CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Cooperative Procurement 25-107, Public Works 1-Ton Dump Truck Vehicle Replacements, to Sutton Ford for an amount not to exceed $699,067
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The units listed below were reviewed and approved by the Fleet Services Manager for replacement in the 2025 budget. Vehicles are scored for replacement based on four criteria: age, usage, condition and repair costs. Recommending a vehicle for replacement requires a score of 28.0 or greater.
|
Unit # |
Year/Make/Model |
Score |
|
217 |
2006 Ford F550 |
42.00 |
|
230 |
2008 Ford F550 |
38.51 |
|
231 |
2008 Ford F550 |
39.36 |
|
268 |
2008 Ford F550 |
41.14 |
|
281 |
2008 Ford F550 |
38.34 |
DISCUSSION:
The units listed above are used daily by the Department of Public Works - Operations Division for streets, forestry, and stormwater infrastructure maintenance and repair. They are also used in seasonal operations, including snow & ice response and leaf collection. The retired vehicles will be sold through the City’s auction service provider. Similar units have sold for an average of $13,175 at auction in the past year. The units will be replaced with a 2025 Ford F550 chassis with dump bodies and plows, specified to meet the operational needs of the divisions.
The new vehicles are available on the SPC Cooperative, an approved cooperative, through Sutton Ford, Contract #227. Using the City’s specifications, Sutton Ford has quoted the 2025 Ford F550 cab chassis with 1-ton dump truck bodies in the amount of $699,097. Individual unit prices are listed below:
|
Unit # |
Amount |
|
217 |
$140,129 |
|
230 |
$140,286 |
|
231 |
$140,286 |
|
268 |
$139,183 |
|
281 |
$139,183 |
Due to extended timeframes between when the chassis are delivered and the upfitting of dump bodies is completed, Sutton Ford is requesting payment for each chassis upon delivery, with the balance due upon completion of the truck build.
The new units are expected to be delivered within eight months of the date of award.
FISCAL IMPACT:
CIP #: VE25-217, VE25-230, VE25-231, VE25-268, VE25-281
Vehicle replacements for the Department of Public Works are expensed to the Vehicles and Equipment account listed below. The Department of Public Works included $650,000 in the budget to replace Units 217, 230, 231, 268 and 281 in 2025. The requested award exceeds the budgeted amount for these vehicles by $49,067. Staff anticipates that savings on other planned vehicle replacements are sufficient to cover the additional expense. However, staff will continue to monitor vehicle replacements throughout the year and adjust spending as needed.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31102200-551505 |
Capital Projects Fund |
$3,091,000 |