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CC 2013-12-10_08.g. Purchase of a Replacement Utility VehicleMEMORANDUM TO: CITY COUNCIL FROM: BY: GEOFF ENGLISH, DIRECTOR OF PUBLIC WORKS RON SIMPSON, PUBLIC WORKS SUPERVISOR SUBJECT: CONSIDERATION OF THE PURCHASE OF A REPLACEMENT UTILITY VEHICLE FOR THE PUBLIC WORKS DEPARTMENT DATE: DECEMBER 10, 2013 RECOMMENDATION: It is recommended the City Council authorize the purchase of a replacement utility vehicle from Epic Motorsports of Goleta in the amount of $16,097.37. IMPACT TO FINANCIAL AND PERSONNEL RESOURCES: The Soto Sports Complex Maintenance budget has an allocation of $16,900 budgeted for the purchase of a utility vehicle. BACKGROUND: The Public Works Department currently has no utility vehicle for use in operation as the previous vehicle was taken out of service in FY 2012-13. The FY 2012-13 budget contained an appropriation for the replacement of the utility vehicle. Due to timing constraints, the replacement vehicle was not purchased in FY 2012-13 and the appropriation was carried forward to FY 2013-14. ANALYSIS OF ISSUES: The Public Works Department utility vehicle was declared surplus and sold at auction in FY 2012-13. This previous vehicle was purchased in 1989 and was no longer in operating condition. Replacement of this vehicle is important for the ongoing maintenance of the Soto Sports Complex and other City maintained park facilities. Staff solicited bids for the replacement utility vehicle on November 12, 2013. Two bids were received by the due date of November 26, 2013. The lowest responsible bid was received from Epic Motorsports of Goleta in the amount of $16,097.37. A copy of the bid summary for the replacement utility vehicle is attached. This vehicle will be primarily used for the maintenance of the Soto Sports Complex. Item 8.g. - Page 1 CITY COUNCIL CONSIDERATION TO AUTHORIZE THE PURCHASE OF PUBLIC WORKS DEPARTMENT REPLACEMENT UTILITY VEHICLE NOVEMBER 27, 2013 PAGE2 ADVANTAGES: The following advantages have been identified for the project: • Replacement of the utility vehicle will reduce the use of light duty trucks on the sports fields, which increases the life of the turf and also makes the Departments light-duty truck available for other maintenance uses. • The new vehicle will serve multiple uses at the Soto Sports Complex which in turn makes for a more efficient maintenance program. DISADVANTAGES: No disadvantages have been identified for the project. ENVIRONMENTAL REVIEW: No environmental review is required for this administrative action. ALTERNATIVES: The following alternatives are provided for the City Council's consideration: 1. Authorize the proposed vehicle purchase; 2. Do not authorize the purchase of the proposed vehicle; 3. Direct staff to re-bid the proposed vehicle replacement; or 4. Provide direction to staff. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, December 5th, 2013. The Agenda· and staff report were posted on the City's website on Friday, December 6th, 2013. ATTACHMENT: 1. Bid Summary Log Sheet Item 8.g. - Page 2 DEADLINE: SUBMITTED BY: Epic Motorsports. Goleta, CA Paso Robles Polaris Paso Robles, CA c: City Manager BID OPENING LOG SHEET CITY OF ARROYO GRANDE November 26, 2013, 2:00 p.m. Off Road Vehicle -2013 TOTAL $16,097.37 $16,421.39 Director of Public Works J ATTACHMENT 1 Item 8.g. - Page 3 THIS PAGE INTENTIONALLY LEFT BLANK Item 8.g. - Page 4