PREPARED BY: CHIARA HANNA DATE OF MEETING: 04/21/2025
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO PURCHASE THE FOLLOWING USING RESERVE FUND 140: FIVE (5) 2025 DODGE DURANGO POLICE INTERCEPTOR VEHICLES WITH EMERGENCY EQUIPMENT, ONE (1) MADVAC LS125 ELECTRIC LITTER VACUUM SWEEPER, ONE (1) BANDIT 200UC HAND-FED WOOD CHIPPER, ONE (1) 2025 FORD F-150 LIGHTNING ELECTRIC PICKUP TRUCK, AND ONE (1) 2023 FORD F-250 PICKUP TRUCK USING COMPETITIVELY BID COOPERATIVE PURCHASING AGREEMENTS PURSUANT TO SAN PABLO MUNICIPAL CODE SECTION 3.16.110 (E); AND SELL POLICE DEPARTMENT AND PUBLIC WORKS DEPARTMENT VEHICLES AS SURPLUS PROPERTY THROUGH PUBLIC AUCTION PURSUANT TO SAN PABLO MUNICIPAL CODE SECTION 3.16.120
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
FY 2025-2027 Council Priority Workplan Compliance Statements:
Priority 109 - Develop Public Facilities for Active Living (Parks, Open Space, Sidewalks, Trails, Bike Lanes, Etc.); Priority 202 - Identify and Implement Long-Term Environmental Stewardship Goals; and Priority 509 - Sustain Traffic Safety Program are some of the top City Council priorities listed under the City of San Pablo City Council Priority Work Plan FY 2025-27, effective April 7, 2025.
BACKGROUND
Police Department (PD)
The Police Department operates a fleet of marked and unmarked emergency vehicles, required for 24/7 operation. The Police Department needs marked and unmarked emergency vehicles for patrol and administrative use. This new vehicle purchase will support the Police Department’s existing fleet and replace a patrol vehicle deemed a catastrophic loss due to a collision, in addition to three other vehicles requiring replacement due to age, mileage, and maintenance costs.
PD Vehicle Purchase
The Police Department requests the City Council to authorize the City Manager to purchase (5) 2025 Dodge Durango Police Interceptor vehicles from Elk Grove Auto in Elk Grove, CA for a total sum of $296,708, under the State of California Department of General Services contract 1-22-23-23E (Cooperative Purchasing Agreements). The State of California Contract 1-22-23-23E went into effect on May 1, 2022 and will expire on April 30, 2026.
The new vehicles will be outfitted with specialized police emergency equipment. Priority 1 Public Safety, Inc. is the Police Department’s contracted service provider and will outfit the new vehicles with emergency equipment for a total cost not to exceed $108,245.
The cost of the new PD vehicles are shown below:
|
Description |
Cost |
|
2025 Dodge Durango (5 Units) |
$296,708 |
|
Emergency Vehicle Equipment |
$108,245 |
|
E&T Sign- Vehicle Decal |
$ 4,120 |
|
Contingency (10%) |
$ 40,907 |
|
Total Cost Not to Exceed |
$449,980 |
Public Works Department (PW)
The Public Works Department Maintenance Division is responsible for the daily maintenance and upkeep of City properties and infrastructure including security, repairs, and major maintenance of City-owned assets such as buildings, landscaping, roadways, and vehicles. The Public Works Department Division has identified a need to purchase one new street sweeper, one new wood chipper, and two new pickup trucks for efficiency of ongoing maintenance and daily operations.
PW Vehicle/Equipment Purchase
1. New Street Sweeper
A new sub-compact street sweeper is requested to improve the City’s street sweeping efforts, specifically to remove debris and litter from residential streets, bike lanes, and newly planned areas in recently completed and upcoming Capital Improvement Projects (CIP). Although the City currently contracts bi-weekly street sweeping, the addition of a Madvac LS125 Electric Litter Vacuum Sweeper with its narrower 4-foot width will improve the ability to manage new bike lanes and other hard-to-reach areas more efficiently.
2. New Wood Chipper
The Maintenance Division routinely uses a wood chipper for park and tree maintenance, as well as emergency response to storm damage or accidents that involve fallen trees. The current chipper is unreliable and costly to maintain, and it is past its useful life. A new Bandit 200UC Hand-Fed Chipper will ensure better performance and reliability during operations.
3. New Pickup Trucks
The Division also requires two new pickup trucks for staff to transport tools, equipment, and materials to perform maintenance work on City facilities and properties. These vehicles will replace older trucks that are no longer effective for daily use.
The cost of the new equipment and vehicles are shown below:
|
Description |
Amount |
|
Madvac LS125 Electric Litter Vacuum Sweeper |
$276,704 |
|
Bandit 200UC 12” Capacity Hand-Fed Wood Chipper |
$ 52,810 |
|
Ford F-150 Lightning Pickup Truck |
$ 56,282 |
|
Ford F-250 Pickup Truck |
$ 49,320 |
|
Outfitting for Pickup Trucks (Lumber Rack, Tool Boxes and Lightbars) |
$ 7,900 |
|
Contingency (10%) |
$ 44,302 |
|
Total Cost Not to Exceed |
$487,318 |
In order to make the most cost-effective purchases possible, the Police Department and Public Works Department have pursued cost proposals through authorized suppliers with existing cooperative purchasing agreements. Staff has researched available vehicles and equipment and found suitable replacements through vendors with cooperating purchasing agreements that meet the City’s requirements and needs, and satisfies the cooperative purchasing requirements of San Pablo Municipal Code Section 3.16.110 (E).
Vehicle Surplus
City staff also recommends that the following vehicles/equipment be auctioned pursuant to San Pablo Municipal Code Section 3.16.120 due to increased repairs and ongoing maintenance costs and safety.
• 2018 Ford Explorer (Vehicle #1807)
• 2003 Ford Expedition (Vehicle #831)
• 2014 Ford Taurus (Vehicle #865)
• 2008 Ford F-250 (Vehicle #635)
• 2010 Bandit F150 Wood Chipper (Vehicle #680)
Budget, Fiscal & Legislative Standing Committee Review
On April 9, 2025, staff presented this procurement request to the Budget, Fiscal & Legislative Standing Committee (Vice Mayor Pabon-Alvarado and Councilmember Ponce). Upon completion of the presentation, the Committee recommended the procurement request be forwarded to the City Council for formal consideration and approval.
FISCAL IMPACT
The total purchase cost of vehicles, equipment and outfitting is $852,089 with a 10% contingency in the amount of $85,209 for a total authorization not to exceed of $937,298 will be made from the FY2024-25 Asset and Vehicle Replacement Budget (Fund 140). Any revenue funds received from the sale of the surplus vehicles for PD will be credited to the FY202425 Vehicle Replacement Account Code (102-2110-46300), and revenue funds from the sale of the surplus vehicles for PW will be credited to the FY2024/25 SLLD Program Costs and Supplies Account Code (237-3610-43500).
ATTACHMENTS:
Att A - Resolution
Att B - Elk Grove Auto Quote
Att C - Priority One Equipment Quote
Att D - ET Sign Quote
Att E - CDGS Fleet Contract
Att F - Exprolink Quote
Att G - Cal-Line Quote
Att H - National Auto Fleet Quote F-150
Att I - National Auto Fleet Quote F-250
Att J - Sourcewell Contract (Exprolink)
Att K - Sourcewell Contract (National Auto Fleet)
Att L - Sourcewell Contract (Cal-Line)
Att M - PW Surplus Equipment