HomeMy WebLinkAboutAGENDA REPORT 2013 0619 CCSA REG ITEM 10E ITEM 10.E.
:ity Council Meeting
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AGENDA REPORT ct��1L�'-'„ o'�O0•
TO: Honorable City Council - - --
FROM: Dave Klotzle, City Engineer/ Public Works Director
Prepared By: Ashraf Rostom, Public Works Superin dent/Inspector
DATE: June 7, 2013 (CC Meeting of 06/19/13)
SUBJECT: Consider Resolution Amending the Fiscal Year 2012/13 Budget to
Fund the Procurement of Maintenance Vehicles
DISCUSSION
The Public Works Department utilizes three utility trucks to carry out street maintenance
activities on a daily basis. The trucks currently in service are described as follows:
Vehicle No. Description Mileage
43 2002 Ford F-350 (gas) 93,000
58 2006 Ford F-250 (gas) 58,000
66 2007 Ford F-450 (diesel) 40,000
The California Air Resources Board (CARB) requires that all light and heavy duty
vehicles with a Gross Vehicle Weight Rating (GVWR) between 14,000 and 19,500
pounds with an engine manufactured between 2003 and 2006, must have a Best
Available Control Technology (BACT) system installed such as a diesel Particulate
Matter (PM) filter.
The 2007 F-450 truck has 2006 engine and a GVWR of 16,000 pounds and therefore
requires a PM filter to comply with CARB requirements. The estimated cost to install a
PM filter on Vehicle No. 66 is $14,500. The annual maintenance cost of the PM filter is
estimated to be $500.
Recently, Vehicle No. 66 had to be taken to the Simi Valley Ford Dealer for a repair that
required the truck body to be removed, and the truck was out of service for one week.
Had this repair not been covered under warranty, it would have cost more than $3,700.
Staff has determined that Vehicle No. 66 has the potential for continual high
maintenance costs and the requirement to install a PM filter outweighs the current truck
value of about $11,500.
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Honorable City Council
June 19, 2013
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Staff recommends replacing Vehicle No. 66 with a Ford F-250. By replacing the larger
and heavier F-450 truck with an F-250, staff expects there to be a $700 annual savings
in fuel costs, as well as lower maintenance costs including tire replacements since the
F-450 has dual rear wheels and the F-250 does not. The electric powered crane
currently installed on the F-450 will be transferred to the new F-250. The F-250 is of an
adequate size to meet the needs for Public Works Street Maintenance activities.
Staff also recommends the purchase of a second F-250 to replace Vehicle No. 43, an
F-350, since it has 93,000 miles and has outlived its useful life. Staff expects this
replacement to yield a $500 annual savings in fuel costs, as well as lower maintenance
costs including tire replacements since the F-350 has dual rear wheels and the F-250
does not.
The 2006 F-250, Vehicle No. 58, will remain in service at this time.
FISCAL IMPACT
The estimated cost of an F-250 to replace Vehicle No. 66 including the trade-in value, is
shown below.
Description Est. Cost($)
F-250 Purchase Price $18,126
Cost of auxiliary equipment *' $14,300
Shipping $350
Sub-total $32,776
Sales tax&fees $3,082
Trade-in Value 2007 F450#66 ($11,500)
$24,358
"* including utility body, safety lights, and transfer of radio and crane
The estimated cost of an F-250 to replace Vehicle No. 43, is shown below. The 2002 F-
350 will be surplused to auction in its `as-is' condition.
Description Est. Cost($)
F-250 Purchase Price $18,126
Cost of auxilary equipment '* $12,300
Shipping $350
Sub-total $30,776
Sales tax&fees $2,922
Total $33,698
** including utility body, safety lights, and transfer of radio
The total estimated combined cost for the two vehicles is $58,056. A budget
expenditure increase of $60,000 is requested from the Equipment Replacement Fund
(4003) to cover the purchase price and any contingency costs.
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Honorable City Council
June 19, 2013
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Upon City Council approval, the new vehicles will be purchased by "piggy-backing" on
an existing State of California purchase contract with Ford which was established via
competitive bidding. The estimated delivery time for the new vehicles is approximately
three (3) weeks after placing the order.
A resolution amending the Fiscal Year 2012/13 budget (Attachment 2) is required to
appropriate funding from the Equipment Replacement Fund to purchase the vehicles.
STAFF RECOMMENDATION (ROLL CALL VOTE)
Adopt Resolution 2013 - amending the Fiscal Year 2012/13 budget to appropriate
$60,000 from Equipment Replacement Fund (Fund 4003)
Attachment: Resolution 2013 -
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Attachment
RESOLUTION NO. 2013-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2012/13 BUDGET TO APPROPRIATE $60,000 FROM
EQUIPMENT REPLACEMENT FUND (4003) FOR THE
PURCHASE OF PUBLIC WORKS MAINTENANCE VEHICLES
WHEREAS, on June 20, 2012, the City Council adopted the Operating and Capital
Improvements Projects budget for Fiscal Year 2012/13; and
WHEREAS, the adopted budget does not include the purchase of Public Works
maintenance vehicles; and
WHEREAS, a staff report has been presented to the City Council requesting a
budget adjustment to appropriate $60,000 from Equipment Replacement Fund (4003);
and
WHEREAS, Exhibit "A", attached hereto and made a part hereof, describes said
budget amendment and its resultant impact to the budget line items.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES
HEREBY RESOLVE AS FOLLOWS:
SECTION 1. That a Budget amendment in the aggregate increase of $60,000
as more particularly described in Exhibit "A", is hereby approved.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and
shall cause a certified resolution to be filed in the book of original resolutions.
PASSED AND ADOPTED this 19th day of June, 2013.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Attachment: Exhibit 'A': Appropriation and Budget Detail
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Resolution No. 2013 -
EXHIBIT "A"
BUDGET AMENDMENT FOR
EQUIPMENT REPLACEMENT FUND (4003) TO APPROPRIATE $60,000 FOR
THE PURCHASE OF PUBLIC WORKS MAINTENANCE VEHICLES
FY 2012-2013
FUND ALLOCATION FROM:
Fund Account Number Amount
Equipment Replacement 4003-5500 $ 60,000.00
Total $ 60,000.00
DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS:
Account Number Current Budget Revision Amended Budget
4003.8310.0000.9505 $ - $ 60,000.00 $ 60,000.00
Total $ - $ 60,000.00 $ 60,000.00
Finance Approval:
S:\Public Works\Everyone\Reports\Staff Reports\2013\June\budget_truck_Budget Amendment Exhibit A 95