HomeMy WebLinkAbout06-10-2014 C8 Compact Pickup ReplacementCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Daryl Grigsby, Director of Public Works
Prepared By: Timothy S. Bochum, Deputy Director of Public Works
Dave Smith, Interim Fleet Maintenance Supervisor
SUBJECT: COMPACT PICKUP REPLACEMENTS, SPECIFICATION NO. 90118,
99838, 91222, 91216, 91217
RECOMMENDATION
1. Approve the use of Cooperative Purchasing Agreement with State of California Contract
No. 1-14-23-20 (A-G), effective through February 2, 2016, for the purchase of five
Toyota Pickup trucks, Specification Nos. 90118, 99838, 91222, 91216, 91217.
2. Authorize the Finance Director to execute a purchase order to Hanford Toyota in the
amount of $128,263.71.
3. Authorize the surplus designation of five pickup trucks, Fleet Asset Nos. 0023, 9905,
0302, 0121, 0501 by sale, auction, trade-in or other method in accordance with the City’s
policies and procedures as prescribed in the Financial Management Manual Section 405-
L and 480.
DISCUSSION
Background
The replacement of compact pickup trucks used by five budget programs (Vehicle & Equipment
Maintenance, Engineering Inspection, Water Resource Recovery Facility, Water Customer
Service, and Water Treatment) was approved as part of the 2013-15 Financial Plan Capital
Improvement Plan (CIP). All five replacement vehicles are compact pickup trucks base models,
with some differences to meet the specific program requirements. Staff recommends buying
Toyota Tacoma compact pickup trucks from Hanford Toyota based on price, reliability, and
availability through the State of California Procurement process.
Vehicle and Equipment (Fleet) Maintenance
Staff recommends replacement of one full-sized, two-wheel drive pickup truck with a compact
access cab pickup with 4-wheel drive (Attachments 1 & 2). This truck is used as the primary
vehicle to transport parts and equipment to the Corporation Yard repair shop. This ½ ton truck is
also used to gain access to the City’s generators and repeater stations located at remote sites and
serves as the emergency response road-call vehicle.
CIP Project Engineering Inspection
Staff recommends replacement of a full size extended cab pickup with compact, double cab (four
door) pickup (Attachments 3 & 4). This truck is primarily assigned to an Engineering Inspector
but will also be used to transport multiple engineering staff to various jobs sites, which typically
occurs a few times per month. This will not only be more convenient but also will reduce trips as
06-10-2014
C8
C8 - 1
Compact Pickup Replacements, Specification Nos. 90118, 99838, 91216, 91217, 91222 Page 2
all engineering staff and their equipment can ride in one vehicle to a job site at a lower vehicle
replacement cost.
Water Resource Recovery Facility (WRRF)
Staff recommends replacing the compact, standard cab pickup with a compact, double cab (four
door) pickup (Attachments 3 & 5). The WRRF has one compact pick-up primarily driven on the
WRRF campus but is also used for towing and hauling equipment. Normal use involves carrying
multiple passengers, hauling heavy equipment and parts, and towing a trailer. Because of the
relative heavy duty service required, a four-door, crew cab truck was approved to replace the
former standard cab pickup. This heavier duty replacement vehicle will offset the high level of
wear experienced on the previous lighter duty truck engine and drive train.
Water Treatment Plant and Water Customer Service
Staff recommends replacing both of these compact, standard cab pickups with compact, access
cab pickups (Attachments 6, 7, & 8). The standard cab size is no longer available in the 2015
Tacoma model year. Additionally, this replacement offers the additional room needed for
transporting tools and equipment during daily operations in the field. These trucks are used daily
by Water Customer Service employees for meter reading and inventory maintenance, and by
Treatment Plant staff around the immediate plant area as well as frequent travel to the City’s
downtown and Corporation Yard.
Cooperative Purchasing
The City’s Financial Management Manual, Section 405-I page 14, recommends fleet purchases
use either a State cooperative purchasing contract or “piggyback” agreements with local
agencies. Staff recommends use of a multi-year cooperative purchasing agreement with the State
of California Contract No. 1-14-23-20 (A-G), effective through February 2, 2016 and purchasing
the vehicles from Hanford Toyota which has provided a competitive bid quote through the
agreement as an approved Toyota dealer. City Staff inspected and reviewed the vehicle
specifications for compliance and confirmed the quote provided by Hanford Toyota has met or
exceeded the needs of the City and is in compliance with the State bid contract..
CONCURRENCES
The Public Works and Utilities Supervisors in the budget programs to which these vehicles will be
assigned concur with this recommendation.
FISCAL IMPACT
The 2013-15 CIP allocated sufficient funding for all of the trucks as listed below. In addition, a
$500 discount will be applied to the purchase price for each truck if payment is received within
20 days of delivery.
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Compact Pickup Replacements, Specification Nos. 90118, 99838, 91216, 91217, 91222 Page 3
Fiscal Impact Summary
Costs By Type
Item Available Purchase CostBalance
Fleet 4x4 Access Cab 28,200 27,542 658
Engineering 4x2 Double Cab 30,500 26,535 3,965
Water Resource Recover 4x2 Double Cab 26,800 26,535 265
Water Customer Service 4x2 Access Cab 24,300 23,826 474
Water Treatment 4x2 Access Cab 24,300 23,826 474
Total 134,100.00$ 128,263.71$ 5,836.29$
Funding By Source
Item Available Purchase CostBalance
General Fund 58,700 54,077 4,623
Sewer Fund 26,800 26,535 265
Water Fund 48,600 47,652 948
Total 134,100.00$ 128,263.73$ 5,836.27$
ALTERNATIVES
Deny Funding Transfer and Purchase. Deferring replacement of these vehicles could lead to
higher costs for maintenance and operation for the affected budget programs, decreased
reliability and delays in service due to City staff needing to locate alternate vehicles/equipment.
Additional funds would be needed for increased repairs should replacements be deferred.
ATTACHMENTS
1. Attachment 1 – Quotation - Access Cab 4x4
2. Attachment 2 – CIP Request - Fleet
3. Attachment 3 – Quotation – Double Cab 4x2
4. Attachment 4 – CIP Request – Engineering Inspection
5. Attachment 5 – CIP Request - Water Resource Recovery Facility
6. Attachment 6 – Quotation - Access Cab 4x2
7. Attachment 7 – CIP Request - Water Distribution Customer Service
8. Attachment 8 – CIP Request – Water Treatment Plant
t:\council agenda reports\2014\2014-06-03\compact pickup replacements\_council agenda report.docx
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HANFORD TOYOTA
1835 Glendale Ave
Hanford, CA. 93230
City of San Luis Obispo 05/02/2014
25 Prado Road
San Luis Obispo, CA. 93401
Attn: Dave Smith
As per your request for CA State Contract #1-14-23-20C Line Item #5
2015 Toyota Tacoma 4X4 Access Cab $24367.00
CP - Access Cab Convenience Extra Value Package:
Remote keyless entry system, cruise control,
sliding rear window with privacy glass,
steering wheel with audio controls $ 965.00
8% San Luis Obispo County Tax $ 2026.56
CA Tire Tax $ 8.75
Delivery to San Luis Obispo $ _175.00
Total per Unit $27542.31
Protect against future mechanical or electrical issue’s with Toyota Platinum Extra Care $0 Deductible
5 Years / 100,000 Miles $630.00
6 Years / 100,000 Miles $850.00
7 Years / 125,000 Miles $1345.00
Thank you for the opportunity to earn your business.
Patrick G Ireland
Government Fleet Manager
Attachment 1
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Standard Features
2014 - 7514 - TACOMA 4X4 ACCESS CAB4AT4 spd Automatic Tran
• MECHANICAL & PERFORMANCE
• 2.7L DOHC 16V 4Cyl VVT-i 159HP Engine
• 4-Speed ECT-i Automatic Transmission
• 4WDemand: Part-Time 4x4 Sys w/ 2-speed Electronically Controlled Transfer Case
• Automatic Limited-Slip Differential
• Coil-Spring Double Wishbone Front Susp
• Rear Leaf Spring Susp with Staggered Outboard-Mounted Gas Shock Absorbers
• Var-Assist Power Rack-&-Pinion Steering
• Power-Assisted Fr Disc/Rr Drum Brakes
• 16" Styld Steel Wheels, P245/75R16 Tires
• SAFETY & CONVENIENCE
• Star Safety System- includes Vehicle Stability Control, Traction Control, Anti-lock Brake System (ABS),
Electronic Brake Force Distribution, Brake Assist, & Smart Stop Technology (SST)
• Daytime Running Lights (DRL)
• Dr & Fr Pass Advanced Airbag System
• Seat-Mounted Side & Side Curtain Airbags
• 3-Point Seatbelts for All Seating Positions; Driver-Side ELR & ALR/ELR on All Pass Sts, Dr & Fr Pass Active Hdrest
• Side-impact Door Beams
• Tire Pressure Monitor System (TPMS)
• EXTERIOR
• Black Grille Insert, Blk Door Handles, Mirrors, Front/Rear Bumpers
• SMC Inner Bed w/Steel Outer Panels, Storage, Rail Caps & Removable Tailgate
• Deck Rail System w/4 Adj Tie-Down Cleats
• INTERIOR
• Air Conditioning
• Power Windows & Door Locks
• Cloth Bucket Fr Seats w/ Pass Fold-Flat
• 6.1" Touch-Screen, AM/FM CD, 6 Spkrs, BT USB, Aux Jack, Hands-Free Phone Capable
• Tilt/Telescoping Steering Wheel
• 2-Speed Windshield Wipers
• Dual 12V Aux Power Outlets
• LED-Illuminated Gauges & Digital Clock
• Three Front Cup Holders
NOTE: Standard features are based on information available when this page was posted and are subject to change
without notice.
Attachment 1
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Project Description
Replacing one (1) Full-Sized, ½ ton 4-wheel drive Pickup Truck for the Fleet Maintenance division will cost $28,200 in 2013-14.
Maintenance/Replacement New project Fleet Replacement New Fleet Request
Council Goal / Measure Y Priority - List:
Need and Urgency
Staff is requesting replacement of one (1) full-sized, ½ ton pickup truck with a full-size ½ ton pickup truck with 4-wheel drive capability in 2013-14 for the Fleet
Maintenance division. The 1999 Ford F150 full-sized ½ ton truck (Asset 0023) was purchased in 2000 and is utilized by the Fleet Maintenance Supervisor and
staff. This truck is used as the primary vehicle to pick-up parts/equipment from vendors to the Corporation Yard repair shop. Additionally, the Fleet Maintenance
Supervisor utilizes this truck to travel though out the city to multiple locations, for various city meetings and training. This ½ ton truck is used also used to gain
access to the City’s generators/repeater located at remote sites, as well as emergency response road-calls. This truck has approximately 67,071 miles and will be 14
years of age at time of recommended replacement.
In accordance with the City’s Fleet Policy, “light-weight trucks (under 1 ton)” have a target replacement schedule of 12 years / 100,000 miles. This vehicle has
been experiencing increased repair costs with brakes and replacement of timing belt. This vehicle has not been a reliable source of transportation. This is the only
transport vehicle for the Fleet Services division. Therefore, staff requests replacement of the ½ ton truck in 2013-14.
The decision to replace this vehicle is based on the following factors:
1.Actual years of operation exceed the recommended years in Fleet policy by two.
2.Review of mechanical condition and history by Fleet Supervisor and Department staff.
3.Evaluation of maintenance costs by Fleet Supervisor.
4.Spreading vehicle replacement costs over multiple years for program users.
Operating Program Number and Title:
50340 – Fleet Maintenance
Project Phasing and Funding Sources
Continuing, ongoing or master account project - Specification No.
Attachment 2 - Excerpt from Fleet CIP
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Asset #0023 Initial Project Costs by Phase
Budget to Date 2013-142014-152015-162016-172017-18 Total
Equipment Acquisition $0$28,200 $0 $0 $0 $0$28,200
Total $0$28,200 $0 $0 $0 $0$28,200
Detail of ongoing costs and alternatives to ongoing costs including return on investment information:
Ongoing costs are those associated with typical preventative maintenance. Typical annual costs for preventative maintenance such as oil/filter changes,
inspections, plus as-needed replacement of wear parts such as tires, batteries, brakes, filters and fuses. Budget for these repairs/routine maintenance are supported
through the Fleet Services operating budget for routine maintenance and repairs.
Deferring replacement of this vehicle/equipment could lead to higher costs for maintenance and operation for Fleet Maintenance budget, decreased reliability and
delays in service due to staff needing to locate an alternate vehicle. Additional funds will be needed for increased repairs should replacements be deferred.
Anticipated Vehicle Life Span: 12 years / 60,000 miles
Asset #0023 Budget to Date 2013-142014-152015-162016-172017-18 Total
Fleet Replacement Fund $28,200 $28,200
Total $0$28,200 $0 $0 $0 $0$28,200
Project Funding by Source
Reduced / Enhanced Project Alternatives
Alternate project is feasible or advantageous – Cost of alternative project: NA
Project can be phased – Number of years for phasing: Replacements already spreading over five year Financial Plan to help absorb the impact.
Equipment/vehicles meeting target age/mileage/hours and increased repair costs above routine preventative maintenance have been recommended for replacement
within the appropriate year.
Leasing Alternative: Leasing of some vehicles may be possible; however, generally requires vehicles to be turned in after the lease period and a new lease
established for newer equipment, keeping leasing costs high. By owning a vehicle, the City has increased flexibility to extend the service life of the vehicle, which
in the case of high quality vehicles can be done with little to no additional impact to the Fleet Maintenance operations, and reduces the overall replacement
annualized cost for the vehicle.
Project Team
Assignment Program Estimated Hours
Fleet Procurement Fleet Maintenance 8
Attachment 2 - Excerpt from Fleet CIP
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Assignment Program Estimated Hours
Equipment Installation/Ready for Service Fleet Maintenance 7
Description of Replacement Units
Replacement Fiscal Year 2013-14 2014-15 2015-16 2016-17 2017-18
City Fleet Number 0023
Vehicle Type Full-Sized Pickup
Make Ford
Model F150
Model Year 1999
Date Entered City Service 2000
Odometer Reading at 1-2013 67,071
Mileage/Year Average 5,589 - - - -
Replacement Guidelines
Target: Years or Mileage 12 years / 90,000 miles
Estimated Mileage @ Replacement 72,660 - - - -
Estimated Years @ Replacement 14 years
Satisfies Replacement Policy:Yes - age
Fleet Supervisor Assessment *Truck exceeds target age
by 2 years. Increasing
repairs with brakes/belts.
Vehicle not a reliable
source of transportation.
Do not recommend
deferring past this date,
Replacement Cost Ford F150 4-Wh Dr
Base Unit 24,769
Accessories & Other Costs 1,000
Misc.200 -
Delivery 200
Sales Tax 2,062 - - - -
Total Replacement Costs 28,200 - - - -
2013-14 2014-15 2015-16 2016-17 2017-18
Year Totals:28,200 - - - -
Attachment 2 - Excerpt from Fleet CIP
C8 - 8
HANFORD TOYOTA
1835 Glendale Ave
Hanford, CA. 93230
City of San Luis Obispo 05/02/2014
25 Prado Road
San Luis Obispo, CA. 93401
Attn: Dave Smith
As per your request for CA State Contract #1-14-23-20C Line Item #3
2015 Toyota Tacoma 4X2 Double Cab $23564.00
CP - Access Cab Convenience Extra Value Package:
Remote keyless entry system, cruise control,
sliding rear window with privacy glass,
steering wheel with audio controls $ 835.00
8% San Luis Obispo County Tax $ 1951.92
CA Tire Tax $ 8.75
Delivery to San Luis Obispo $ _175.00
Total per Unit $26534.67
Protect against future mechanical or electrical issue’s with Toyota Platinum Extra Care $0 Deductible
5 Years / 100,000 Miles $630.00
6 Years / 100,000 Miles $850.00
7 Years / 125,000 Miles $1345.00
Thank you for the opportunity to earn your business.
Patrick G Ireland
Government Fleet Manager
Attachment 3
C8 - 9
Standard Features
2014 - 7188 - TACOMA PRERUNNER DOUBLE CAB 4X2 V65ECT5 spd
Auto Trans
• MECHANICAL & PERFORMANCE
• 4.0L DOHC 24V V6 VVT-i 236HP Engine
• 5-Speed ECT-i Automatic Transmission
• Automatic Limited-Slip Differential
• Coil-Spring Double Wishbone Front Susp
• Rear Leaf Spring Susp with Staggered Outboard-Mounted Gas Shock Absorbers
• Var-Assist Power Rack-&-Pinion Steering
• Power-Assisted Fr Disc/Rr Drum Brakes
• 16" Styld Steel Wheels, P245/75R16 Tires
• SAFETY & CONVENIENCE
• Star Safety System- includes Vehicle Stability Control, Traction Control, Anti-lock Brake System (ABS),
Electronic Brake Force Distribution, Brake Assist, & Smart Stop Technology (SST)
• Daytime Running Lights (DRL)
• Dr & Fr Pass Advanced Airbag System
• Seat-Mounted Side & Side Curtain Airbags
• 3-Point Seatbelts for All Seating Positions; Driver-Side ELR & ALR/ELR on All Pass Sts, Dr & Fr Pass Active Hdrest
• Side-impact Door Beams
• Tire Pressure Monitor System (TPMS)
• EXTERIOR
• Black Grille Insert, Blk Door Hndles, Mrrs, Fr/Rr Bmprs
• SMC Inner Bed w/Steel Outer Panels, Storage, Rail Caps & Removable Tailgate
• Deck Rail System w/4 Adj Tie-Down Cleats
• Full-Size Spare Tire
• INTERIOR
• Air Conditioning
• Power Windows / Door Locks / Mirrors
• Cloth Bucket Fr Seats w/ Pass Fold-Flat
• Driver Seat w/ Adj Lumbar Support
• 60/40 Split Rr Bench Seat w/ Adj Hdrests
• 6.1" Touch-Screen, AM/FM CD, 6 Spkrs, BT USB, Aux Jack, Hands-Free Phone Capable
• Tilt/Telescoping Steering Wheel
• 2-Speed Windshield Wipers
• Dual 12V Aux Power Outlets
• LED-Illuminated Gauges & Digital Clock
NOTE: Standard features are based on information available when this page was posted and are subject to change
without notice.
Attachment 3
C8 - 10
Project Description
Replacing three (3) Mid-Sized Pickup Trucks for the Capital Improvement Program Engineering Inspection staff will cost $30,500 in 2013-14, $31,000 in 2014-15
and $31,500 in 2015-16.
Maintenance/Replacement New project Fleet Replacement New Fleet Request
Council Goal / Measure Y Priority - List:
Need and Urgency
Capital Improvement Plan inspection staff use mid-sized pickup trucks to transport tools and staff from office work area to various field work areas. This fleet
request will replace existing fleet vehicles that meet replacement guidelines with equivalent vehicles. Replacement of these vehicles will mitigate risk for future
downtime and costly repairs. Mid-sized pickup trucks are recommended to be replaced with mid-sized pickup trucks. Mid-sized trucks will allow staff to transport
the required plans, specifications, files, traffic barricades, traffic cones, hand tools, street utility lids, pipes, ladders and paving fabric that is typically required to
complete the City’s work at project sites. Keeping mid-sized pickup trucks will allow staff the same amount of room for these necessary tools, while still allowing
adequate interior space for this mobile work environment.
In accordance with the City’s Fleet Policy, pickup trucks have a target replacement schedule of 12 years / 90,000 miles. These pickup trucks (Asset 9905, 9906 and
0024) were purchased in 1998 and 2000. Staff has reviewed maintenance records and mileage logs and concurs with the recommended replacement dates for these
pickup trucks. The vehicles were proposed for replacement in the 2011-13 Financial Plan in the 2014-15 and 2015-16 fiscal years.
The decision to replace these vehicles is based on the following factors:
1.Projected miles of all vehicles exceed replacement miles recommended in Fleet policy.
2.Actual years of operation exceed recommended years in Fleet policy.
3.Projected years of operation exceed recommended years in Fleet policy.
4.Review of mechanical condition and history by Fleet Supervisor and Department staff.
5.Evaluation of maintenance costs by Fleet Supervisor.
6.Spreading vehicle replacement costs over multiple years for program users.
Operating Program Number and Title:
50410 – CIP Project Engineering
Project Phasing and Funding Sources
Continuing, ongoing or master account project - Specification No.
Attachment 4 - Excerpt from Engineering CIP
C8 - 11
(Asset 9905, 0024 & 9906)Initial Project Costs by Phase
Budget to Date 2013-142014-152015-162016-172017-18 Total
Equipment Acquisition $0$30,500$31,000$31,500 0 $0$93,000
Total $0$30,500$31,000$31,500 $0 $0$93,000
Detail of ongoing costs and alternatives to ongoing costs including return on investment information:
Ongoing costs are those associated with typical preventative maintenance. Typical annual costs for preventative maintenance such as oil/filter changes,
inspections, plus as-needed replacement of wear parts such as tires, batteries, brakes, filters and fuses. Budget for these repairs/routine maintenance are supported
through the Fleet Services operating budget for routine maintenance and repairs.
Replacement of these vehicles have already been deferred two to three years. Further deferring of replacements could lead to higher costs for maintenance and
operation for CIP Engineering and Inspection budget, decreased reliability and delays in service due to staff needing to locate an alternate vehicle. Additional
funds will be needed for increased repairs should replacements be deferred.
Anticipated Vehicle Life Span: 12 years / 90,000 miles
Budget to Date 2013-142014-152015-162016-172017-18 Total
Fleet Replacement Fund $30,500$31,000$31,500 $93,000
Total $0$30,500$31,000$31,500 $0 $0$93,000
Project Funding by Source
Reduced / Enhanced Project Alternatives
Project can be phased – Number of years for phasing: Staff has incorporated the spreading of replacement dates for these vehicles in attempts to smooth
replacement costs and alleviate financial burden on the Fleet Replacement Funds.
Leasing Alternative: Although leasing may be beneficial in some instances, such as specialty construction equipment or lower mileage vehicles, it is not
always viable for all vehicles. If the life of a vehicle can be extended due to favorable condition assessments, a lease may not allow for vehicle replacement
“deferment”. A comprehensive cost analysis for fleet leasing would need to be conducted in order to fully evaluate the cost benefits of this alternative.
Project Team
Assignment Program Estimated Hours
Vehicle Procurements Fleet Supv 24
Consulting CIP Eng 3
Equipment Specification/installation Fleet Mechanics 16
Attachment 4
C8 - 12
Description of Replacement Units
Replacement Fiscal Year 2013-14 2014-15 2015-16 2016-172017-18
City Fleet Number 9905 0024 9906
Vehicle Type Mid-Sized PickupMid-Sized PickupMid-Sized Pickup
Make Ford Ford Ford
Model F-150 SupercabF-150 SupercabF-150 Supercab
Model Year 1998 2000 1998
Date Entered City Service 1998 2000 1998
Odometer Reading at 10-25-12 100,670 92,875 84,282
Mileage/Year Average 7,191 7,740 6,020
Replacement Guidelines
Target: Years or Mileage 12 yrs/90,000 miles12 yrs/90,000 miles12 yrs/90,000 miles
Estimated Mileage @ Replacement 107,861 108,354 102,342
Estimated Years @ Replacement 15 years 16 years 17 years
Satisfies Replacement Policy:Yes - age & mileageYes - age & mileageYes - age & mileage
Fleet Supervisor Assessment *Vehicle exceeds target age
by 3 years and mileage by
17,000 miles. Increasing
repair costs. Do not
recommend deferring
beyond this date.
*Vehicle exceeds target
age by 4 years and mileage
by 18,000 miles.
Increasing repair costs.
Do not recommend
deferring beyond this date.
*Vehicle exceeds target
age by 5 years and mileage
by 12,000 miles.
Increasing repair costs.
Do not recommend
deferring beyond this date.
Replacement Cost Toyota Tundra 2 WD Ext Cab Toyota Tundra 2 WD Ext Cab Toyota Tundra 2 WD Ext Cab
Base Unit 23,500 24,000 24,500
Accessories & Other Costs 3,500 3,500 3,500
Misc.500 500 500
Delivery 800 800 800
Sales Tax 2,160 2,200 2,240
Total Replacement Costs 30,500 31,000 31,500 -
2013-14 2014-15 2015-16 2016-17 2017-18
Year Totals:30,500 31,000 31,500
Attachment 4
C8 - 13
Project Description
Replacing one (1) Compact Pickup Truck for the Water Reclamation Facility (WRF) program with a full-size, short bed, ½ ton pickup truck will cost $26,800 in
2013-14.
Maintenance/Replacement New project Fleet Replacement New Fleet Request
Council Goal / Measure Y Priority - List:
Need and Urgency
The WRF has one compact pick-up at the WRF that is used for a variety of maintenance activities. This pick-up is required to frequently carry heavy equipment
and parts and must tow a trailer several times a week. Because of the relative heavy duties this pick-up performs staff believes a full size pick-up will better meet
the needs of the operations staff. Staff is requesting a four door, full size, crew cab truck so it may also be used for travel to training. The difference in cost
between a two door and four door light duty full size pickup is approximately $4,500.
The Ford Ranger compact truck (Asset 0302) was purchased in 2002 and currently has 41,120 miles. The vehicle is primarily driven on the WRF campus,
therefore it has low mileage. However, because it has frequently been used for towing and hauling equipment, which is better suited to a heavier duty vehicle, this
pick-up has experienced significant wear and tear on the engine and drive train.
Utilities staff has evaluated the condition of the proposed replacement for conformance with Fleet Management Policies and operational needs, and has consulted
with the Fleet Manager to research pricing, options and recommendations. At time of replacement, this vehicle will have reached its useful life. In order to
provide a productive work environment and keep maintenance costs reasonable, staff recommends replacement in 2013-14.
In accordance with the City’s Fleet Policy, pickup trucks have a target replacement schedule of 12 years / 90,000 miles. Staff has reviewed maintenance records,
mileage logs and a condition assessment and recommends the vehicle replacement date.
The decision to replace these vehicles/equipment is based on the following factors:
1.Projected miles of vehicle will not meet the replacement miles recommended in Fleet policy due to on-campus driving/hauling.
2.Actual years of operation will meet the recommended years in Fleet policy at end of 2014.
3.Vehicle is limited in performing duties required at facility.
4.Review of mechanical condition and history by Fleet Supervisor and Department staff.
5.Evaluation of maintenance costs by Fleet Supervisor.
Attachment 5 - Excerpt from WRRF CIP
C8 - 14
Operating Program Number and Title:
55330 – Water Reclamation Facility
Project Phasing and Funding Sources
Continuing, ongoing or master account project - Specification No.
Initial Project Costs by Phase
(Asset #0302)Budget to Date 2013-142014-152015-162016-172017-18 Total
Equipment Acquisition $0$26,800 $0 $0 $0 $0$26,800
Total $0$26,800 $0 $0 $0 $0$26,800
Detail of ongoing costs and alternatives to ongoing costs including return on investment information:
Ongoing costs are those associated with typical preventative maintenance. Typical annual costs for preventative maintenance such as oil/filter changes,
inspections, plus as-needed replacement of wear parts such as tires, batteries, brakes, filters and fuses. Budget for these repairs/routine maintenance are supported
through the Fleet Services operating budget for routine maintenance and repairs.
Deny, or defer the request. Deferring replacement of this vehicle could lead to higher costs for maintenance and operation for the WRF budget, decreased
reliability and delays in service due to city staff needing to locate an alternate vehicles/equipment. Additional funds will be needed for increased repairs should
replacements be deferred.
Anticipated Vehicle Life Span: 12 years / 90,000 miles
Budget to Date 2013-142014-152015-162016-172017-18 Total
Sewer Enterprise Fund - 520 $0$26,800 $0 $0 $0 $0$26,800
Total $0$26,800 $0 $0 $0 $0$26,800
Project Funding by Source
Reduced / Enhanced Project Alternatives
Alternate project is feasible or advantageous – Cost of alternative project: NA
Project can be phased – Number of years for phasing: These vehicles will meet its target age by end of 2014. Can defer by one to two years based upon
lower mileage.
Attachment 5
C8 - 15
Leasing Alternative: Leasing can be beneficial in some instances for specialty construction equipment or low usage vehicles, although it is not always
viable for all vehicles. If the life of a vehicle can be extended due to favorable condition assessments, a lease agreement may not allow for vehicle replacement
“deferment”. A comprehensive cost analysis for fleet leasing would need to be conducted in order to fully evaluate the cost benefits of this alternative.
Project Team
Assignment Program Estimated Hours
Vehicle/Equipment Specifications Vehicle & Equipment Maintenance
/Water Reclamation Facility
8
Vehicle/Equipment Procurement Vehicle & Equipment Maintenance 8
Equipment Installation/Ready for Service Vehicle & Equipment Maintenance 8
Attachment 5
C8 - 16
Description of Replacement Units
Replacement Fiscal Year 2013-14 2014-15 2015-16 2016-17 2017-18
City Fleet Number 0302
Vehicle Type Compact Pickup Truck
Make Ford
Model Ranger
Model Year 2002
Date Entered City Service 2002
Odometer Reading at 10-31-12 41120
Mileage/Year Average 4,112 - - - -
Replacement Guidelines
Target: Years or Mileage 12 years / 90,000 miles
Estimated Mileage @ Replacement 45,232 - - - -
Estimated Years @ Replacement 11 years
Satisfies Replacement Policy:NO
Fleet Supervisor Assessment
Truck does not meet target
age/mileage. Can be
deferred due to lower
miles. Should be replaced
with a larger vehicle to
meet towing/hauling needs.
Replacement Cost Toyota Tundra 2-WD Crew Cab
Base Unit 23,820
Accessories & Other Costs 500
Misc.250 -
Delivery 250
Sales Tax 1,946 - - - -
Total Replacement Costs 26,800 - - - -
2013-14 2014-15 2015-16 2016-17 2017-18
Year Totals:26,800 - - - -
Attachment 5
C8 - 17
HANFORD TOYOTA
1835 Glendale Ave
Hanford, CA. 93230
City of San Luis Obispo 05/02/2014
25 Prado Road
San Luis Obispo, CA. 93401
Attn: Dave Smith
As per your request for CA State Contract #1-14-23-20C Line Item #2
2015 Toyota Tacoma 4X2 Access Cab $20926.00
CP - Access Cab Convenience Extra Value Package:
Remote keyless entry system, cruise control,
sliding rear window with privacy glass,
steering wheel with audio controls $ 965.00
8% San Luis Obispo County Tax $ 1751.28
CA Tire Tax $ 8.75
Delivery to San Luis Obispo $ _175.00
Total per Unit $23826.03
Protect against future mechanical or electrical issue’s with Toyota Platinum Extra Care $0 Deductible
5 Years / 100,000 Miles $630.00
6 Years / 100,000 Miles $850.00
7 Years / 125,000 Miles $1345.00
Thank you for the opportunity to earn your business.
Patrick G Ireland
Government Fleet Manager
Attachment 6
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Standard Features
2014 - 7114 - TACOMA 4X2 ACCESS CAB4AT4 spd Automatic Tran
• MECHANICAL & PERFORMANCE
• 2.7L DOHC 16V 4Cyl VVT-i 159HP Engine
• 4-Speed ECT-i Automatic Transmission
• Automatic Limited-Slip Differential
• Coil-Spring Double Wishbone Front Susp
• Rear Leaf Spring Susp with Staggered Outboard-Mounted Gas Shock Absorbers
• Front Stabilizer Bar
• Var-Assist Power Rack-&-Pinion Steering
• Power-Assisted Fr Disc/Rr Drum Brakes
• 15" Styld Steel Wheels, P215/70R15 Tires
• SAFETY & CONVENIENCE
• Star Safety System- includes Vehicle Stability Control, Traction Control, Anti-lock Brake System (ABS),
Electronic Brake Force Distribution, Brake Assist, & Smart Stop Technology (SST)
• Daytime Running Lights (DRL)
• Dr & Fr Pass Advanced Airbag System
• Seat-Mounted Side & Side Curtain Airbags
• 3-Point Seatbelts for All Seating Positions; Driver-Side ELR & ALR/ELR on All Pass Sts, Dr & Fr Pass Active Hdrest
• Side-impact Door Beams
• Tire Pressure Monitor System (TPMS)
• EXTERIOR
• Black Grille Insert, Blk Door Handles, Mirrors, Front/Rear Bumpers
• SMC Inner Bed w/Steel Outer Panels, Storage, Rail Caps & Removable Tailgate
• Deck Rail System w/4 Adj Tie-Down Cleats
• Rear Mudguards
• INTERIOR
• Air Conditioning
• Power Windows & Door Locks
• Cloth Bucket Fr Seats w/ Pass Fold-Flat
• 6.1" Touch-Screen, AM/FM CD, 6 Spkrs, BT USB, Aux Jack, Hands-Free Phone Capable
• Tilt/Telescoping Steering Wheel
• 2-Speed Windshield Wipers
• Dual 12V Aux Power Outlets
• LED-Illuminated Gauges & Digital Clock
• Three Front Cup Holders
NOTE: Standard features are based on information available when this page was posted and are subject to change
without notice.
Attachment 6
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Project Description
Replacing three (3) Pickup Trucks for the Utilities Customer Service program will cost $24,300 in 2013-14 and $51,400 in 2016-17.
Maintenance/Replacement New project Fleet Replacement New Fleet Request
Council Goal / Measure Y Priority - List:
Need and Urgency
Staff recommends replacing three (3) pickup trucks in 2013-14 and 2016-17. These trucks are used on a daily basis by Utilities Customer Service staff, often in
stop-and-start, short trip conditions as they traverse the City reading water meters and responding to other customer service The Dodge Dakota pickup truck (Asset
0121) was purchased in 2001 is eleven (11) years old and currently has 88,806 miles. The Chevy Colorado (Asset 0703) was purchased in 2006, is six (6) years
old and currently has 46,035 miles. The last Chevy Colorado (Asset 0704) was also purchased in 2006 is six (6) years old and currently has 51,910 miles.
In accordance with the City’s Fleet Policy, “pickup trucks (under 1 ton)” have a target replacement schedule of 12 years / 90,000 miles. Staff has reviewed
maintenance records, mileage logs and a condition assessment and recommends the vehicle replacement dates.
Utilities staff has evaluated the condition of the proposed replacements for conformance with Fleet Management Policies and operational needs, and has consulted
with the Fleet Manager to research pricing, options and recommendations. One of the vehicles is currently at its expected life; the other two vehicles are
anticipated to be at their useful life in 2016-17, based on condition. Due to the heavy, daily use of these vehicles, they experience a greater amount of wear and
tear than typical vehicles. In order to provide a productive work environment and keep maintenance costs reasonable, staff recommends replacement with similar
vehicles in 2016-17.
The decision to replace these vehicles is based on the following factors:
1.Projected miles of vehicle meet/exceed replacement miles recommended in Fleet policy (Asset 0121).
2.Actual years of operation meet recommended years in Fleet policy (Asset 0121).
3.Review of mechanical condition and history by Fleet Supervisor and Department staff (assets 0703 & 0704).
4.Evaluation of maintenance costs by Fleet Supervisor.
5.Spreading vehicle replacement costs over multiple years for program users.
Operating Program Number and Title:
55170 – Utilities Customer Service
Attachment 7 - Excerpt from Water Customer Service CIP
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Project Phasing and Funding Sources
Initial Project Costs by Phase
(Asset #0121, 0703, 0704)Budget to Date 2013-142014-152015-162016-172017-18 Total
Equipment Acquisition $0$24,300 $0 $0$51,400 $0$75,700
Total $0$24,300 $0 $0$51,400 $0$75,700
Detail of ongoing costs and alternatives to ongoing costs including return on investment information:
Ongoing costs are those associated with typical preventative maintenance. Typical annual costs for preventative maintenance such as oil/filter changes,
inspections, plus as-needed replacement of wear parts such as tires, batteries, brakes, filters and fuses. Budget for these repairs/routine maintenance are supported
through the Fleet Services operating budget for routine maintenance and repairs. Funding for fleet services is provided indirectly by the Utilities Customer Service
program through the City’s approved Cost Allocation Plan.
Deny, or defer the request. Deferring replacement of these vehicles could lead to higher costs for maintenance and operation for the Utilities Customer Service
budget, decreased reliability and delays in service due to city staff needing to locate an alternate vehicles/equipment. Additional funds will be needed for increased
repairs should replacements be deferred.
Anticipated Vehicle Life Span: 12 years / 90,000 miles
Budget to Date 2013-142014-152015-162016-172017-18 Total
Water Enterprise Fund - 500 $0$24,300 $0 $0$51,400 $0$75,700
Total $0$24,300 $0 $0$51,400 $0$75,700
Project Funding by Source
Reduced / Enhanced Project Alternatives
Alternate project is feasible or advantageous – Cost of alternative project: N/A
Project can be phased – Number of years for phasing: Vehicle replacements already spreading over five year Financial Plan to help absorb the impact of
vehicle replacements. Vehicles meeting target age/mileage and increased repair costs above routine preventative maintenance have been recommended for
replacement within the appropriate year. Asset 0121 has met its target age and exceeds projected mileage by 6,000 miles. Due to increasing repair costs, Fleet
staff does not recommend deferring beyond this date. Assets 0703 and 0704 have not yet met projected age/mileage for replacement. However, these vehicle are
showing signs of costly repairs to breaks and fuel pumps. Replacement could be deferred an additional one year should annual repair costs be at a minimum.
Attachment 7
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Leasing Alternative: Leasing can be beneficial in some instances for specialty construction equipment or low usage vehicles, although it is not always
viable for all vehicles. If the life of a vehicle can be extended due to favorable condition assessments, a lease agreement may not allow for vehicle replacement
“deferment”. A comprehensive cost analysis for fleet leasing would need to be conducted in order to fully evaluate the cost benefits of this alternative.
Project Team
Assignment Program Estimated Hours
Vehicle/Equipment Specifications Vehicle & Equipment Maintenance and Utilities
Customer Service
10
Vehicle/Equipment Procurement Vehicle & Equipment Maintenance 20
Equipment Installation/Ready for Service Vehicle & Equipment Maintenance 16
Attachment 7
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Description of Replacement Units
Replacement Fiscal Year 2013-14 2014-15 2015-16 2017-18
City Fleet Number 0121 0703 0704
Vehicle Type Truck Truck Truck
Make Dodge Chevrolet Chevrolet
Model Dakota Colorado Colorado
Model Year 2001 2006 2006
Date Entered City Service 2001 2006 2006
Odometer Reading at 10-31-12 88,806 51910 46,035
Mileage/Year Average 8,073 - - 8,652 7,673
Replacement Guidelines
Target: Years or Mileage 12 years / 90,000 miles 12 years / 90,000 miles12 years / 90,000 miles
Estimated Mileage @ Replacement 96,879 - 86,517 76,725 -
Estimated Years @ Replacement 12 years 10 year 10 years
Satisfies Replacement Policy:Yes - age & mileage NO NO
Fleet Supervisor Assessment
*Truck meets target age
and exceeds mileage by
6,000. Trucks at 100K
miles start to experience
significant repairs. Do
not recommend deferring
beyond this date.
*Trucks does not meet
target mileage of age for
replacement. Showing
increase repair costs
above routine PM. Could
defer 1 + year if needed.
*Trucks does not meet
target mileage of age for
replacement. Showing
increase repair costs
above routine PM. Could
defer 1 + year if needed.
Replacement Cost Toyota Tacoma Toyota TacomaToyota Tacoma
Base Unit 21,500 22,790 22,790
Accessories & Other Costs 500 500 500
Misc.300 300 300
Delivery 200 200 200
Sales Tax 1,760 - 1,863 1,863 -
Total Replacement Costs 24,300 - 25,700 25,700 -
2013-14 2014-15 2015-16 2017-18
Year Totals:24,300 - -
2016-17
2016-17
51,400
Attachment 7
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Project Description
Replacing one (1) Water Treatment Plant (WTP) Program Extended Cab Pickup Truck will cost $24,300 in 2013-14.
Maintenance/Replacement New project Fleet Replacement New Fleet Request
Council Goal / Measure Y Priority - List:
Need and Urgency
Staff recommends replacing one (1) extended cab pickup truck in 2013-14. The truck is used on a daily basis by Water Treatment Plant staff, both around the
immediate plant area as well as frequent travel to the downtown area and corporation yard. The Ford Ranger pickup truck (Asset 0501) was purchased in 2004 and
currently has 92,276 miles. This truck will be nine (9) years of age at time of replacement with 100,350 projected miles.
In accordance with the City’s Fleet Policy, pickup trucks have a target replacement schedule of 12 years / 90,000 miles. Staff has reviewed maintenance records,
mileage logs and a condition assessment and recommends the vehicle replacement date.
While the vehicle has not reached its target replacement age of twelve years, it will have exceeded its target mileage by 10,000 miles. This vehicle is experiencing
significant repair issues and above the normal costs of routine preventative maintenance. Utilities staff has evaluated the condition of the proposed replacements
for conformance with Fleet Management Policies and operational needs, and has consulted with the Fleet Manager to research pricing, options and
recommendations. This vehicle has reached its useful life. Staff recommends replacing with an extended cab pickup truck. The additional room is critical for
staff to transport tools and equipment during daily operations at the plant.
The decision to replace this vehicle is based on the following factors:
1.Projected miles of vehicle exceed replacement miles recommended in Fleet policy by 10,000 miles.
2.Actual years of operation do not meet recommended years in Fleet policy.
3.Review of mechanical condition and history by Fleet Supervisor and Department staff.
4.Evaluation of maintenance costs by Fleet Supervisor.
5.Spreading vehicle replacement costs over multiple years for program users.
Operating Program Number and Title:
55150 – Water Treatment Plant
Attachment 8 - Excerpt from Water Treatment CIP
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Project Phasing and Funding Sources
Continuing, ongoing or master account project - Specification No.
Initial Project Costs by Phase
(Asset #0501)Budget to Date 2013-142014-152015-162016-172017-18 Total
Equipment Acquisition $0$24,300 $0 $0 $0 $0$24,300
Total $0$24,300 $0 $0 $0 $0$24,300
Detail of ongoing costs and alternatives to ongoing costs including return on investment information:
Ongoing costs are those associated with typical preventative maintenance. Typical annual costs for preventative maintenance such as oil/filter changes,
inspections, plus as-needed replacement of wear parts such as tires, batteries, brakes, filters and fuses. Budget for these repairs/routine maintenance are supported
through the Fleet Services operating budget for routine maintenance and repairs. Funding for fleet maintenance is indirectly supported by the Water Treatment
Plant program through the City’s approved Cost Allocation Plan.
Deny, or defer the request. Deferring replacement of this vehicle could lead to higher costs for maintenance and operation for the Water Treatment Plant budget,
decreased reliability and delays in service due to city staff needing to locate an alternate vehicles/equipment. Additional funds will be needed for increased repairs
should replacements be deferred.
Anticipated Vehicle Life Span: 12 years / 90,000 miles
Budget to Date 2013-142014-152015-162016-172017-18 Total
Water Enterprise Fund $0$24,300 $0 $0 $0 $0$24,300
Total $0$24,300 $0 $0 $0 $0$24,300
Project Funding by Source
Reduced / Enhanced Project Alternatives
Alternate project is feasible or advantageous – Cost of alternative project: NA
Project can be phased – Number of years for phasing: The vehicle will exceed the target replacement mileage by 10,000 miles. Vehicle replacements
have already been spread over the five year Financial Plan to help absorb the impact of vehicle replacements. This vehicle is experiencing significant repairs
above routine preventative maintenance.
Leasing Alternative: Leasing can be beneficial in some instances for specialty construction equipment or low usage vehicles, although it is not always
viable for all vehicles. If the life of a vehicle can be extended due to favorable condition assessments, a lease agreement may not allow for vehicle replacement
“deferment”. A comprehensive cost analysis for fleet leasing would need to be conducted in order to fully evaluate the cost benefits of this alternative.
Attachment 8
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Project Team
Assignment Program Estimated Hours
Vehicle/Equipment Specifications Vehicle & Equipment Maintenance /Water
Treatment Plant
16
Vehicle/Equipment Procurement Vehicle & Equipment Maintenance 16
Equipment Installation/Ready for Service Vehicle & Equipment Maintenance 8
Attachment 8
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Description of Replacement Units
Replacement Fiscal Year 2013-14 2014-15 2015-16 2016-17 2017-18
City Fleet Number 0501
Vehicle Type Compact Pickup Truck
Make Ford
Model Ranger
Model Year 2004
Date Entered City Service 2004
Odometer Reading at 1-7-13 92,276
Mileage/Year Average 11,535 -
Replacement Guidelines
Target: Years or Mileage 12 years / 90,000 miles
Estimated Mileage @ Replacement 100,350 -
Estimated Years @ Replacement 9 years
Satisfies Replacement Policy:Yes (Miles)
Fleet Supervisor Assessment
Exceeds target mileage by
10,000 miles. Significant
repair costs above routine
PM. Recommend
accelerating replacment.
Replacement Cost
Toyota Tacoma 2W DR
Ext Cab
Base Unit 21,500
Accessories & Other Costs 500
Misc.300
Delivery 200
Sales Tax 1,760 -
Total Replacement Costs 24,300 - - - -
2013-14 2014-15 2015-16 2016-17 2017-18
Year Totals:24,300 - - - -
Attachment 8
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