Report Prepared by: Cosmo Ordunez, Public Works Manager-Internal Services
Title
SUBJECT: Approval to Purchase One (1) 2027 Ford F-350 Cab and Chassis with an 11 Foot Douglas Service Body from PB Loader for a Total Amount of $107,140.80 for the Fleet Maintenance Division to Replace E-1183, and One (1) 2026 Ford F-250 Cab and Chassis with a Knapheide Service Body, with all Necessary Attachment Equipment, for a Total Amount of $70,608.52 from Rush Truck Centers for the Facilities Division as a New Acquisition
REPORT IN BRIEF
Considers approving the purchase of one (1) 2027 Ford F-350 cab and chassis with an 11’ Douglas Service Body for the Fleet Maintenance Division from PB Loader for a total amount of $107,140.80 to replace E-1183, and one (1) 2026 Ford F-250 cab and chassis with a Knapheide Service Body for the amount of $70,608.52 for the Facilities Division as a new acquisition, with all necessary attachment equipment, from Rush Truck Centers.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving 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 (1) 2027 Ford F-350 Cab and Chassis with an 11 Foot Douglas Service Body for $107,140.80 from PB Loader, through Sourcewell Contract # 050625-PBL, and one (1) 2026 Ford F-250 Cab and Chassis with a Knapheide Service Body for $70,608.52 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,
D. Authorizing the issuance of the Purchase Order and approval of change orders not to exceed 10% 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 26/27 Adopted Budget.
DISCUSSION
History
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 not provided by local vendors including, street sweepers, leaf trucks, fire trucks, refuse trucks, etc. through the Sourcewell government procurement program with great success.
The Public Works Department is requesting authorization to purchase two (2) service body trucks through the Sourcewell cooperative purchasing contract with PB Loader and Rush Truck Centers. The proposed purchase includes one (1) 2027 Ford F-350 with a Douglas Service Body for the Fleet Maintenance Division, and one (1) 2026 Ford F-250 with a Knapheide Service Body for the Facilities Division.
The Fleet Maintenance Division relies on its service truck to provide mobile maintenance, repairs, roadside assistance, and emergency response for the City’s fleet and equipment throughout the community. E-1183 has reached a point where continued operation is becoming increasingly unreliable due to recurring mechanical problems and the escalating cost of repairs. The frequency and expense of these repairs have made continued investment in the existing vehicle increasingly difficult to justify when compared with the long-term reliability and operating benefits of replacement.
An unreliable service truck directly impacts the Fleet Maintenance Division’s ability to respond to vehicle and equipment failures in a timely manner. When the truck is unavailable due to mechanical repairs, staff may be unable to provide essential field services or may have to rely on alternative vehicles and equipment that are not appropriately configured for the work. This can result in service delays, increased downtime for other City vehicles, and additional operational costs.
Replacing E-1183 with a new 2027 Ford F-350 equipped with an 11-foot Douglas Service Body will provide Fleet Maintenance staff with a dependable, properly equipped vehicle capable of supporting field repairs and maintenance activities. The new vehicle will reduce the likelihood of unplanned downtime, minimize the City’s exposure to costly repairs associated with aging vehicles, and improve the Division's ability to provide timely service to City departments. The replacement will also provide employees with a modern vehicle incorporating current safety and operational features, supporting safer and more efficient field operations.
The Facilities Division provides maintenance and repair services for City buildings, facilities, and related infrastructure. The Division currently relies heavily on hand-me-down vehicles that have been transferred from other City departments as newer vehicles are acquired. While this practice has allowed the City to extend the useful life of existing fleet assets, it has also resulted in an aging and less standardized fleet for Facilities staff.
The acquisition of a new service body truck will provide the Facilities Division with a dedicated, reliable vehicle specifically suited to its maintenance and repair responsibilities. A properly equipped service body provides staff with secure storage and ready access to tools, parts, materials, and equipment needed to perform work at multiple City facilities. Having a dependable vehicle assigned to the Division will improve staff productivity, reduce the need to adapt older vehicles to current operational needs, and provide greater reliability when responding to routine and urgent facility maintenance requests.
Together, these purchases will strengthen the City’s ability to maintain its fleet and facilities by providing reliable, purpose-built service vehicles. The Fleet replacement will address an existing vehicle that has become increasingly costly and unreliable to maintain, while the Facilities acquisition will begin addressing the Division’s need to modernize its aging, hand-me-down fleet. Investing in reliable service vehicles will help reduce operational interruptions, improve employee productivity and safety, and support the City’s ability to provide timely and dependable services to the community.
Both vehicles were included in the FY 26/27 adopted budget. In addition to improving operational reliability and efficiency, the new dump trucks will comply with current California Air Resources Board (CARB) emission standards, supporting the City’s efforts to maintain a cleaner and more sustainable fleet.
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
The vehicles were approved in the FY 26/27 adopted budget in Fund 7006-Fleet Replacement project. No additional appropriation of funds is needed.
ATTACHMENT
1. Rush Truck Centers, Quote
2. Rush Truck Centers, Sourcewell Contract Information
3. Rush Truck Centers, Sourcewell Pricing
4. PB Loader Quote
5. PB Loader Sourcewell Contract Information
6. PB Loader Sourcewell Pricing