2022/10/26 Council Agenda Packet

E EVERETT Award and Authorize 2022 vehicle and equipment replacement purchases From the Lowest -Priced, Best Available Project title: Source through Competitively Bid, Cooperative Contracts. City Council Agenda Item Cover Sheet Council Bill # 'rerun -ice use Agenda dates requested: October 26, 2022 Briefing Proposed action Consent Action Ordinance Public hearing Yes X No Budget amendment: Yes X No PowerPoint presentation: Yes X No Attachments: Vehicle and Equipment Replacement List Department(s) involved: Procurement & Motor Vehicle Division Contact person: Theresa Bauccio-Teschlog Phone number: (425) 257-8901 Email: tbauccio@everettwa.gov Initialed by: Department head Administration Council President Project: Partner/Supplier: Various as listed in the Vehicle and Equipment Replacement List Location: Preceding action: 2022 Vehicle and Equipment Replacement Budget Adoption Fund: Various Fiscal summary statement: The General Government and Enterprise funds have budgeted funds remaining for vehicle and equipment replacement in 2022, which include new vehicle and equipment purchases and associated upfits. • Amount budgeted: o General Government fund — 126: $430,000 o Enterprise fund- $1,360,000 Award and Authorize 2022 Vehicle and Equipment Replacement Funds to Purchase Remaining Vehicles and Equipment Due to volatile market conditions and supply chain challenges, manufacturers have imposed unexpected and short-order windows with limited availability of desired vehicles and equipment. Therefore, vehicle or equipment requests are time sensitive and require immediate order placement. To prevent ordering delays, staff requests authorization to purchase vehicles from appropriate, competitively bid contracts as needed using the remaining budget authority as shown in the attached 2022 Vehicle and Equipment Replacement list. Project summary statement: Vehicles and equipment owned by the City are replaced through an annual review process. MVD generates a 10-year replacement list through the fleet management system, assigning a score based on mileage, age, and lifetime maintenance costs. Based on these scores, MVD provides the 10-year replacement list to departments where vehicles and equipment are chosen to be replaced. A list is finalized and presented to City Council for approval during the budget adoption process. Original equipment manufacturers base their fiscal years on the federal fiscal year instead of the calendar year. This results in ordering windows opening later in the City's fiscal year and requires quick response to secure budgeted vehicles and equipment. Due to the changing nature of city work and the unavailability of some vehicles and equipment, departments may need to order different vehicles or equipment than initially anticipated. While the specific model of vehicle or equipment may change, the City will purchase from the lowest -priced, best - available source through competitively bid, cooperative contracts. Recommendation (exact action requested of Council): Award and authorize 2022 vehicle and equipment replacement purchases from the lowest - priced, best available source through competitively bid, cooperative contracts.