HomeMy WebLinkAbout08/21/2007, C6 - 2007-08 TRUCK PROCUREMENT council August 21, 2007
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CITY OF SAN LU I S OBISPO
FROM: Department Head: Jay Walter, Public Works Direct
Prepared By: Dave Smith, PW AdministrativeS ices Manager
SUBJECT: 2007-08 TRUCK PROCUREMENT
CAO RECOMMENDATION
Approve a purchase order in the amount of $216,073.55 to Perry Ford for procurement of 11
trucks for several departments.
DISCUSSION:
In recent years the City has typically made bulk annual vehicle procurements through California
Multiple Award Schedule (CMAS) contracts. Based on recent successful experiences using a
cooperative purchasing arrangement through County of San Luis Obispo contracts, Public Works
explored the possibility of using this procedure for the first round of vehicle procurements in 2007-
08. One advantage of this approach is that it often involves a local vendor rather than the out-of-
county vendors associated with the CMAS contracts.
The vendor for the County contracts is PerryFord of San Luis Obispo. After reviewing the City's
vehicle requirements with Perry Ford, matching them to the County specifications, and receiving,
quotations from Perry Ford based on County contract prices, Public Works began analyzing these
quotations, and in particular, comparing them to CMAS prices. Although the cost per vehicle
under the County contracts was typically a few hundred dollars higher than the prices under the
CMAS contracts, there are three reasons for proceeding with these County based cooperative
purchases at this time:
1. Order cutoff dates for the CMAS contracts have passed, and the City would have to wait until
December 2007 at the earliest to order under the next round of CMAS contracts. (The City
missed the order cutoff dates because of the delay involved in considering alternative fuel and
engine displacement for the 2007-08 vehicle procurements.) Prices under the next CMAS
contracts will undoubtedly be higher
2. The trucks from Perry Ford are 2008 model year vs. 2007 model year for trucks from CMAS
vendors.
3. The full-size trucks from the CMAS vendors could not be ordered with smaller engines, as
recommended by the CIP Review Committee.
In an effort to improve fuel economy and vehicle emissions, Public Works conferred with the
departments involved about buying trucks with engines smaller than originally specified. As a
result of these discussions, this group of purchases will include 3 trucks being ordered with six-
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07-08 Truck Procurement Page 2
cylinder rather than eight-cylinder engines. In general, it was not feasible to reduce engine size for
the eight trucks that needed towing capability or four-wheel drive.
Public Works is recommending that this procurement be completed by purchase order to Perry
Ford. Attachment 1 is a listing of the 11 trucks to be purchased including the amounts budgeted,
the purchase order amounts, and references to the appropriate pages in Appendix B of the 2007-09
Financial Plan.
FISCAL IMPACT:
Total Purchase Order Amount: $216,073.55
Total Amount Budgeted: $284,000.00
In general the amounts budgeted are somewhat higher than the base vehicle prices to allow later
purchases of accessories like service bodies, flatbeds, racks, and radios.
CONCURRENCE,
The Fleet CIP Review committee reviewed alternatives for these trucks to potentially reduce fuel
use. The committee recommended the targeted reduction in engine and models in order to take
advantage of reductions where practical that would not compromise the user needs or create
problems mechanically from underpowered vehicles.
ATTACHMENTS
1. Fleet Procurements through Perry Ford 2007-08 Sorted by Vehicle Type
2. Quote Sheet from Perry Ford
G:\Staff-Reports-Agendas-Minutes\_CAR\2007\Fleet\CAR 07-08 Truck Order-Perry Ford v2.DOC
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