CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 26-150, Pickup Trucks with Utility Body and Plow - Units 708, 748, 754, 760, and 766, to Sutton Ford for an amount not to exceed $401,060
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Dan Randolph, P.E., Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Units 708, 748, 754, 760, and 766 were approved by the Fleet Services Manager for replacement in the 2026 budget. Vehicles are scored for replacement based on four criteria: age, usage, condition, and repair costs. Recommending a vehicle to be replaced requires a score of 23.0 or greater. Unit scores are listed in the table below.
|
Unit # |
Description |
Division |
Score |
|
708 |
2016 Ford F250 with Utility Body |
Collection |
24.17 |
|
748 |
2016 Ford F250 with Utility Body |
Distribution |
23.97 |
|
754 |
2016 Ford F250 Pickup Truck |
Reclamation |
24.26 |
|
760 |
2015 Chevy Silverado 1500 Pickup Truck |
Distribution |
29.11 |
|
766 |
2016 Ford F250 with Utility Body |
Collection |
25.81 |
DISCUSSION:
Units 708, 748, 754, 760, and 766, as described above, are used by the Water Utilities to transport personnel and tools required to install, repair, and maintain utility infrastructure throughout the city. Units 754 and 760 are not upfit with utility bodies and do not meet the current operational needs of the department. The retired vehicles will be sold through one of the City’s auction companies. The units will be replaced with 2027 Ford F250 pickup trucks with utility bodies and plows for the same operational uses.
Staff has identified an approved cooperative contract, Suburban Purchasing Cooperative Contract #221 Ford F-Series Trucks, through Sutton Ford, for the procurement of the new vehicles. Using the City’s specifications, Sutton Ford has quoted the pickup trucks with utility bodies and plows at the amount of $401,060 ($80,212 per vehicle); a cost breakdown is provided below.
|
Original Unit Price |
Less Cooperative Discount per Unit |
Net Unit Price |
|
$89,000 |
$8,788 |
$80,212 |
The vehicles will be delivered in approximately six months from date of award.
FISCAL IMPACT:
CIP#: VE26-708, VE26-748, VE26-754, VE26-760, VE26-766
Vehicle replacements for the Water Utilities are expensed to the Vehicles and Equipment account listed below. The Water Utilities included $400,000 in the 2026 budget to replace Units 708, 748, 754, 760 and 766. Although the award requested exceeds the budget to replace these vehicles by $1,060, it is anticipated that this award can be accommodated within the 2026 budget. Several other vehicle replacements have come in under budget, which will help offset the excess cost associated with this award. Staff will continue to monitor spending and adjust as needed to support this award within the 2026 budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
41251500-551505 |
Water Utility Fund |
$1,675,300 |