HomeMy WebLinkAbout9 Two -Heavy Duty 1-Ton Service Trucks AGENDA ITEM #09
TRUCKEE DONNER
Public Utility District
MEETING DATE: April 5, 2023
To: Board of Directors
FROM: Brian Yohn, General Services Manager
Michael Salmon, Chief Financial Officer
SUBJECT: Consideration for Procurement of two (2) 1-Ton Service Trucks
for the District
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATION:
a) Authorize the General Manager to execute a contract with Champion Chevrolet, for
the procurement of two (2) 2024 one (1)-Ton Service Trucks for Water Operations
with a total amount not to exceed $236,670.
b) Declare the replaced 2006 one (1)-Ton Service Truck surplus and authorize the
General Manager to dispose of unit 301 at public auction, applying the funds to the
Vehicle Reserve Fund.
BACKGROUND:
Code section 3.08.010 — Bid Procedure for Purchase of Commodities or Equipment Over
$15,000
The District maintains a Vehicle Reserve Fund (Reserve Fund) for the Electric and Water
Departments. The funding of new and replacement vehicles and equipment comes from
the Vehicle Reserve Fund, which is replenished with budgeted annual contributions from
the Electric and Water Departments, plus revenue from the sale of decommissioned
vehicles and equipment sold at public auction. The Vehicle Reserve Fund and biannual
budget process helps to ensure the timely purchase and replacement of vehicles and
equipment essential for the District to reliably and safely serve customers. Upon Board of
Director approval and purchase, new vehicles are added to the Vehicle Reserve Fund and
assigned an estimated useful life where a replacement schedule for all vehicles and
equipment is used by the District for future Budget development.
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Guidelines for useful life determination and replacement scheduling of District pickup
trucks and service trucks recommends replacement at 10 year intervals and at
approximately 100,000 miles. The guidelines support maintaining a reliable and effective
fleet for the Districts emergency outage and leak response and daily operation
requirements.
Both vehicles have over 15 years of service to the district and satisfy the mileage
guidelines for recommended replacement; model year 2006 with 88,313 miles and model
year 2008 with 102,172 miles.
While meeting the guidelines criteria for replacement, the 2008 1-Ton Service Truck
received a service body replacement in recent years through capital investment toward
repairing the vehicle and extending its useful life. Staff recommends retaining the 2008 1-
Ton Service Truck to transfer to the Facilities Maintenance department to support the
addition of a Facilities Maintenance Foreman position in FY22. Although the 2008 1-Ton
Service Truck offers slightly higher mileage, staff recommends retaining the newer model
year vehicle with new service body for continued service to the District.
Staff recommends declaring the Vehicle No. 301, 2006 1-Ton Service Truck surplus and
disposal of the unit at public auction, applying the funds to the Vehicle Reserve Fund.
ANALYSIS:
The Vehicle Reserve Fund anticipates the replacement of two (2) 1-Ton Service trucks for
the Water Operations.
The Board approved FY22/23 Budget included the budgeted and scheduled replacement
of a 2006 1-Ton Service Truck for the Water Department with a budget of $101 ,647.
Replacement of a 2008 1-Ton Service Truck is anticipated for 2024 within the Vehicle
Reserve Fund with a capital planning amount of $91,904.
GOALS AND OBJECTIVES:
This item is in support of the following goals and objectives:
District Code1.05.020 Objectives:
1. Responsibly serve the public.
6. Manage the District in an effective, efficient and fiscally responsible manner.
Strategic Goals:
1. Manage for Financial Stability and Resiliency
4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
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FISCAL IMPACT:
The FY22/23 budget for the truck replacement expenditure is $101,647 and a capital
planning 2024 expenditure forecast of $91,904.
Staff solicited bids through the public bid process and received bids for the two (2)2024 1-
Ton Service Trucks and received one (1) bids. Staff recommends awarding the contract to
purchase two (2) 1-Ton Service Trucks to the lowest responsible bidder, Champion
Chevrolet.
Estimated total expenses for the vehicle procurements are projected to be:
• 2024 1-Ton Service Truck - Water - $105,656.25, plus a small contingency for
optional upgrades and all applicable taxes and fees is approximately $118,335 or
16% above the FY22/23 Board approved budget.
• 2024 1-Ton Service Truck-Water—$105,656.25, plus all applicable taxes and fees
is approximately $118,335 or 29% above the FY22/23 Board approved budget.
Total fiscal impact represents an expenditure of $236,670.
The Vehicle Reserve Fund has sufficient funds available for the procurements of the two
(2) 1-Ton Service Trucks for Water Operations.
Approval of the truck procurements would ensure preorder service trucks on the 2024
model year government ordering schedule currently forecast for May 2023. Estimated
production and build times offer estimated delivery in late 2024.
ATTACHMENTS:
None.
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