REPORT TO COUNCIL
SUBJECT
Title
Action on the Award of Purchase Orders for Vehicles and Equipment for the Public Works, Fire, Police, Silicon Valley Power, Water & Sewer Utilities, Community Development, and Parks & Recreation Departments, Funded by Amounts Previously Approved in the City's Operating Budget for Fiscal Year 2025/26
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works (DPW) maintains approximately 760 fleet assets citywide with an original acquisition value of approximately $45,000,000. DPW is also responsible for purchasing fleet replacements and additions that have been approved by the City Council to support mission-critical operations performed by various City departments. DPW procures vehicles and equipment through either cooperative purchase agreements established by another public agency (pursuant to Santa Clara City Code Section 2.105.270) or by conducting its own competitive solicitation utilizing vehicle and equipment specifications developed with the relevant City departments (pursuant to Santa Clara City Code Section 2.105.140).
Under Section 2.105.300(a) of the Santa Clara City Code, the City Manager is authorized to execute purchase orders and agreements up to $250,000. Any purchases exceeding $250,000 from a single vendor require approval by the City Council. Funding for new and replacement fleet assets are appropriated in the FY 2025/26 Operating Budget. Each department has confirmed the need to acquire new assets to replace aged vehicles/equipment that require increasingly high maintenance costs or to fulfill new operating demands.
DISCUSSION
DPW will utilize cooperative purchasing agreements pursuant to City Code Section 2.105.270(c), which states that the City can "contract with a vendor under a contract awarded using preestablished cooperative purchasing agreements, when such agreement resulted from a competitive bid process that meets or exc...
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