2025/02/12 Council Agenda Packet

City Council Agenda Item Cover Sheet Project title: Award and Authorize 2025 Vehicle and Equipment Replacement Purchases from the Lowest-Priced, Best Available Source through Competitively Bid Cooperative Contracts Council Bill # interoffice use Project: Award and Authorize 2025 Vehicle and Equipment Replacement Funds to Purchase Vehicles and Equipment Partner/Supplier: Various as listed in the Vehicle and Equipment Replacement List Location: Preceding action: 2025 Vehicle and Equipment Replacement Budget Adoption Fund: Various Agenda dates requested: Briefing Proposed action Consent 02/12/25 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: HB Department head Administration Council President Fiscal summary statement: The General Government and Enterprise funds have budgeted funds for vehicle and equipment replacement in 2025, which include new vehicle and equipment purchases and associated upfits. • Amount budgeted: o General Government fund – 126: $1,094,000 o Enterprise fund- $785,000 Due to volatile market conditions and supply chain challenges, manufacturers have continued to impose 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 2025 Vehicle and Equipment Replacement list. Project summary statement: Vehicles and equipment owned by the city are replaced through an annual review process. The Motor Vehicle Division (MVD) generates a ten (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 the 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 2025 vehicle and equipment replacement purchases from the lowest- priced, best available source through competitively bid cooperative contracts.