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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />NOVEMBER 17, 2020 <br />TITLE: <br />AWARD PURCHASE ORDER IN AN <br />AMOUNT NOT TO EXCEED $157,972 TO <br />FAIRWAY FORD SALES INC. FOR FIVE <br />FORD SUPER DUTY F250 HD TRUCKS <br />(SPECIFICATION NO. 20-114) <br />(NON -GENERAL FUND) <br />/s/ Kristine <br />CITY MANAGER <br />CLERK OF COUNCIL USE ONLY: <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1 sl Reading <br />❑ Ordinance on 2od Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For_ <br />CONTINUED TO <br />19111111111►U1LRICIV <br />RECOMMENDED ACTION <br />Authorize a one-time purchase and payment of purchase order to Fairway Ford Sales Inc., for five <br />Ford Super Duty F250 HD trucks in the amount of $152,972, plus a contingency of $5,000 for a <br />total amount not to exceed $157,972, subject to non -substantive changes approved by the City <br />Manager and City Attorney. <br />DISCUSSION <br />The Public Works Agency's Maintenance Services Division is in need of five new full-size trucks to <br />replace the existing aging fleet of work trucks. The vehicles are utilized daily to conduct field <br />inspections, and move heavy equipment, tree trunks, debris, and rubbish. The vehicles have also <br />been crucial in responding to homeless related request for services in locations with challenging <br />terrain, including the Santiago Creek and railroads. In addition, the vehicles are vital when <br />deployed as part of the City's emergency response to storms, wind events, flooding and after hour's <br />emergency service calls. <br />The existing vehicles are 2008 models or older and have reached the end of their useful lifecycle. <br />Due to their heavy use and age, the trucks are unreliable, often break down, and require costly <br />repairs. Furthermore, the vehicles exceed the recommended Equipment Lifecycle Guidelines, <br />earning a "terrible" rating based on industry standards from the Municipal Equipment Maintenance <br />Association, the National Association of Fleet Administrators, and the American Public Works <br />Association. <br />A Notice Inviting Bids was advertised on August 28, 2020, on the City's online bid management <br />and publication system. A summary of the bid invitation and bids received is as follows: <br />22B-1 <br />