Title
Consider a memorandum/resolution authorizing the procurement of fleet vehicles and equipment, in the amount of $5,934,882.
Summary
DATE: October 17, 2023
TO: Kent Cagle, City Manager
FROM: Judith Tangalin, 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 2024 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 2022 and FY 2023 was $5,980,534 and $7,896,166, respectively. The FY 2024 Budget includes $5,886,400 for fleet replacement and $125,400 for added fleet for a total of $6,011,800.
The added fleet budget includes two units for the Water & Sewer Department ($125,400). This request includes 51 units of fleet approved to be purchased during the FY 2024 Budget process, including the two added units. The 49 units of fleet that are being replaced have exceeded their useful life and have an average age of 13 years and average mileage of 100,000. The number of procurements per category is listed below:
|
Category |
Description |
Qty. |
|
Animal Services |
1 Truck |
1 |
|
Aviation |
3 Trucks, 1 Mower |
4 |
|
Communications |
1 SUV |
1 |
|
Information Tech |
1 SUV |
1 |
|
Parks & Recreation |
1 Truck |
1 |
|
Public Safety |
16 Interceptors, 2 Ambulances, 3 Trks, 1 Van |
22 |
|
Public Works |
10 Trucks, 5 Refuse Trucks, 1 SUV, 5 Off-Road Equipment |
21 |
|
Total |
|
51 |
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?
Click or tap here to enter text.
|
Category |
FY23 |
|
Animal Services |
$42,118.25 |
|
Aviation |
$156,997.80 |
|
Communications |
$29,880.00 |
|
Information Technology |
$29,880.00 |
|
Parks & Recreation |
$57,295.00 |
|
Public Safety |
$2,503,843.41 |
|
Public Works |
$3,114,867.33 |
|
Total |
$5,934,881.79 |
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 |
|
Drainage |
Case TV450B Skid Steer |
1 |
$93,738.75 |
$93,738.75 |
|
Water Dist. |
Case CX26 Excavator |
1 |
$42,565.97 |
$42,565.97 |
|
Water Dist. |
Case CX37C Excavator |
1 |
$54,250.00 |
$54,250.00 |
The purchase pricing from Bond Equipment Co Inc. utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative is as follows:
|
DivisionMake/ModelUnitsCostTotal Cost |
|
|
|
|
|
SW Comm. |
Battle/Heil Front Loader |
1 |
$411,506.00 |
$411,506.00* |
|
SW Res. |
Battle/New Way Auto Side Loader |
2 |
$429,479.00 |
$858,958.00 |
|
SW Res. |
Battle/Labrie Auto Side Loader |
1 |
$422,413.00 |
$422,413.00 |
*Includes $400.00 BuyBoard fee for all Bond Equipment Co. Inc. purchases
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 |
|
Communications |
Chevrolet Equinox LS |
1 |
$29,880.00 |
$29,880.00 |
|
Fire |
Chevrolet 1500 Truck |
1 |
$65,870.00 |
$65,870.00* |
|
Information Tech |
Chevrolet Equinox LS |
1 |
$29,880.00 |
$29,880.00 |
|
Parks |
Chevrolet 3500 Truck |
1 |
$57,295.00 |
$57,295.00 |
|
Utility Collections |
Chevrolet Colorado Truck |
1 |
$39,390.00 |
$39,390.00 |
|
Water Distribution |
Chevrolet Equinox LS |
1 |
$33,075.00 |
$33,075.00 |
*Includes $400.00 BuyBoard fee for all Caldwell Country Chevrolet purchases
The purchase pricing from Doggett Freightliner of South Texas, LLC-Austin utilizing The Interlocal Purchasing System (TIPS) Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
SW Res. |
Freightliner/McNeilus Rear Loader |
1 |
$280,495.00 |
$280,495.00 |
The purchase pricing from Grapevine Dodge Chrysler Jeep utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Transportation |
Ram 5500 Bucket Truck |
1 |
$220,542.00 |
$220,542.00* |
*Includes $400.00 BuyBoard fee
The purchase pricing for computers as part of the eighteen FY24 Police Department patrol units from GTS Technology Solutions, Inc. utilizing the Texas Department of Information Resources Cooperative is as follows:
|
DivisionMake/ModelUnitsCostTotal Cost |
|
|
|
|
|
Police |
Dell Latitude 5430 Rugged |
18 |
$2,927.07 |
$52,687.26 |
The purchase pricing from Holt CAT utilizing the Sourcewell Cooperative is as follows:
|
DivisionMake/ModelUnitsCostTotal Cost |
|
|
|
|
|
SW Recycling |
CAT 246D3-CL Skid Steer |
1 |
$69,560.39 |
$69,560.39 |
The purchase pricing from Moridge Mfg. Inc. utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative is as follows:
|
DivisionMake/ModelUnitsCostTotal Cost |
|
|
|
|
|
Skylark |
725DT Grasshopper Mower |
1 |
$21,815.55 |
$21,815.55 |
The purchase pricing from North Texas Trailers, LLC. utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative is as follows:
|
DivisionMake/ModelUnitsCostTotal Cost |
|
|
|
|
|
Water Dist. |
MAXXD C6X8316 Trailer |
1 |
$7,777.98 |
$7,777.98 |
The purchase pricing from Rush Truck Center utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative is as follows:
|
DivisionMake/ModelUnitsCostTotal Cost |
|
|
|
|
|
Transportation |
Ford F650 Flatbed Truck |
1 |
$94,224.58 |
$94,224.58* |
*Includes $400.00 BuyBoard fee
The purchase pricing from Silsbee Ford utilizing The Interlocal Purchasing System (TIPS) Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Animal Serv |
Ford F150 Truck |
1 |
$42,118.25 |
$42,118.25 |
|
Drainage |
Ford F150 Truck |
1 |
$50,525.50 |
$50,525.50 |
|
KFHRA |
Ford F150 Truck |
3 |
$45,060.75 |
$135,182.25 |
|
Mowing |
Ford F250 Truck |
3 |
$56,594.50 |
$169,783.50 |
|
Police |
Ford F250 Truck |
1 |
$52,989.25 |
$52,989.25 |
|
Police |
Ford E350 Van |
1 |
$97,558.72 |
$97,558.72 |
|
Police |
Ford F150 Responder Truck |
1 |
$95,110.40 |
$95,110.40 |
|
Police |
Ford Explorer Interceptor Hybrid |
5 |
$91,606.08 |
$458,030.40 |
|
Police |
Ford Explorer Interceptor |
11 |
$92,281.58 |
$1,015,097.38 |
|
Water Dist. |
Ford F350 Truck w Utility Body |
2 |
$70,102.50 |
$140,205.00 |
|
Water Dist. |
Ford F350 Truck w Utility Body |
1 |
$73,231.50 |
$73,231.50 |
The ambulance purchase pricing from Sterling McCall Ford utilizing the Houston-Galveston Area Council (HGAC)Buy Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Fire |
Ford F450 Ambulance Re-Mount |
1 |
$256,325.00 |
$256,325.00* |
|
Fire |
Ford F450 Ambulance Re-Mount |
1 |
$250,725.00 |
$250,725.00 |
*Includes $600.00 HGACBuy fee for all Sterling McCall Ford purchases
The purchase pricing for medical equipment from Stryker Medical, as a sole source vendor, for the two ambulances is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Fire |
Stryker Cot, Power Load, Stair Chair |
2 |
$79,725.00 |
$159,450.00 |
The purchase pricing from United AG and Turf utilizing the Sourcewell Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Mowing |
JD 4066M Tractor, MX10 Cutter |
1 |
$52,625.16 |
$52,625.16 |
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:
|
Department/Division |
Account |
Cost |
Available Funds |
|
Animal Services |
349-8855-493.61-10 |
$42,118.25 |
$55,500 |
|
Aviation |
523-8805-493.61-10 |
$135,182.25 |
$148,500 |
|
Aviation |
523-8805-493.61-35 |
$21,815.55 |
$23,000 |
|
Communications |
220-0405-414.61-10 |
$29,880.00 |
$33,000 |
|
Information Technology |
349-8827-493.61-10 |
$29,880.00 |
$33,000 |
|
Fire |
349-8870-493.61-10 |
$732,370.00 |
$732,370 |
|
Mowing |
349-8834-493.61-10 |
$169,783.50 |
$171,119 |
|
Mowing |
349-8834-493.61-35 |
$52,625.16 |
$52,626 |
|
Parks & Recreation |
349-8830-493.61-10 |
$57,295.00 |
$58,240 |
|
Police |
349-8860-493.61-10 |
$1,771,473.41 |
$1,781,419 |
|
Public Works - Drainage |
375-8834-493.61-10 |
$50,525.50 |
$51,026 |
|
Public Works - Drainage |
375-8834-493.61-35 |
$93,738.75 |
$93,739 |
|
Public Works - Solid Waste |
388-8834-493.61-35 |
$2,042,932.39 |
$2,042,933 |
|
Public Works -Transportation |
349-8834-493.61-10 |
$314,766.58 |
$314,767 |
|
Public Works - Water & Sewer |
387-8834-493.61-10 |
$293,679.48 |
$301,179 |
|
Public Works - Water & Sewer |
387-8834-493.61-35 |
$96,815.97 |
$96,816 |
|
Total |
|
$5,934,881.79 |
$5,989,234 |
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 $5,934,882 and authorize the City Manager or designee to execute change orders in accordance with state and local law.
DEPARTMENTAL CLEARANCES:
Animal Services
Aviation
Communication
Fire
Information Technology
Police
Public Works
Recreation
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quotes
Certificates of Interested Parties