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File #:
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RS-22-146
Version:
1
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Name:
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Procurement of fleet vehicles and equipment
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Type:
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Resolution
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Status:
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Passed
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On agenda:
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10/18/2022
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Final action:
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10/18/2022
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Title:
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Consider a memorandum/resolution authorizing the procurement of fleet vehicles and equipment in the amount of $7,826,971.
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Title
Consider a memorandum/resolution authorizing the procurement of fleet vehicles and equipment in the amount of $7,826,971.
Summary
DATE: October 4, 2022
TO: Kent Cagle, City Manager
FROM: Judith Tangalin, Interim Executive Director of Finance
SUBJECT: Procurement of Fleet Vehicles and Equipment
BACKGROUND AND FINDINGS:
Funding for the acquisition of replacement vehicles and equipment was approved as part of the City’s FY 2023 budget process. The Fleet Services Division maintains an annual vehicle and equipment replacement schedule. The criteria used to establish this replacement schedule is based upon available funding, number of vehicles per category, age, mileage/hours, repair costs, and department/division feedback.
The annual fleet vehicles and equipment procurement budget for FY 2021 and FY 2022 was $5,239,955 and $5,980,534, respectively. The FY 2023 Budget includes $7,281,454 for fleet replacement and $614,712 for added fleet for a total of $7,896,166.
The added fleet budget includes four vehicles for the Animal Services Division to be used for the new Fort Hood Program ($334,212), three vehicles for the Police Department’s new Downtown Community Engagement Unit ($183,800), and two vehicles for the Water & Sewer Department’s new Water Quality Program ($96,700). This request includes 65 units of fleet approved to be purchased during the FY 2023 Budget process, including the nine added units. The 56 units of fleet that are being replaced have exceeded their useful life and have an average age of 11 years and average mileage of 100,000. The number of procurements per category is listed below:
|
Category |
Description |
Qty. |
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Animal Services |
5 Trucks |
5 |
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Aviation |
2 Trucks, 1 Tractor |
3 |
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Development Service |
1 Truck, 1 SUV |
2 |
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Public Safety |
21 Interceptors, 3 Ambulances, 4 Trks, 1 Sedan, 1 SUV,1 UTV |
31 |
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Public Works |
12 Trucks, 8 Refuse Trucks, 1 Forklift, 1 Street Sweeper,1 SUV |
23 |
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Recreation Services |
1 Skid Steer |
1 |
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Total |
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65 |
THE ALTERNATIVES CONSIDERED:
1.) Defer purchase of fleet vehicles and equipment, which could cause the departments to operate in a reduced resource capacity, incur increased maintenance costs, and lose any remaining residual value in the existing vehicles.
2.) Purchase the fleet vehicles and equipment in order to provide safe and effective services and achieve the least cost of ownership.
Which alternative is recommended? Why?
The second alternative is recommended to meet the departments’ mission and operate in the safest and most cost-effective manner.
CONFORMITY TO CITY POLICY:
The Fleet Department is seeking approval to purchase replacement vehicles and equipment for various departments through cooperative contracts and a sole source exemption. Purchases made through a cooperative contract and sole source exemption are exempt from the competitive bidding process as stated in Texas Local Government Code (TLGC) section 271.102, subchapter F and Texas Local Government Code (TLGC) section 252.022.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
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Category |
FY22 |
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Animal Services |
$364,100.00 |
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Aviation |
$209,213.02 |
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Development Services |
$73,705.00 |
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Public Safety |
$3,060,608.33 |
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Public Works |
$4,003,479.50 |
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Recreation Services |
$115,864.80 |
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Total |
$7,826,970.65 |
The purchase pricing from ASCO utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
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Parks |
Case TV450B Skid Steer w/Attach |
1 |
$115,864.80 |
$115,864.80 |
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SW Recycle |
Doosan Forklift |
1 |
$40,702.40 |
$40,702.40 |
The purchase pricing from Caldwell Country Chevrolet utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative is as follows:
|
Division Make/Model Units Cost Total Cost |
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Bldg & Insp |
Chevrolet 1500 Truck |
1 |
$44,920.00 |
$44,920.00 |
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Drainage |
Chevrolet 2500 Truck |
1 |
$49,570.00 |
$49,570.00 |
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Drainage |
Chevrolet 3500 Flat Bed Truck |
1 |
$58,775.00 |
$58,775.00 |
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Drainage |
Chevrolet 3500 Truck |
1 |
$53,770.00 |
$53,770.00 |
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KFHRA |
Chevrolet 2500 Flat Bed Truck |
1 |
$53,675.00 |
$54,075.00* |
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Police |
Chevrolet Malibu |
1 |
$33,495.00 |
$33,495.00 |
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Police |
Chevrolet 1500 Truck |
1 |
$49,775.00 |
$49,775.00 |
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San Sewer |
Chevrolet 2500 Utility Body Truck |
2 |
$61,470.00 |
$122,940.00 |
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W & S Ops |
Chevrolet 1500 Truck |
3 |
$46,480.00 |
$139,440.00 |
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W & S Ops |
Chevrolet 2500 Utility Body Truck |
1 |
$61,470.00 |
$61,470.00 |
*Includes $400.00 BuyBoard fee for all Caldwell Country Chevrolet purchases
The purchase pricing from Chastang Enterprises, Inc. utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative is as follows:
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Division Make/Model Units Cost Total Cost |
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KFHRA |
2022 Ford F150 Truck |
1 |
$34,373.00 |
$34,373.00 |
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SW Comm. |
Autocar/McNeilus Front Loader |
1 |
$360,364.00 |
$360,364.00 |
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SW Comm. |
Autocar/McNeilus Front Loader |
1 |
$354,864.00 |
$355,264.00* |
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SW Res. |
Autocar/BTE Auto Side Loader |
3 |
$393,611.00 |
$1,180,833.00 |
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SW Res. |
Autocar/BTE Auto Side Loader |
1 |
$399,111.00 |
$399,111.00 |
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SW Transfer |
Autocar DC64/Galbreath Roll-Off |
1 |
$236,071.00 |
$236,071.00 |
*Includes $400.00 BuyBoard fee for all Chastang Enterprises, Inc. purchases
The purchase pricing from Doggett Freightliner of South Texas, LLC utilizing The Interlocal Purchasing System (TIPS) Cooperative is as follows:
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Division |
Make/Model |
Units |
Cost |
Total Cost |
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SW Res. |
Freightliner/McNeilus Rear Loader |
1 |
$261,109.10 |
$261,109.10 |
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Transportation |
Bergkamp FP5 Flameless Patcher |
1 |
$273,175.00 |
$273,175.00 |
The purchase pricing from Firetrucks Unlimited, LLC. utilizing the Sourcewell Cooperative is as follows:
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Division |
Make/Model |
Units |
Cost |
Total Cost |
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Fire |
Rebel Brush/Booster Truck |
1 |
$234,371.15 |
$234,371.15 |
The purchase pricing from Polaris Sales, Inc. utilizing the Sourcewell Cooperative is as follows:
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Division Make/Model Units Cost Total Cost |
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Police |
Ranger Crew SP570 |
1 |
$16,377.50 |
$16,377.50 |
The purchase pricing from Rockdale Country Ford utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative is as follows:
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Division |
Make/Model |
Units |
Cost |
Total Cost |
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Animal Serv |
Ford F250 Truck |
1 |
$49,220.00 |
$49,220.00 |
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Animal Serv |
Ford F250 Truck w/Module |
4 |
$78,720.00 |
$314,880.00 |
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Code Enf |
Ford Escape |
1 |
$28,785.00 |
$28,785.00 |
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Police |
Ford Explorer |
1 |
$44,875.00 |
$44,875.00 |
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Utility Coll |
Ford F150 Truck |
1 |
$42,890.00 |
$42,890.00 |
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Utility Coll |
Ford F150 Truck |
1 |
$38,450.00 |
$38,450.00 |
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W & S Engr |
Ford Escape |
1 |
$28,785.00 |
$29,185.00* |
*Includes $400.00 BuyBoard fee for all Rockdale Country Ford purchases
The purchase pricing from Silsbee Ford utilizing The Interlocal Purchasing System (TIPS) Cooperative is as follows:
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Division |
Make/Model |
Units |
Cost |
Total Cost |
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Police |
Ford F150 Responder Truck - K9 |
2 |
$86,542.58 |
$173,085.16 |
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Police |
Ford Explorer Interceptor Hybrid |
5 |
$85,255.09 |
$426,275.45 |
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Police |
Ford Explorer Interceptor |
15 |
$77,535.59 |
$1,163,033.85 |
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Police |
Ford Explorer Interceptor - Totaled |
1 |
$75,077.77 |
$75,077.77 |
The truck purchase pricing from Sterling McCall Ford utilizing the Houston-Galveston Area Council (HGAC)Buy Cooperative and the cot & Power Load system from Stryker as a sole source vendor is as follows:
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Division |
Make/Model |
Units |
Cost |
Total Cost |
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Fire |
Ford F450 Ambulance Re-Mount |
3 |
$226,597.00 |
$680,391.00* |
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Fire |
Stryker Cot and Power Load System |
3 |
$54,617.15 |
$163,851.45 |
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Total Cost |
3 |
$281,214.15 |
$844,242.45 |
*Includes $600.00 HGACBuy fee for all Sterling McCall Ford purchases
The purchase pricing from TYMCO Inc. utilizing the Houston-Galveston Area Council (HGAC)Buy Cooperative is as follows:
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Division |
Make/Model |
Units |
Cost |
Total Cost |
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Transportation |
TYMCO Model 600 Sweeper |
1 |
$300,360.00 |
$300,360.00 |
The purchase pricing from United AG and Turf utilizing the Sourcewell Cooperative is as follows:
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Division |
Make/Model |
Units |
Cost |
Total Cost |
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KFHRA |
JD 6105E Tractor, M20 Cutter, & FEL |
1 |
$120,765.02 |
$120,765.02 |
Is this a one-time or recurring expenditure?
These are one-time expenditures.
Is this expenditure budgeted?
These expenditures are budgeted in the following accounts:
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Department/Division |
Account |
Cost |
Available Funds |
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Animal Services |
349-8855-493.61-10 |
$364,100.00 |
$373,712.00 |
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Aviation |
523-8805-493.61-10 |
$88,448.00 |
$101,700.00 |
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Aviation |
523-8805-493.61-35 |
$120,765.02 |
$130,000.00 |
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Development Services |
349-8840-493.61-10 |
$73,705.00 |
$75,000.00 |
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Fire |
349-8870-493.61-10 |
$1,078,613.60 |
$1,087,250.00 |
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Police |
349-8860-493.61-10 |
$1,965,617.23 |
$1,967,412.00 |
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Police |
349-8860-493.61-35 |
$16,377.50 |
$16,500.00 |
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Public Works - Drainage |
375-8834-493.61-10 |
$162,115.00 |
$164,326.00 |
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Public Works - Solid Waste |
388-8834-493.61-35 |
$2,833,454.50 |
$2,833,455.00 |
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Public Works -Transportation |
349-8834-493.61-35 |
$573,535.00 |
$573,945.00 |
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Public Works - Water & Sewer |
387-8834-493.61-10 |
$434,375.00 |
$452,866.00 |
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Recreation Services |
349-8830-493.61-35 |
$115,864.80 |
$120,000.00 |
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Total |
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$7,826,970.65 |
$7,896,166.00 |
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
City Council approve the procurement of the fleet vehicles and equipment in the amount of $7,826,971 and authorize the City Manager or designee to execute change orders in accordance with state and local law.
DEPARTMENTAL CLEARANCES:
Aviation
Development Services
Fire
Police
Public Works
Recreation
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quotes
Certificates of Interested Parties
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