Title
Consider a memorandum/resolution authorizing the procurement of fleet vehicles and equipment, in the amount of $6,831,538.
Body
DATE: October 22, 2024
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 2025 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 2023 and FY 2024 was $7,896,166 and $6,011,800 respectively. The FY 2025 Budget includes $6,715,388 for fleet replacement and $593,861 for added fleet, for a total of $7,309,249.
The added fleet budget includes three units for the Solid Waste Department ($541,486) and one unit for the Water & Sewer Department ($52,375). This request includes 47 units of fleet approved to be purchased during the FY 2025 Budget process, including the four added units. The 43 units of fleet that are being replaced have exceeded their useful life and have an average age of 13 years and average mileage of 90,000. The number of procurements per category is listed below:
|
Category |
Description |
Qty. |
|
Aviation |
1 SUV |
1 |
|
Development Services |
1 SUV |
1 |
|
Parks & Recreation |
2 Trucks |
2 |
|
Public Safety |
12 Interceptors, 3 SUVs, 1 BATT Unit, 5 Trks, 1 Van |
22 |
|
Public Works |
9 Trucks, 8 Refuse Trucks, 1 Trailer, 3 Off-Road Equip |
21 |
|
Total |
|
47 |
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. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in Texas Local Government Code (TLGC) section 271.102, subchapter F.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
|
Category |
FY 2025 |
|
Aviation |
$71,594.79 |
|
Development Services |
$51,374.25 |
|
Parks Recreation |
$112,061.00 |
|
Public Safety |
$2,407,873.25 |
|
Public Works |
$4,188,634.33 |
|
Total |
$6,831,537.62 |
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 |
|
SW Rec |
Bobcat D25S-9 Forklift |
1 |
$59,636.00 |
$59,636.00 |
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/Heil Front Loader |
2 |
$417,651.00 |
$835,302.00 |
|
SW Com |
Battle/Wittke Front Loader |
1 |
$396,721.00 |
$396,721.00 |
|
SW Res. |
Battle/Labrie Auto Side Loader |
1 |
$428,141.00 |
$428,541.00* |
*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 |
|
Fire |
Chevrolet Tahoe PPV |
2 |
$80,595.00 |
$161,590.00* |
*Includes $400.00 BuyBoard fee
The purchase pricing from Chastang Autocar utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
SW Com |
Autocar/BTE Roll-Off Truck |
1 |
$265,425.00 |
$265,825.00* |
*Includes $400.00 BuyBoard fee
The purchase pricing from Chastang Ford utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Transportation |
Ford/Warren Dump Truck |
1 |
$119,631.80 |
$120,031.80* |
*Includes $400.00 BuyBoard fee
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. |
`24 Frtliner/Petersen TL3 Brush Trk |
1 |
$229,859.52 |
$229,859.52 |
|
SW Res. |
`25 Frtliner/Petersen TL3 Brush Trk |
2 |
$231,859.52 |
$463,719.04 |
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 |
|
SW Res. |
Frtliner/Patterson 1200EJ Vac Trk |
1 |
$499,363.27 |
$499,763.27* |
*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 Latitude 5430 Rugged |
16 |
$3,124.81 |
$49,996.94 |
The purchase pricing from Holt CAT utilizing the Sourcewell Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Drainage |
CAT 420 XEITCEX Backhoe |
1 |
$172,814.72 |
$172,814.72 |
|
Water Dist. |
CAT 420 XEITCEX Backhoe |
1 |
$172,814.72 |
$172,814.72 |
The purchase pricing from Lake Country Chevrolet utilizing The Interlocal Purchasing System (TIPS) Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Aviation |
Chevrolet Tahoe |
1 |
$71,594.79 |
$71,594.79 |
|
Police |
Chevrolet Tahoe SSV |
1 |
$69,968.59 |
$69,968.59 |
The purchase pricing from Lenco utilizing the Houston-Galveston Area Council (HGAC)Buy Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Police |
Lenco Bearcat BATT |
1 |
$334,749.00 |
$334,749.00 |
The purchase pricing from North Texas Trailers, LLC. utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Transportation |
MAXX-D C6X8322 7X22 Trailer |
1 |
$8,920.58 |
$8,920.58 |
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 |
Skeeter Wildcat Brush/Booster Trk |
1 |
$320,040.00 |
$320,040.00 |
The purchase pricing from Silsbee Ford utilizing The Interlocal Purchasing System (TIPS) Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Drainage |
Ford Explorer |
1 |
$47,416.40 |
$47,416.40 |
|
Engineering |
Ford F150 Truck |
1 |
$51,374.25 |
$51,374.25 |
|
Parks |
Ford F250 Truck |
2 |
$56,030.50 |
$112,061.00 |
|
Police |
Ford F150 Truck |
1 |
$51,688.75 |
$51,688.75 |
|
Police |
Ford T350 Van |
1 |
$94,722.45 |
$94,722.45 |
|
Police |
Ford F150 K9 Responder Truck |
3 |
$91,361.80 |
$274,085.40 |
|
Police |
Ford Explorer Interceptor |
12 |
$87,586.01 |
$1,051,032.12 |
|
SW Com |
Ford F250 Stake Bed Trk w/Liftgate |
1 |
$65,607.25 |
$65,607.25 |
|
SW Com |
Ford F550 Utility, Welder, Crane Trk |
1 |
$208,611.28 |
$208,611.28 |
|
SW Rec |
Ford F250 Truck |
1 |
$50,536.25 |
$50,536.25 |
|
SW Res |
Ford F150 Truck |
1 |
$41,377.75 |
$41,377.75 |
|
SW Res |
Ford F250 Truck |
1 |
$55,360.50 |
$55,360.50 |
|
Transportation |
Ford F350 Flat Bed Truck |
1 |
$65,776.25 |
$65,776.25 |
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 |
340-56800-900-600-825340 |
$71,594.79 |
$96,868 |
|
Development Services - W&S |
350-56800-900-190-825350 |
$51,374.25 |
$52,375 |
|
Fire |
300-56800-900-250-825300 |
$161,590.00 |
$163,540 |
|
Fire |
300-56315-900-250-825300 |
$320,040.00 |
$320,500 |
|
Parks Recreation |
300-56800-900-300-825300 |
$112,061.00 |
$117,018 |
|
Police |
300-56800-900-210-825300 |
$1,591,494.25 |
$1,738,132 |
|
Police |
300-56315-900-210-825300 |
$334,749.00 |
$343,600 |
|
Public Works - Drainage |
390-56800-900-400-822390 |
$47,416.40 |
$53,813 |
|
Public Works - Drainage |
390-56315-900-400-825390 |
$172,814.72 |
$175,900 |
|
Public Works - Solid Waste |
380-56800-900-400-825380 |
$212,881.75 |
$218,190 |
|
Public Works - Solid Waste |
380-56315-900-400-825380 |
$2,888,214.84 |
$3,124,336 |
|
Public Works -Transportation |
300-56800-900-400-825300 |
$74,696.83 |
$88,100 |
|
Public Works -Transportation |
300-56315-900-400-825300 |
$120,031.80 |
$135,700 |
|
Public Works - Water & Sewer |
350-56315-900-400-825350 |
$672,577.99 |
$681,177 |
|
Total |
|
$6,831,537.62 |
$7,309,249 |
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 $6,831,538 and authorize the City Manager or designee to execute change orders in accordance with state and local law.
DEPARTMENTAL CLEARANCES:
Aviation
Fire
Police
Public Works
Recreation
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quotes
Certificates of Interested Parties
Presentation