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<br /> <br /> City Council Agenda Item Cover Sheet <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br />Project title: Award and Authorize 2024 Vehicle and Equipment Replacement Purchases from the Lowest-Priced, Best Available <br />Source through Competitively Bid, Cooperative Contracts <br />Council Bill # interoffice use <br /> Project: Award and Authorize 2024 Vehicle and Equipment Replacement Funds to Purchase Vehicles and Equipment <br />Partner/Supplier: Various as listed in the Vehicle and Equipment Replacement List <br /> Location: <br />Preceding action: 2024 Vehicle and Equipment Replacement Budget Adoption <br />Fund: Various <br />Agenda dates requested: <br />January 31, 2024 <br /> <br />Briefing <br />Proposed action <br />Consent X <br />Action <br />Ordinance <br />Public hearing <br /> Yes X No <br /> <br />Budget amendment: <br /> Yes X No <br /> <br />PowerPoint presentation: <br /> Yes X No <br /> <br />Attachments: <br />Vehicle and Equipment <br />Replacement List <br /> <br />Department(s) involved: <br />Procurement & Motor <br />Vehicle Division <br /> <br />Contact person: <br />Theresa Bauccio-Teschlog <br /> <br />Phone number: <br />(425) 257-8901 <br /> <br />Email: <br />tbauccio@everettwa.gov <br />Initialed by: <br />Sh <br />Department head <br /> <br />Administration <br /> <br />Council President <br />Fiscal summary statement: <br />The General Government and Enterprise funds have budgeted funds remaining for vehicle and <br />equipment replacement in 2024, which include new vehicle and equipment purchases and <br />associated upfits. <br />• Amount budgeted: <br />o General Government fund – 126: $3,051,000 <br />o Enterprise fund- $4,344,000 <br />Project summary statement: <br />Due to volatile market conditions and supply chain challenges, manufacturers have imposed <br />unexpected and short-order windows with limited availability of desired vehicles and <br />equipment. Therefore, vehicle or equipment requests are time-sensitive and require immediate <br />order placement. <br />To prevent ordering delays, staff requests authorization to purchase vehicles from appropriate, <br />competitively bid contracts as needed using the remaining budget authority as shown in the <br />attached 2024 Vehicle and Equipment Replacement list. <br />Vehicles and equipment owned by the city are replaced through an annual review process. MVD <br />generates a 10-year replacement list through the fleet management system, assigning a score <br />based on mileage, age, and lifetime maintenance costs. Based on these scores, MVD provides <br />the 10-year replacement list to departments where vehicles and equipment are chosen to be <br />replaced. A list is finalized and presented to City Council for approval during the budget <br />adoption process. <br />Original equipment manufacturers base their fiscal years on the federal fiscal year instead of <br />the calendar year. This results in ordering windows opening later in the City’s fiscal year and <br />requires quick response to secure budgeted vehicles and equipment. Due to the changing <br />nature of city work and the unavailability of some vehicles and equipment, departments may <br />need to order different vehicles or equipment than initially anticipated. While the specific <br />model of vehicle or equipment may change, the City will purchase from the lowest-priced, best- <br />available source through competitively bid, cooperative contracts. <br />Recommendation (exact action requested of Council): <br />Award and authorize 2024 vehicle and equipment replacement purchases from the lowest- <br />priced, best available source through competitively bid, cooperative contracts. <br /> <br /> <br />