CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
SR 2016-1195
November 1, 2016
Consent Agenda
TO:

Honorable Mayor and City Council Members

SUBMITTED BY:

Marc Wiener, Community Planning and Building Director

APPROVED BY:

Chip Rerig, City Administrator

SUBJECT:

Consideration of a resolution authorizing the City Administrator to execute an

agreement with Cypress Coast Ford in an amount not to exceed $25,000 for the
purchase of a 2017 Ford Escape for the Community Planning and Building
Department; declaring the 1999 Jeep Cherokee as surplus; and authorizing a budget
adjustment to fund the new vehicle

RECOMMENDATION
solution to purchase a new forestry truck.
Adopt the resolution authorizing the City Administrator to execute an agreement with Cypress Coast Ford in an
amount not to exceed $25,000 for the purchase of a 2017 Ford Escape for the Community Planning and
Building Department; declaring the 1999 Jeep Cherokee as surplus; and authorizing a budget adjustment to
fund the new vehicle
BACKGROUND / SUMMARY
Over the past 10 years, the Community Planning and Building Department (CPB) has used a 1999 Jeep
Cherokee previously assigned to the Police Department as its inspection vehicle. The 1999 Jeep Cherokee
recently had a significant mechanical failure and was rendered inoperable. Staff have assessed the vehicle
and determined that it is not cost effective to repair. In the interim, the building inspector has been using a
pickup truck assigned to the Public Works Department. However, the CPB wishes to purchase a replacement
vehicle and has selected a 2017 Ford Escape. The Ford Escape is a mid-sized vehicle that will be assigned
specifically to the CPB for the regular inspection of construction sites and would also be used for board and
commission tours of inspection.
As part of the fiscal year 2015-16 budget, $25,000 was appropriated for the purchase of a shared vehicle
intended to be used by staff located at City Hall, including CPB. However, this vehicle was not purchased
during the 2015-16 fiscal year as anticipated and the funding was returned to the Equipment and Vehicle
Replacement Fund. In addition, the funds for the new vehicle were not carried over to the fiscal year 20162017 budget. In order to move forward with this purchase, Council must authorize a budget adjustment to
transfer funding from the Equipment and Vehicle Replacement Fund to the fiscal year 2016-17 Passenger
Vehicle account, specifically for the purchase of the 2017 Ford Escape.
The Citys Municipal Code Section 3.12.170 allows for cooperative purchasing programs with the State,
county, or any other public or municipal corporation of the State when the administering agency has made its
purchases through a competitive bid process. The City wishes to utilize the States process to purchase the
new vehicle. Staff has received a quote from the State's authorized contract dealer, Cypress Coast Ford, for
the purchase of a 2017 Ford Escape for $22,778.39, which includes tax. It is therefore recommended that
Council authorize the City Administrator to execute an agreement in an amount not to exceed $25,000, as well

as authorize the corresponding budget adjustment. In addition, in order for staff to resale or otherwise dispose
of the existing Jeep, Council must declare it surplus as stipulated by City policy and Municipal Code
requirements.
FISCAL IMPACT
An amount not to exceed $25,000.00 will be transferred from the Equipment and Vehicle Replacement Fund to
the Passenger Vehicle Fund (40-64801). (+
PRIOR CITY COUNCIL ACTION
None.
ATTACHMENTS
1. Resolution

ATTACHMENT 1

RESOLUTION 2016-_____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE A PURCHASE AGREEMENT WITH
CYPRESS COAST FORD FOR A NOT TO EXCEED AMOUNT OF $25,000.00 FOR THE
PURCHASE OF A 2017 FORD ESCAPE; DECLARING THE 1999 JEEP CHEROKEE AS
SURPLUS AND AUTHORIZING STAFF TO SALE OR DISPOSE OF SAID VEHICLE AND
AUTHORIZING A BUDGET ADJUSTMENT NOT TO EXCEED $25,000.00 FOR THE
ACQUISITION OF A 2017 FORD ESCAPE FOR COMMUNITY PLANNING AND BUILDING
DEPARTMENT

WHEREAS, the purchase of a new shared vehicle for City Hall staff was identified within the
Fiscal Year 2015-2016 budget, with funding to come from the Equipment and Vehicle Fund; and
WHEREAS, Council approved proceeding with this equipment purchase at its meeting on
October 5, 2015; and
WHEREAS, a replacement vehicle was not purchased in Fiscal Year 2015-2016 and the
funding was reallocated to the Equipment and Vehicle Replacement Fund and a new vehicle was not
identified as a specific capital project within the Adopted Fiscal Year 2016-2017 Budget; and
WHEREAS, a significant mechanical failure occurred with the 1999 Jeep Cherokee currently
used by Community Planning and Building Department and a replacement vehicle is needed; and
WHEREAS, the City wishes to utilize the States process to purchase said vehicle from
Cypress Coast Ford and the Citys Municipal Code Section 3.12.170 allows for cooperative
purchasing programs with the State, county, or any other public or municipal corporation of the State
when the administering agency has made its purchases through a competitive bid process; and
WHEREAS, a budget adjustment is necessary for the purchase of the new vehicle and Carmel
Municipal Code Section 3.06.030 requires all transfers of appropriations between departments or in
regards to capital items or projects be approved by the City Council; and
WHEREAS, Carmel Municipal Code Sections 3.16.040 and 3.16.050 require Council
authorization to sale property with a value of $500.00 or more and staff wish to sell the 1999 Jeep
Cherokee/
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA DOES HEREBY:
1. Authorize the City Administrator to execute a purchase agreement with Cypress Coast
Ford in an amount not to exceed $25,000.00 for the acquisition of a 2017 Ford Escape.
2. Declare the 1999 Jeep Cherokee as surplus and authorize staff to sell or dispose of the
vehicle.

ATTACHMENT 1
3. Authorize a budget adjustment to transfer an amount not to exceed $25,000.00 from the
Equipment and Vehicle Replacement Fund (40-24048) to Account 40-64801 to purchase
the 2017 Ford Escape.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THESEA on this 1st day of November 2016 by the following roll call vote:
AYES:

COUNCILMEMBERS:

NOES:

COUNCILMEMBERS:

ABSENT:

COUNCILMEMBERS:

ABSTAIN:

COUNCILMEMBERS:

SIGNED:

ATTEST:

Steve G. Dallas, MAYOR

Ashlee Wright, City Clerk