Report Prepared by: Cosmo Ordunez, Public Works Manager-Internal Services
Title
SUBJECT: Approval to Purchase One (1) New Ford F-350 Work Truck from Rush Truck Centers in the Amount of $110,743.57, Plus a 10% Contingency ($11,074.36), for a Total not to Exceed Amount of $121,817.93 as an Addition for the Water Division
REPORT IN BRIEF
Considers approving the purchase of one new work truck for the Water Division in the amount of $110,743.57, plus a 10% contingency for a total amount not to exceed $121,817.93, utilizing the cost savings government procurement program (Sourcewell). The purchase of the new vehicle will support the newly established Lead Instrumentation Technician position, improve operational efficiency, enhance reliability, and reduce maintenance costs.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving to waive the City’s competitive bidding requirement as permitted by Merced Municipal Code section 3.04.210 and authorizing the purchase to be made with a cooperative purchase agreement through Sourcewell, a government procurement program; and,
B. Approving the purchase of one new Ford F-350 work truck in the amount of $110,743.57 from Rush Truck Centers, through Sourcewell contract # 032824-RTG; and,
C. Authorizing the City Manager to execute any necessary documents for the purchase specified above and the City Purchasing Supervisor to issue the Purchase Order(s), and approval of change orders not to exceed 10% ($11,074.36) of the total purchase price.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to other than recommended by staff (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Municipal Code Section 3.04.210 - Exemptions from competitive bidding.
CITY COUNCIL PRIORITIES
As provided for in the FY 25/26 Adopted Budget.
DISCUSSION
Sourcewell offers an equipment/vehicle purchase program to government entities nationwide; specifications are created, and Request for Bids are sought by Sourcewell for a wide variety of equipment used by local governments. As a result of the nationwide scope of these programs, the City is able to purchase specialized equipment for much less than the more traditional method of creating specifications and soliciting bids in-house.
Over the last several years, the City has purchased a variety of equipment including, street sweepers, leaf trucks, fire trucks, refuse trucks, etc. through the Sourcewell government procurement program with great success.
The Public Works Department, Fleet Services Division, is requesting Council authorization to purchase one (1) new Ford F-350 work truck for the Water Division to support the newly created Lead Instrumentation Technician position. This vehicle will be utilized for the maintenance, calibration, troubleshooting, and repair of critical water system instrumentation and control systems throughout the City’s water infrastructure.
Providing a dedicated vehicle for this position will improve response times, increase efficiency in field operations, and ensure that essential water system components are maintained in a timely and reliable manner. This directly supports regulatory compliance, system reliability, and uninterrupted delivery of safe drinking water.
The vehicle to be purchased is consistent with the City’s fleet standards and will meet all applicable State of California emissions requirements.
Section 3.04.210 of the Merced Municipal Code provides that the City Council can approve a waiver of the City’s competitive bidding requirements when such purchases are made pursuant to cooperative purchasing in conjunction with other governmental entities.
Staff requests waiving the bidding requirements in order to standardize equipment and utilize the government pricing contract.
IMPACT ON CITY RESOURCES
This vehicle was approved in the FY 2025/26 adopted budget in Fund 7006-Vehicle Replacement, project #VR266060 in the amount of $150,000. No additional appropriations are needed.
ATTACHMENTS
1. Rush Truck Centers - Quote
2. Rush Truck Centers Sourcewell Contract Documentation
3. Sourcewell Contract Price Information
4. Sourcewell Membership