|
|
File #:
|
RS-25-157
Version:
1
|
Name:
|
FY26 Fleet Replacement
|
|
Type:
|
Resolution
|
Status:
|
Resolutions
|
|
On agenda:
|
10/7/2025
|
Final action:
|
|
|
Title:
|
Consider a memorandum/resolution authorizing the procurement of fleet vehicles and equipment, in the amount of $9,150,254.00.
|
Title
Consider a memorandum/resolution authorizing the procurement of fleet vehicles and equipment, in the amount of $9,150,254.00.
Body
DATE: October 7, 2025
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 2026 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 age, mileage/hours, repair costs, miles per year, department/division feedback and available funding.
The annual fleet vehicles and equipment procurement budget for FY 2024 and FY 2025 was $6,011,800 and $7,309,249 respectively. The FY 2026 Budget allocates $8,845,104 for fleet replacement and $601,537 for additional feet, totaling $9,446,641. Of this total, $450,000 was added at the close of FY 2025 to cover vehicles associated with the new FY 2026 FTEs approved by Council motion on August 5, 2025.
The added fleet includes one unit for Code Enforcement ($32,018), one unit for the Fire Department ($82,228) and six units for the Police Department ($487,291). This request includes 62 units of fleet approved to be purchased during the FY 2026 Budget process, including the eight added units. The 54 units of fleet that are being replaced have exceeded their useful life and have an average age of 13 years and average mileage of 80,000. The number of procurements per category is listed below:
|
Category |
Description |
Qty |
|
Aviation |
2 Trucks, 3 UTVs |
5 |
|
Community Dev |
1 SUV |
1 |
|
Mowing |
1 Truck |
1 |
|
Parks & Recreation |
1 Truck |
1 |
|
Public Safety |
16 Interceptors, 9 SUVs, 3 cars, 1 Brush, 1 Amb, 4 Trks |
34 |
|
Public Works |
9 Refuse, 1 Dump, 1 Sweeper, 1 Vac, 5 Trucks, 3 Off-Rd |
20 |
|
Total |
|
62 |
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.) Approve the purchase of a portion of the fleet vehicles and equipment.
3.) 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 third 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 revenue/expenditure in the current fiscal year? For future years?
|
Category |
FY 26 |
|
Aviation |
$157,262.97 |
|
Community Development |
$32,018.00 |
|
Mowing |
$58,675.50 |
|
Parks Recreation |
$56,619.50 |
|
Public Safety |
$3,476,378.04 |
|
Public Works |
$5,369,299.56 |
|
Total |
$9,150,253.57 |
The purchase pricing for camera systems as part of the FY25 Police Department units from Axon Enterprise, Inc. utilizing the Texas Department of Information Resources Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Police |
Axon |
16 |
$23,381.48 |
$374,103.68 |
The purchase pricing from Bond Equipment Co Inc. utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
SW Com |
Battle/Wittke Front Loader |
3 |
$405,074.00 |
$1,215,222 |
|
SW Res. |
Battle/New Way Auto Side Loader |
4 |
$476,955.00 |
$1,907,820* |
*Includes $400.00 BuyBoard fee for all Bond Equipment Co. Inc. 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 |
|
Transportation |
13’ Frtliner/Warren Dump Body |
1 |
$175,216.00 |
$175,216.00 |
|
SW Com |
Frtlinr/Peterson Brush/Grapple Trk |
2 |
$247,524.56 |
$495,049.12 |
The purchase pricing from Doggett Freightliner of South Texas, LLC-Houston utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
San Sew |
Sewer Cleaner |
1 |
$530,253.00 |
$530,253.00* |
*Includes $400.00 BuyBoard fee
The purchase pricing for computers as part of the FY25 Police Department units from GTS Technology Solutions, Inc. utilizing the Texas Department of Information Resources Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Police |
Dell Pro Rugged |
16 |
$3,003.14 |
$48,050.24 |
The purchase pricing from Holt CAT utilizing the Sourcewell Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Transfer St |
CAT Skid Steer |
1 |
$67,265.00 |
$67,265.00 |
|
Transfer St |
CAT 420 XEITCEX Backhoe |
1 |
$289,013.45 |
$289,013.45 |
The purchase pricing from Lake Country Chevrolet utilizing The Interlocal Purchasing System (TIPS) Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Fire |
Chevrolet C1500 Truck |
2 |
$86,104.50 |
$172,209.00 |
|
Fire |
Chevrolet C3500 Truck |
1 |
$83,205.95 |
$83,205.95 |
|
Fire |
Tahoe LT |
1 |
$82,228.23 |
$82,228.23 |
|
Fire |
Tahoe PPV |
1 |
$73,490.86 |
$73,490.86 |
|
Police |
Traverse |
1 |
$47,957.50 |
$47,957.50 |
|
Police |
Equinox 1LS |
4 |
$35,140.25 |
$140,561.00 |
|
Transportation |
Chevy 3500 Truck |
1 |
$69,654.10 |
$69,654.10 |
The purchase pricing from Siddons-Martin utilizing the Houston-Galveston Area Council (HGAC)Buy Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Fire |
Ford F-550, Skeeter Brush Truck |
1 |
$335,251.58 |
$335,251.58 |
The purchase pricing from Silsbee Ford utilizing The Interlocal Purchasing System (TIPS) Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Aviation |
Ford F150 Truck |
2 |
$55,855.50 |
$111,711 |
|
Code Enforce |
Ford Escape |
1 |
$32,018.00 |
$32,018.00 |
|
Drainage |
Ford F350 Truck |
1 |
$94,791.50 |
$94,791.50 |
|
Drainage |
Ford F150 Truck |
1 |
$55,574.75 |
$55,574.75 |
|
Engineering |
Ford F150 Truck |
1 |
$54,533.00 |
$54,533.00 |
|
Mowing |
Ford F250 Truck |
1 |
$58,675.50 |
$58,675.50 |
|
Municipal Ct |
Ford Explorer Interceptor |
1 |
$89,963.21 |
$89,963.21 |
|
Parks |
Ford F250 Truck |
1 |
$56,619.50 |
$56,619.50 |
|
Police |
Ford Explorer |
3 |
$46,082.40 |
$138,247.20 |
|
Police |
Ford F250 Truck |
1 |
$56,630.50 |
$56,630.50 |
|
Police |
Ford Explorer Interceptor |
15 |
$89,963.21 |
$1,349,448.15 |
The purchase pricing from Silsbee Toyota utilizing The Interlocal Purchasing System (TIPS) Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Police |
Camry Hybrid |
3 |
$35,311.30 |
$105,933.90 |
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 Frazer Ambulance |
1 |
$306,350.00 |
$306,350.00* |
*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 ambulance equipment is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Fire |
Stryker Cot, Pwr Load, Stair Chair |
1 |
$72,747.04 |
$72,747.04 |
The purchase pricing from TYMCO Inc. utilizing the Houston-Galveston Area Council (HGAC)Buy Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Transportation |
TYMCO Model 600 Sweeper |
1 |
$351,375.00 |
$351,375.00 |
The purchase pricing from United AG and Turf utilizing the Sourcewell Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Aviation |
JD Gator |
3 |
$15,183.99 |
$45,551.97 |
|
Drainage |
JD 5075E W/10’RC |
1 |
63,532.64 |
63,532.64 |
Is this a one-time or recurring revenue/expenditure?
These are one-time expenditures.
Is this revenue/expenditure budgeted?
These expenditures are budgeted in the following accounts:
|
Department/Division |
Account |
Cost |
Available Funds |
|
Aviation |
340-56800-900-600-826340 |
$157,262.97 |
$189,839 |
|
Code Enforcement |
300-56800-900-500-826300 |
$32,018.00 |
$32,000 |
|
Fire |
300-56800-900-250-826300 |
$1,005,482.66 |
$988,266 |
|
Fire |
300-56800-900-250-825300 |
$120,000 |
$120,000 |
|
Engineering |
350-56800-900-400-826350 |
$54,533.00 |
$58,408 |
|
Municipal Court |
300-56800-900-160-826300 |
$89,963.21 |
116,435 |
|
Parks & Recreation |
300-56800-900-300-826300 |
$56,619.50 |
$58,298 |
|
Police |
300-56800-900-210-826300 |
$1,930,932.17 |
$1,903,720 |
|
Police |
300-56800-900-210-825300 |
$330,000 |
$330,000 |
|
Public Works - Governmental |
300-56800-900-400-826300 |
$654,920.60 |
$671,980 |
|
Public Works - Drainage |
390-56800-900-400-826390 |
$150,366.25 |
$149,827 |
|
Public Works - Drainage |
390-56315-900-400-826390 |
$63,532.64 |
$88,397 |
|
Public Works - Water & Sewer |
350-56800-900-400-826350 |
$530,253.00 |
$530,500 |
|
Public Works - Solid Waste |
380-56800-900-400-826380 |
$3,618,091.12 |
$3,850,471 |
|
Public Works - Solid Waste |
380-56315-900-400-826380 |
$356,278.45 |
$358,500 |
|
Total |
|
$9,150,253.57 |
$9,446,641 |
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes
RECOMMENDATION:
City Council approve the procurement of the fleet vehicles and equipment in the amount of $9,150,254 and authorize the City Manager or designee to execute change orders in accordance with state and local law.
DEPARTMENTAL CLEARANCES:
Aviation
Development Services
Fire
Municipal Court
Police
Public Works
Recreation
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quotes
Certificates of Interested Parties
Presentation
|