800.98 $32,687.98 Land. Maint.
Utility Body #2 (414040-61040)
115010-61040:
$50,544 Park, Trail &
Loader Park, Trail & Land. Maint. $130,154.37 $10,153.37 Land. Maint.
(414040-61040): (414040-61040)
$69,457
115010-61040:
$54,103
Roller Streets Maintenance $66,201.85 N/A N/A
(411040-61040):
$14,932
Streets Maintenance
Skid Steer (411040-61040): $70,429.42 N/A N/A
$85,000
115010-61040:
Fire Command $95,260
Vehicle Fire Suppression $218,679.21 N/A N/A
(501050-61040):
$124,740
115010-61040:
Fire Utility $45,164 Fire Suppression Fire Suppression $97,853.17 $2,852.17 Pickup Truck (501050-61 040): (115010-61040)
$49,837
5 of 8 August 1, 2023, Item #4
RESOLUTION NO. 23-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
POWAY, CALIFORNIA, AUTHORIZING THE PURCHASE OF
TWO NEW CAB AND CHASSIS WITH UTILITY BODIES, ONE
LOADER, ONE ROLLER, ONE SKID STEER, ONE FIRE
COMMAND VEHICLE, ONE FIRE UTILITY PICKUP TRUCK AND
AN APPROPRIATION OF FUNDS
WHEREAS, the City of Poway (City) operates and maintains over 125 street-legal vehicles
and other heavy equipment for the purposes of inspecting, maintaining and operating City facilities
and infrastructure and to provide public safety services;
WHEREAS, each year several of these vehicles and pieces of equipment must be
replaced as they exceed their useful live or have excessive mileage;
WHEREAS, the City proactively plans for the replacement of these vehicles and pieces of
equipment by accumulating resources in the Capital Replacement Equipment Fund through
annual rent charges to the various departmental operating budgets associated with the use of
such vehicles and equipment;
WHEREAS, any additional amounts estimated to be required to replace vehicles and
equipment in the year of the planned replacement that are in excess of the amounts accumulated
in the Capital Replacement Equipment Fund are funded through additional amounts budgeted in
the various departmental operating budgets associated with the use of such vehicles and
equipment, thereby helping to ensure the financial sustainability of the Capital Replacement
Equipment Fund;
WHEREAS, the fiscal years 2022-23 and 2023-24 adopted operating budgets include
amounts budgeted in both the Capital Replacement Equipment Fund and in various departmental
operating budgets for the purchase or replacement of various vehicles and equipment; and
WHEREAS, Poway Municipal Code Section 3.28.11 O provides for the use of cooperative
purchasing programs for the purchase of supplies, services, and equipment when the
administering agency has made their purchase in a competitive manner.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as
follows:
SECTION 1: The purchase of two cabs and chassis with utility bodies from Courtesy
Chevrolet utilizing the General Motors Government Bid Assistance Program and open market
bids from Custom Truck Body and Equipment, Inc. and Abacor, Inc., at a total cost of $159,066.04
is authorized.
SECTION 2: The purchase of one loader from Sonsray Machinery utilizing the
Sourcewell Cooperative Purchasing Agreement No. 032119-CNH at a cost of $130,154.37 is
authorized.
SECTION 3: The purchase of one roller from Volvo Construction Equipment & Services
utilizing the Sourcewell Cooperative Purchasing Agreement No. 032119-VCE, at a cost of
$66,201.85 is authorized.
7 of 8 ATTACHMENT A August 1, 2023, Item #4
Resolution No. 23-
Page 2
SECTION 4: The purchase of one skid steer from Miramar Bobcat utilizing the
Sourcewell Cooperative Purchasing Agreement No. 040319-CEC, at a cost of $70,429.42 is
authorized.
SECTION 5: The purchase of one Ram Fire command vehicle from National Auto Fleet
Group utilizing the Sourcewell Cooperative Purchasing Agreement No. 091521-NAFG, at a cost
of $218,679.21 is authorized.
SECTION 6: The purchase of one Ram Fire utility pickup truck from National Auto Fleet
Group utilizing the Sourcewell Cooperative Purchasing Agreement No . 091521-NAF, at a cost of
$97,853.17 is authorized.
SECTION 7: The City Council authorizes the following appropriations: $23,265.06 from
the Water Utility Fund Unassigned Fund Balance to Utility Systems account number 401060-
61040 for the purchase of one cab and chassis with utility body; $32 ,687.98 from the General
Fund Unassigned Fund Balance to Park, Trail and Landscape Maintenance account number
414040-61040 for the purchase of one cab and chassis with utility body; $10,153.37 from the
General Fund Unassigned Fund Balance to Park, Trail and Landscape Maintenance account
number 414040-61040 for the purchase of one loader; $2,852.17 from the General Fund
Unassigned Fund Balance to Fire Suppression account number 501050-61040 for the purchase
of one Fire utility pickup truck.
SECTION 8: The City Manager is hereby authorized to execute any documents
necessary for these purchases.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the
City of Poway, California on the 1st day of August, 2023 by the following vote, to wit:
AYES:
NOES:
ABSTAINED:
ABSENT:
DISQUALIFIED:
Steve Vaus, Mayor
ATTEST:
Carrie Gallagher, CMC, City Clerk
8 of 8 August 1, 2023, Item #4