Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute all Documents Required to Purchase a Replacement Ford F-450 Super Cab XL for the Urban Forestry Division of the Recreation and Parks Department for a Total Cost of $129,872 and to Authorize an Increase in Contract Price of up to $15,000 to Account for any Change in Purchase Price Due to Market Volatility
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY
This item recommends that the City Council approve the purchase of a replacement Ford F-450 Super Cab XL for the Recreation and Parks Department to replace an aging vehicle that has reached the end of its useful life. The action also authorizes a contract increase of up to $15,000 to account for potential market-related price fluctuations, with sufficient funds available in the FY 2026 budget.
RECOMMENDATIONS
Staff recommend that the City Council adopt a resolution to approve and authorize the City Manager or her designee to execute all documents required to purchase a replacement Ford F-450 Super Cab XL for the Recreation and Parks Department and to authorize an increase in contract price of up to $15,000 to account for any change in purchase price due to market volatility.
BACKGROUND
The City maintains a fleet of vehicles that are used to provide City services for various department functions. Vehicles are periodically replaced to ensure reliability and minimize costs of operation.
A Ford F-450 Super Cab XL is a heavy-duty work truck that supports daily urban forestry operations, including tree maintenance, emergency response, and transportation of equipment and materials. Urban Forestry crews rely on this truck to tow equipment, transport tools, and respond to tree-related service requests, including storm damage, fallen limbs, and routine maintenance activities.
One Ford F-450 Super Cab XL (vehicle #847) used by the Urban Forestry division of the Recreation and Parks Department, has reached the end of its useful life and the cost to maintain this unit is rising. This vehicle is recommended for replacement.
The California Air Resource Board (CARB) has mandated that state and local government fleets phase out Internal Combustion Engine (ICE) heavy-duty vehicle purchases, with interim targets of 50% zero-emission vehicle (ZEV) purchases in 2025 and 2026 and 100% of ZEV purchases in 2027. The vehicle described herein is one of eight (8) heavy-duty ICE vehicles the City will purchase between 2025 and 2026, which will be offset by eight (8) heavy-duty ZEV vehicles.
Analysis
This vehicle purchase will piggyback off Alameda County GSA Contract #901979, which was competitively solicited and awarded by Alameda County through a formal procurement process. Utilizing this cooperative purchasing method allows the City to leverage the County’s competitive bidding and negotiated pricing, thereby eliminating the need to obtain additional quotes while ensuring that the purchase is made under pricing and terms established through a competitive process.
While similar vehicles may appear to be available at lower prices through online listings or retail dealerships, these vehicles are outfitted with specialized equipment and upfitting, that are not included in base retail models. As a result, the total cost reflects a fully equipped, work-ready vehicle designed for long-term public service rather than a standard consumer vehicle.
Vehicle prices are frequently subject to change due to volatile market factors including trade policies, supply chain and inventory limitations, increased demand, etc. To avoid purchasing delays, Staff request authorization to issue change orders to the vendor for up to 12% ($15,000) of the original contract amount in case the vehicle’s price has changed.
Financial Impacts
This Council action will not impact fund balance because there are sufficient funds available in the FY 2026 adopted budget for this purchase in the Equipment repair & Maintenance Fund 690-16-002:
• Ford F-450 Super Cab XL: $129,872
• 12% contingency for market volatility: $15,000
Total $144,872
ATTACHMENT
A: DRAFT Resolution (The Ford Store)
B: Quote for Ford F-450
PREPARED BY: Dana Turner, Management Analyst I, Public Works Department