Title
Resolution to Authorize the Purchase of Three Trucks from National Auto Fleet Group (Sourcewell - $164,326.02)
Memorandum
The attached resolution authorizes the purchase of one 2026 Chevy Silverado 3500 Regular Cab 4x4 at $53,652.80, one Chevy Silverado 3500 Crew Cab 4x4 at $57,491.75, and one Chevy Silverado 2500 4x4 at $53,181.47 for a total of $164,326.02 through the Sourcewell government cooperative purchasing program (contract #081325) from National Auto Fleet Group, Watsonville, California.
One of the primary objectives of the Fleet and Facilities Unit is to ensure that the City maintains a fleet that is reliable and affordable. One of the ways that we do this is by establishing a replacement schedule for each class of vehicle. This does not mean that once a vehicle hits the preset age it is automatically replaced. When a vehicle comes up on the replacement schedule, we use a two-step evaluation process. The first step looks at five categories, including the vehicle’s age, miles/hours of use, type of service, reliability, maintenance and repair cost. The second step consists of the Fleet Service Supervisor’s review of the vehicle repair history and general condition. Each category has point values that are assigned as follows:
AGE - one point for each year the vehicle is in service
MILES/HOURS - one point for each 10,000 miles or 330 hours of service
TYPE of SERVICE - one point for light duty use to five points for severe duty use
RELIABILITY - average # of work orders per month (1 <.25, 2 =.25 to .50, 3 =.50 to .75, 4=.75 to 1, and 5 = over 1 per month)
MAINTENANCE COST - repair cost as a percentage of purchase price (1 = 20 to 40%, 2 = 40% to 60%, 3 = 60% to 80%, 4 = 80% to 100%, and 5 = Over 100%)
SUPERVISOR REVIEW - based on a review of work order history and the Supervisor’s experience (1 = very good condition to 5 = very poor condition)
Vehicles with a total score of 22 or below are considered to be in good condition and are not scheduled for replacement. When the total score is between 23 and 27 the vehicle must have a supervisor rating of 4 or 5 before qualifying for replacement. A vehicle with a total score of 28 and above still needs a supervisor rating of 3 or above to qualify for replacement. By weighting the supervisor’s score, we ensure that vehicles that have been in service for a long time or that have had one exceeding high repair charge but are otherwise in very good condition, are not replaced.
The majority of the City’s fleet usage is tracked by hours used instead of miles driven. By tracking hours, we get a more accurate assessment of the wear and tear the engine and drive train receive in the “stop and go” city environment. We estimate that city driving accounts for 90 to 95 percent of the hours put on City vehicles.
Of the 46 light vehicles scheduled for evaluation this year, 25 have met the scoring requirements for replacement. Of the 25 vehicles scheduled for replacement, 3 of these vehicles are included in this resolution.
The Fleet & Facilities Unit of the City Administration Services Area uses pickup #1265, a 2019 Ford F-350 4x4 with plow and spreader for its facilities operations. This vehicle is used by the facilities crew to maintain the City’s facilities, grounds, and plow snow in the wintertime. The size and use of this vehicle do not match up with any current manufacturer’s electric vehicle offerings so this vehicle will be replaced by gas powered 2026 Chevy Silverado 3500 Regular Cab 4x4 pickup truck. The purchase price of this vehicle is only for the truck and the plow and spreader will be added after the vehicle is delivered.
The Engineering Unit of the Public Services Area has requested an additional work truck for their fleet due to department expansion and increased work. They have requested a 1-ton work truck with a liftgate on the back. A 2026 Chevy Silverado 3500 Crew Cab 4x4 will be purchased to meet the department’s needs. The size and use of this vehicle do not match up with any current manufacturer’s electric vehicle offerings. The purchase price of this vehicle is only for the truck, and the lift gate will be added after the vehicle is delivered.
The Public Works Unit of the Public Services Area uses pickup #6278, a 2020 Ford F-250 4x4 with plow for its forestry operations. The vehicle is used by the forestry crew for the daily activities of maintaining the City’s trees and cleaning up storm damage after severe weather. This truck is also used as a plow truck in the wintertime. The size and use of this vehicle do not match up with any current manufacturer’s electric vehicle offerings so it will be replaced with a gas powered 2026 Chevy 2500 4x4 pickup truck. The purchase price of this vehicle is only for the truck, and the plow will be added after the vehicle is delivered.
National Auto Fleet Group complies with the requirements of the City’s Conflict of Interest and Non-Discrimination ordinances.
Budget/Fiscal Impact: Adequate funding for the purchase of these vehicles is available in the approved FY2027 Fleet Services Fund Operations and Maintenance budget.
In addition to the operating costs of each of the vehicles, the owning department will be responsible for the Fleet replacement cost each year. This Fleet replacement cost covers the future cost of replacing the vehicles purchased under this resolution.
Green Fleet Policy: The Green Fleet Committee approved the need for the replacement of these vehicles, that the proposed replacement is consistent with the Green Fleet Policy and recommended the approval of this resolution. The Sustainability and Innovations Manager has concurred with the actions of the Committee.
Staff
Prepared by: CJ Stegink, Fleet Supervisor
Carl Konopaska, Fleet & Facilities Unit Manager
Reviewed by: Mariah Walton, Deputy City Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The Fleet & Facilities Unit needs to purchase replacement vehicles for the City’s fleet;
Whereas, Competitive bids were received by the Sourcewell government cooperative purchasing program and National Auto Fleet Group was awarded contract #081325; and
Whereas, National Auto Fleet Group complies with the requirements of the City’s Conflict of Interest and Non-Discrimination Ordinances;
RESOLVED, That City Council approve the issuance of a purchase order to National Auto Fleet Group for the purchase of one 2026 Chevy Silverado 3500 Regular Cab 4x4 at $53,652.80, one Chevy Silverado 3500 Crew Cab 4x4 at $57,491.75, and one Chevy Silverado 2500 4x4 at $53,181.47 for a total of $164,326.02;
RESOLVED, That funds for the purchase of these vehicles come from the FY2027 Fleet Services Fund Operations and Maintenance budget with funds to be available without regard to fiscal year;
RESOLVED, That the vehicles being replaced (nos. 1265 and 6278) be sold at the next City auction after the asset is removed from service; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.