Title
AN ORDINANCE AUTHORIZING THE CITY MANAGER TO ENTER INTO CONTRACTS FOR THE PURCHASE OF THREE VEHICLES FOR THE PUBLIC WORKS DEPARTMENT; AND DECLARING AN EMERGENCY.
Brief Description: Per the 2023 City Budget Public Works requests authorization to replace three existing fleet vehicles. With no Government fleet purchasing programs being offered this year, based on our research, staff would like to purchase the vehicles from a local dealer inventory when and if the vehicles are located and available. These vehicles will be purchased outright at or less than the budget amounts in the five-year capital budget. This resolution will sunset six (6) months from the date of passage by City Council. The information that we are receiving is that the State of Ohio should have the State Bid process in place next year when vehicle inventories are back to their pre-pandemic volumes.
Body
Legislative History
None
Purpose & Explanation
Per the 2023 Public Works budget Public Works planned to replace three front-lined vehicles based on the fleet replacement plan looking at these vehicles age, miles, and safety conditions.
Typically, staff utilizes state terms schedule purchasing programs for annual fleet unit replacements. Unfortunately, staff has verified through the State of Ohio DAS and other approved government purchasing programs (CUE, STS, Sourcewell) that there are no light duty trucks available this year. In addition, staff had also reached out to the local Mayors Association in search of any purchasing resources other communities may have found or are using. All other communities are experiencing the same purchasing issues as Hudson is for light duty vehicles. Staff also contacted several Ohio auto dealers and did not find any with government purchasing offers for light duty vehicles.
The three units listed below are in the budget to be replaced in 2023. All three are first response maintenance / utilities vehicles in Public Works. The two Parks snow and maintenance trucks have been located at a dealership and are being held for the City of Hudson at Ganley Chevrolet in Brook Park, Ohio and are within our budget allocation approved in 2022. The third truck has not yet been located and staff will continue to search for a light duty vehicle that will function for its primary use in our Water Department for our supervisor that responds to water breaks and emergencies.
Vehicle specifications:
1. Chevrolet Silverado 2500 - $58,463.00 - Parks (Snowplowing/salting a
Maintenance)
2. Chevrolet Silverado 3500 - $60,949.00 - Parks “ “
3. Ford F-150 or Chevrolet Silverado 1500 -$54,822.00 - Water Department Service (First responder for water emergencies within water distribution division)
Total $174,234.00 NOT TO EXCEED
Timing Considerations
Legislation shall sunset no later than six months from the passage of this resolution.
Recommendation
Suggested Action
The City Staff recommends City Council approve the authorization for the City Manager to order three (3) vehicles, upon availability at local auto dealerships, with a not to exceed total cost of $174,234.00, and declaring an emergency in order to acquire the two vehicles that are currently being held for the City of Hudson by a local dealership.
Submitted by,
Thomas J. Sheridan, City Manager
Frank J. Comeriato, Asst City Manage - Operations
Trent Wash, Asst Director Public Works
Eric Hutchinson, Asst Director Public Works