HomeMy WebLinkAbout06-14-2016 Item 18 Control Systems Fleet Expansion, Spec 91458
Meeting Date: 6/14/2016
FROM: Carrie Mattingly, Utilities Director
Daryl R. Grigsby, Director of Public Works
Prepared By: Timothy S. Bochum, Deputy Director of Public Works
Steve Schmidt, IT Manager
Brigitte Elke, Business Manager
Isaac Shuck, Fleet Maintenance Supervisor
SUBJECT: CONTROL SYSTEMS FLEET EXPANSION, SPECIFICATION NO. 91458
RECOMMENDATION
1. Authorize the Finance Director to expand the City Fleet by two vehicles; and
2. Authorize the Finance Director to execute a purchase order to Toyota of San Luis Obispo in
the amount of $67,178.06 for the purchase of two 2016 Toyota Crew Cab 4 x 4 pickups.
DISCUSSION
Background
The Utilities and Information Technology Departments have been working together for the past
two years to create two new Control Systems positions in the City. These two new positions will
be funded by the Utilities Department but will be managed by Information Technology. The
new employees will be greatly involved with the design, installation, testing, and maintenance of
all the Utilities Department’s supervisory control and data acquisition (SCADA) and telemetry
hardware and software for all water distribution and wastewater facilities. The mission critical
and highly technical nature of these systems requires employees with specialized skills and
experience to assure continued uninterrupted services to the City. With the addition of these two
employees, the Utilities Department will need two new vehicles.
The need for crew cab, 4 x 4 pickups was identified for the following reasons:
Frequent need to take more than two technicians to remote mountaintop sites.
Travel to SCADA and Telemetry training for more than two technicians.
Oftentimes, more than two technicians are required for technical equipment installations.
Roads to most water tank and mountaintop repeater sites are not maintained and require a
4 x 4 vehicle.
Technicians need the additional space in the cab to transport critical and very fragile
SCADA and telemetry equipment.
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Cooperative Purchase versus Local Purchase
Staff recommends a purchase award to Toyota of San Luis Obispo in the amount of $67,178.06
for two 2016 Toyota Crew Cab 4 x 4 pickups.
Pursuant to City purchasing guidelines, staff explored use of a multi-year cooperative purchasing
agreement with the State of California Contract No. 1-16-23-20 C, to purchase two Toyota pickups.
This resulted in a quote in the amount of $68,556.54 through its approved dealer, Freeway Toyota,
for pickups that met City specifications. Per City purchasing guidelines, staff contacted the local
dealer, Toyota of San Luis Obispo, for comparative pricing and received a quote in the amount of
$67,178.06.
CONCURRENCES
IT and Utilities management concur with the vehicle recommendation made in this report.
FISCAL IMPACT
Funding for these vehicles will be split between the Water and Sewer Fund Completed Projects
accounts. The current balance in the Water Fund Completed Projects account is $115,657 and the
current balance in the Sewer Fund Completed Projects account is $43,063.
ALTERNATIVES
Defer Purchase.
The City Council could choose to deny the Fleet expansion and purchase of two new pickups.
Staff does not recommend this option as each technician will need access by vehicle to both local
and remote City facilities to perform their jobs.
Attachments:
18.a a - Toyota of SLO Quote - 2016 Toyota Crew Cab 4 x 4
Vehicle Costs
Base Vehicle Cost $30,986.00
Doc Fee $80.00
Tire Fee $8.75
License Filing Fee $29.00
Sales Tax $2,485.28
Total Vehicle Cost $33,589.03
Total Vehicle Cost (Qty 2)$67,178.06
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