CITY OF CARMEL-BY-THE-SEA

Council Report
June 2, 2015
To:

Honorable Mayor and Members of the City Council

Douglas J. Schmitz, City Administrator

From:

Michael Branson, City Forester

Subject:

Consideration of a Resolution Authorizing the City Administrator to

execute an Agreement to Purchase a Forestry Chip Truck as
Adopted in the 2014/15 budget in the amount of $62,139.30.

RECOMMENDATION:
Adopt the Resolution.
EXECUTIVE SUMMARY:
The current forestry chip vehicle being replaced is 21years old. Replacement of this
vehicle will continue the Citys commitment to replace vehicles after achieving their
expected useful service life so they don't become too costly to maintain. The purchase of
the forestry chip vehicle was approved in the 2014/2015 budget as a Capital
Improvement.
The City Council has allocated funding for the replacement of this Forest, Parks, and
Beach Department vehicle through the FY 2014/15 Capital Improvement Plan (CIP). One
bid was received for the replacement of the forestry chip truck and Cypress Coast Ford
has been determined to be the lowest responsive bidder. The purpose of this item is to
award the vehicle purchase contract to Cypress Coast Ford in accordance with Municipal
Code Section 3.12.420.
ANALYSIS/DISCUSSION:
The current forestry chip truck is 21 years old and has over 43,000 miles. This vehicle is
the primary vehicle used by the city forestry staff to maintain Carmels urban forest and
park areas and is past its economic and functional life expectancy. Heavy loads and a
chipper trailer are regularly hauled by this vehicle and it is vitally important for this vehicle
to be mechanically and structurally sound to safely perform its duties.
Requests for quotes were sent to five Ford dealers: Cypress Coast Ford in Seaside,
Salinas Valley Ford in Salinas, Tiffany Ford in Hollister, Morgan Hill Ford in Morgan Hill,
and Wondries Fleet Group in Anaheim (state contractor). Only Cypress Coast Ford
provided a response in the amount of $62,139.30.
Staff recommends the current forestry chip vehicle be sold as surplus equipment and
any funds received be placed in the vehicle acquisition fund.
FISCAL IMPACT: Forestry Chip Truck: $62,139.30 / Budget: $68,000 as a Capital
Council Meeting Date: 6/2/15
Improvement in FY 2014/15.
Agenda Item: 7.G
Page 1

Budgeted (yes/no)
Yes CIP Project FPB 1112-04

Funding Source( general fund, grant,

state)
General Fund

PREVIOUS COUNCIL ACTION/DECISION HISTORY:

None.
ATTACHMENTS:
1.

Resolution to Execute a Purchase Agreement.

APPROVED:
____________________________________
Douglas J. Schmitz, City Administrator

Date: __________________

Council Meeting Date: 6/2/15

Agenda Item: 7.G
Page 2

RESOLUTION 2015-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE AN AGREEMENT FOR
THE PURCHASE OF FORESTRY CHIP TRUCK IDENTIFIED AS A CAPITAL
IMPROVEMENT PROJECT IN THE FY 2014/15 BUDGET.
WHEREAS, the Forest, Parks, and Beach Department has made
recommendations for Capital Improvements in the FY 2014/15 budget for the
replacement of vehicles; and
WHEREAS, the Capital Improvements for the Forest, Parks, and Beach
Department include the purchase of a forestry chip vehicle (FPB 1112-4); and
WHEREAS, bids for the purchase of the forestry chip vehicle were received and
the lowest responsive bidder was determined; and
WHEREAS, the purchase of the listed equipment will replace old outdated
equipment which is declared as surplus equipment and to be sold: and
WHEREAS, The Capital Improvements were accepted in the FY 2014/15 budget.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE
CITY OF CARMEL-BY-THE-SEA DOES:
1.
Authorize the City Administrator to execute the purchase of a forestry chip
vehicle with Cypress Coast Ford as part of the FY 2014/15 Capital Improvement
Plan.
2.
Authorize the sale of the current forestry chip vehicle as surplus
equipment and any funds received deposited in the Vehicle Acquisition and
Equipment Fund.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMELBY-THE-SEA on this 2nd day of June 2015 by the following roll call vote:
AYES:

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT:

COUNCIL MEMBERS:

Council Meeting Date: 6/2/15

Agenda Item: 7.G
Page 3

SIGNED:

ATTEST:

_______________________________
Jason Burnett, Mayor

____________________________
Lee Price, MMC, Interim City Clerk

Council Meeting Date: 6/2/15

Agenda Item: 7.G
Page 4