City Council

CC 9. Fleet Program Single Vendor Expenditure Authority Increase 1. Increase the single vendor expenditure authority for the City Manager, or his designee, to an amount not to exceed the budgeted amount for the fleet fund capital asset new and replacement accounts (Account Nos. 111-44000-6201, 101-44000-6201, and 111-44000- 8200), as the same may be amended by the Council from time to time, through the end of Fiscal Year 2023-2024, and require the City Manager to report purchases in excess of purchasing authority to the City Council in writing within thirty (30) days of the expenditure. 2. Authorize the City Manager, or his designee, to sign all documents. U.S. vehicle and equipment inventory are at their lowest since the global financial crisis of the late 2000s. The shortage of microchips and the constantly changing price of materials means the final sales price of a vehicle could adjust daily. Supply chain disruptions and increased demand have significantly reduced dealer inventory over the past year. The Maintenance Services Division is proposing to increase the City Manager’s expenditure authority with single vendors regarding vehicle and equipment purchases. All of these factors contribute to fleet shortages and difficulty obtaining vehicles and equipment for City operational needs. The new expenditure authority will match the approved fleet funds capital asset budget. This would streamline the vehicle purchasing process, and stay compliant with procurement guidelines outlined in the City's purchasing policy. Maintenance Services staff will continue to use the purchasing-approved procurement methods of quotes, cooperative agreements, or solicitations to select the vendor providing the best value for each purchase. Maintenance Services would then work with the successful vendor to finalize the purchase.