Item 1.7 ADDITIONAL MATERIAL - posted 9/11/14OF Ul�i4�
CITY O POWAY
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MEMORANDUM `"Y~f� THtC
ADDITIONAL MATERIAL
(Agenda Related Writings /Documents provided to City Council or Staff after distribution
of the Agenda Packet for the September 16, 2014 Council Meeting)
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Singer, City Manager C14
INITIATED BY: Leah Browder, Director of Public Works
Michael Obermiller, P.E., Assistant Director of Public Works
Pat Ryan, Public Works Operations Manager
SUBJECT: Request for Authorization to Purchase Three Truck Cab /Chassis
and Two Safety Services Replacement Vehicles through the State
of California's CMAS Purchase Program, and Authorization to Use
Informal Competitive Bidding for Construction /Installation of Truck
Bodies
The City's Fiscal Year 2014/15 Capital Equipment Replacement budget includes
funding to replace seven vehicles, including three trucks for Public Works. However, it
does not include funding to replace two specialized vehicles for Safety Services. At the
time of FY 14/15 budget preparation, staff did not anticipate replacing these Safety
Services vehicles. It is now necessary to replace these vehicles so that they can be
rotated to the Poway Senior Volunteer Patrol (SVP) unit. Of the three existing SVP
vehicles, one was recently damaged beyond repair in a traffic accident and one vehicle
has exceeded mileage thresholds such that maintenance costs are now outpacing
value. While these replacements were not anticipated at the time the budget was
adopted, sufficient funding is currently available in the FY 14 -15 budget because other
planned vehicle purchases have been delayed until later this fiscal year.
Sufficient funding is available in the City's Capital Equipment Replacement Fund for all
anticipated FY 14/15 vehicle purchases. Further, excess vehicle purchase funds were
returned to this fund at the end of FY 13 -14 because some vehicle purchases were
delayed last year.
Staff anticipates returning to Council at a future date to request an additional
appropriation from the Capital Equipment Replacement fund to complete the purchase
of the four remaining vehicles originally slated for replacement in Fiscal Year 14/15. It
also appears, based on updated vendor estimates, that additional funding may be
required to "up -fit" the two Safety Services vehicles and to complete customized truck
bed purchases for the three trucks described in the original Council Agenda Report.
Any additional funding need will be estimated after bids and quotes have been received.
1 of 1 September 16, 2014 Item # 1.7