City of Killeen - File #: RS-23-186

• File #: RS-23-186
• Version: 1
• Name: Procurement of fleet parts through Advance, Chastang, Heil of Texas, Lonestar Truck Group, NAPA, and O'Reilly in an amount not to exceed $495,000 and tires through Southern Tire Mart in an amount not to exceed $210,000
• Type: Resolution
• Status: Passed
• File created: 10/16/2023
• In control: City Council
• On agenda: 11/14/2023
• Final action: 11/14/2023
• Title: Consider a memorandum/resolution authorizing the procurement of fleet parts through Advance, Chastang, Heil, Lonestar Freightliner, NAPA, and O'Reilly, in an amount not to exceed $525,000, and tires through Southern Tire Mart, in an amount not to exceed $210,000.
• Sponsors: Animal Services, Aviation Department, Building Inspections, Communications, Community Development Department, Development Services, Engineering , Facility Maintenance, Fire Department, Fleet Services, Human Resources Department, Information Technology Department, Killeen Civic and Conference Center, Library, Municipal Court Department, Parks and Recreation Department, Police Department, Public Works Department, Solid Waste, Transportation, Utility Collections, Water & Sewer
• Indexes: Fleet

Date	Ver.	Action By	Action	Result
11/14/2023	1	City Council	approved	Pass
11/7/2023	1	City Council Workshop

Title

Consider a memorandum/resolution authorizing the procurement of fleet parts through Advance, Chastang, Heil, Lonestar Freightliner, NAPA, and O'Reilly, in an amount not to exceed $525,000, and tires through Southern Tire Mart, in an amount not to exceed $210,000.

Summary

DATE: November 7, 2023

TO: Kent Cagle, City Manager

FROM: Judith Tangalin, Executive Director of Finance

SUBJECT: Procurement of Fleet Parts and Tires

BACKGROUND AND FINDINGS:

The City of Killeen Fleet Services Division provides the maintenance and repair required to keep the City's approximately 976 units of fleet functioning properly. To accomplish this feat, there are numerous parts and tires procured daily. The costs of those items are then charged back to the corresponding City departments as they are used. The regularly used parts and tires are stocked at Fleet Services to facilitate timely repairs. The items not stocked within the 2,917 distinct parts within Fleet Services are purchased as needed and delivered to Fleet Services by the vendor.

Fleet Services purchases parts from 37 vendors that offer cooperative pricing and/or dealer only parts totaling approximately $1,007,000 annually. Seven of these vendors periodically exceed the $50,000 annual threshold and therefore require City Council approval.

The primary vendors for fleet parts are Advance, Chastang, Heil, Lonestar Freightliner, NAPA, and O'Reilly. During the previous fiscal year 2023, the combined amount spent with these six vendors was $495,415. The total estimated amount to be spent in FY 2024 is $525,000.

All six vendors offer significant savings to the City through their cooperative contracts. Advance provides cooperative pricing pursuant to Omnia contract #2017000280, effective through June 30, 2024, with savings of 5% to 65% off list price. Chastang provides cooperative pricing pursuant to the TASB BuyBoard contract #601-19, #629-20, 715-23, & 723-23 effective through November 30, 2024, with s...