To: Honorable Mayor and Members of City Council
From: Julie Lucido, Public Works Director
Prepared By: Matthew Price, Maintenance Superintendent
TITLE:
Title
Fleet Replacement Schedule
LABEL
RECOMMENDED ACTION:
Recommendation
Adopt a resolution (1) approving an Amendment No. 1 to Appendix H: Fleet Replacement & Planned Purchases of the Fiscal Years 2025/26 and 2026/27 Operating & Capital Budget; (2) authorizing the City Manager or Public Works Director to execute contracts and agreements on behalf of the City for the purchase of replacement vehicles and equipment based on the descriptions and dollar amounts identified on the Amendment No. 1 to Appendix H in the total amount of $6,127,500 in FY 2025/26 and $3,330,000 in FY2026/27; and (3) amending the Fleet Apparatus Replacement Fund Reserves (61103900), Fleet Water Replacement Fund (61030980), Fiscal Year 2025/26 and Fiscal Year 2026/27 budgets as documented by Council Budget Amendment No. 3P8
Body
DISCUSSION:
On June 17, 2025 the City Council approved the Fiscal Years 2025/26 & 2026/27 Operating & Capital Budget, including Appendix H - Fleet Replacement & Planned Purchases.
The recommended resolution will amend the Fiscal Year 2025/26 and 2026/27 Appendix H - Fleet Replacement & Planned Purchases as follows:
- Fleet Water Replacement Fund (61030980) - Increase Fiscal Year 2025/26 by a total of $460,000 to reflect the addition of one unit and the carryforward of two Fiscal Year 2024/25 units. No changes to Fiscal Year 2026/27 are recommended at this time.
o $70,000 increase to reflect the addition of one Ford F-150 which has been a deferred replacement due to low mileage.
o $390,000 carried forward from Fiscal Year 2024/25 for Unit 12017 (Ford F-550) in the amount of $265,000 and Unit 12016 (Ford F-350) in the amount of $125,000. Both Units’ replacement costs were adjusted to account for increase in material costs and departmental operational needs (each unit was previously listed as $195,000).
- Fire Apparatus Replacement Fund (61130900) -
o $1,500,000 increase for Fiscal Year 2025/2026 to reflect the addition of one TYPE 1 Fire Apparatus. This vehicle is being requested to purchase now because the unit is scheduled for replacement in 2029 and there are four-to-five-year build times associated with Fire Apparatus.
o $150,000 reduction for Fiscal Year 2026/27 to reflect the removal of one fire apparatus’ upfit cost of $150,000 as the unit’s delivery date is estimated in a future fiscal year.
Additionally, the recommended resolution recommends authorization for the City Manager or Public Works Director to purchase vehicles and equipment identified in the attached Resolution’s Exhibit A (Amendment No. 1 to Appendix H - Fleet Replacement & Planned Purchases) in an amount not to exceed the approved updated amount for each vehicle. The purchases must comply with the provisions of Napa Municipal Code Chapter 2.91 Contracting Ordinance. This delegation of authority is important due to difficulty in procuring vehicles due to factors such as limited availability, high demand, and specific design and compatibility requirements. The delegation allows the city to expedite purchasing to be able to hold bid prices and secure the orders. This is especially important in situations where delays could result in missed opportunities or increased additional costs to the city.
FINANCIAL IMPACTS:
The attached Resolution and Council Budget Amendment No. 3P8 includes a total amended Fiscal Year 2025/26 Budget Appendix H cost of $6,127,500 resulting in a net increase of $1,960,000 and the total amended Fiscal Year 2026/27 costs are $3,330,000 resulting in a net decrease of $150,000 compared to the previously approved Appendix H (approved by City Council on June 17th, 2025).
To fund the Fiscal Year 2025/26 increase of $1,960,000, the following obligations are recommended:
- $70,000 from the Fleet Water Replacement Fund reserves (61030980); and
- $1,500,000 from the Fire Apparatus Replacement Fund reserves (61130900)
No new obligation is needed for the $390,000 carry forward from the Fiscal Year 2024/25’s Fleet Water Replacement Fund budget as the budget was already carried forward as part of the Fiscal Year 2024/25 year-end process. The City Manager is granted authority to approve the carryover of special funds under the City’s Fiscal Policy. While a budget amendment is not needed, the carryover is included in the amended Fiscal Year 2025/26 Budget Appendix H to reflect the updated total purchasing authorization and updated unit costs.
Fiscal Year 2026/27’s Fire Apparatus Fund budget will be reduced by $150,000 to reflect the recommended Amendment as part of the Fiscal Year 2026/27 Mid-Cycle budget approval process.
The Water Replacement Fund Reserves (61030980) and Fire Apparatus Replacement Fund (61130900) reserves each have adequate balances to cover the recommended budget amendments.
CEQA:
The Public Works Director has determined that the recommended action described in this staff report is not subject to CEQA, pursuant to CEQA Guidelines Section 15060 (c).
DOCUMENTS ATTACHED:
ATCH 1 - Resolution
EX A - FY26_FY27 Fleet Replacement A1
EX B - Council BAF 3P8
NOTIFICATION:
None.