09 - Laserfiche WebLink

BACKGROUND The City's current fleet for all departments, excluding police patrol vehicles, fire apparatus and para-transit buses, includes a total of 138 vehicles. While the City maintains a vehicle replacement program intended to regularly replace vehicles, in an effort to realize cost savings and "stretch out" the life of vehicles, many of these vehicles are nearing 20 years old requiring increased maintenance due to their age and general condition. In an attempt to more closely control vehicle replacement costs, at its meeting on August 19, 2014 the City Council approved a five year Enterprise Lease Program agreement that will provide the City with forty-one leased vehicles over the five year term. As part of this program, the City is responsible for procuring and installing specialty vehicle equipment such as tool boxes, beacons, arrow boards, storage racks, dump truck gates, hoists, etc. In December, 2014, staff conducted an informal bid process to identify a vendor for the purchase and installation of the required outfitting equipment and in response; it received quotes from Diamond Truck Manufacturing and Western Truck Fabrication. After reviewing the proposals, staff selected Western Truck based on its low cost of $288,499.25 for all twenty-eight vehicles. Because the bids came in considerably higher than anticipated, staff decided to authorize work on eleven of the highest priority vehicles that could be completed within City Council authorized budget of $100,000. These vehicles have been completed or are currently undergoing the outfitting. Staff then, requested Western Truck Fabrication to prepare a separate proposal for the remaining 17 vehicles and the purchase order authorizing this work is recommended for approval. The attached purchase order details the types of specialty equipment that will be installed in the vehicles. DISCUSSION The transition to a leased fleet will provide the City with overall more efficient vehicles in a cost effective manner. Further, the inclusion of new outfitting equipment assures that the vehicles are up to date meeting appropriate safety and use standards. Submitted by: Fis /Review: Approved y: (R - Daniel Smith Tina Olson Nelson Fialho Operations Services Director Director of Finance City Manager Attachment: 1. Western Truck Fabrication Purchase Order Page 2 of 2