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TITLE
Consider a memorandum/resolution authorizing the procurement of fleet replacement vehicles.
SUMMARY
DATE: June 18, 2019
TO: Ronald L. Olson, City Manager
FROM: Jonathan Locke, Executive Director of Finance
SUBJECT: Procurement of Fleet Replacement Vehicles
BACKGROUND AND FINDINGS:
Funding for the acquisition of replacement vehicles and equipment was approved as part of the City’s FY 2019 Budget processes. 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, units per category, age, mileage/hours, repair costs, and department/division feedback. The annual fleet replacement budget for FY 2017 and FY 2018 was $752,155 and $4,444,596, respectively. The FY 2019 Budget includes $4,613,300 for fleet replacement.
There are 51 pieces of equipment that have exceeded their useful life and are proposed for replacement at this time. The number of procurements per category is listed below:
|
Category |
Description |
Qty. |
|
Public Safety |
8 Trucks, 7 Cars, 2 Vans, 10 SUVs |
27 |
|
Public Works |
8 Trucks, 1 Van, 1 SUV, 1 Valve Exerciser Trailer |
11 |
|
Recreation |
2 Trucks, 1 Utility Tractor |
3 |
|
Support Services |
7 Trucks, 3 Vans |
10 |
The existing vehicles being replaced are on average 17 years of age and have an average of 120,000 miles.
THE ALTERNATIVES CONSIDERED:
1.) Defer replacement, 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.) Replace the vehicles 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 in order to meet the departments’ mission and operate in the safest and most cost effective manner.
CONFORMITY TO CITY POLICY:
The City of Killeen is a member of several purchasing cooperatives that are in compliance with Texas Local Government Code section 271.102. Purchases made through a cooperative satisfy competitive bid requirements.
FINANCIAL IMPACT:
The purchase pricing from Caldwell Country Chevrolet utilizing the TASB BuyBoard Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
Bldg. Serv. |
Chevrolet 2500 Truck |
1 |
$26,275.00 |
$26,275.00 |
|
Bldg. Serv. |
Chevrolet 2500 Service Body Truck |
1 |
$34.558.00 |
$34,558.00 |
|
Police |
Chevrolet Malibu |
7 |
$20,612.00 |
$144,284.00 |
|
Water Dist. |
Chevrolet 1500 Truck |
1 |
$26,830.00 |
$26,830.00 |
|
W&S Ops. |
Chevrolet 1500 Truck |
2 |
$26,830.00 |
$54,060.00* |
|
W&S Ops. |
Chevrolet 2500 Truck |
2 |
$28,775.00 |
$57,550.00 |
*Includes $400.00 BuyBoard fee for all Caldwell Country Chevrolet purchases
The purchase pricing from Grande Truck Center utilizing the TASB BuyBoard Cooperative is as follows:
|
Division Make/Model Units Cost Total Cost |
|
|
|
|
|
Bldg. Serv. |
Ford F550/UTEM Aerial Truck |
1 |
$126,360.10 |
$126,360.10 |
The purchase pricing from Rockdale Country Ford utilizing the Texas SmartBuy Cooperative is as follows:
|
Division Make/Model Units Cost Total Cost |
|
|
|
|
|
Fire |
Ford F250 Truck |
1 |
$38,366.00 |
$38,366.00 |
The purchase pricing from Rockdale Country Ford utilizing the TASB BuyBoard Cooperative is as follows:
|
Division Make/Model Units Cost Total Cost |
|
|
|
|
|
Code Enf. |
Ford Escape SUV |
1 |
$21,316.00 |
$21,316.00 |
|
Fire |
Ford Explorer Interceptor |
1 |
$45,316.00 |
$45,316.00* |
|
Permit Insp. |
Ford Escape SUV |
1 |
$21,316.00 |
$21,316.00 |
|
Police |
Ford Escape SUV |
7 |
$20,985.00 |
$146,895.00 |
*Includes $400.00 BuyBoard fee for all Rockdale Country Ford purchases
The purchase pricing from Rush Truck Center utilizing the TASB BuyBoard Cooperative is as follows:
|
Division Make/Model Units Cost Total Cost |
|
|
|
|
|
Animal Serv. |
Ford 250 Transit Cargo Van H-EL |
1 |
$35,719.40 |
$35,719.40 |
|
Animal Serv. |
Ford F250 Truck & Module |
1 |
$61,092.24 |
$61,092.24 |
|
Custodial |
Ford Transit Connect Van |
2 |
$26,683.56 |
$53,367.12 |
|
I.T. |
Ford Transit Connect Van |
1 |
$29,219.00 |
$29,219.00 |
|
Police |
Ford 250 Transit Cargo Van H-L |
1 |
$33,495.75 |
$33,495.75 |
|
W&S Ops. |
Ford 150 Transit Cargo Van M-L |
1 |
$31,400.12 |
$31,400.12* |
|
Drain Maint. |
Ford F250 Truck |
2 |
$34,304.80 |
$68,609.60 |
*Includes $400.00 BuyBoard fee for all Rush Truck Center purchases
The purchase pricing from Silsbee Ford utilizing the TASB BuyBoard Cooperative is as follows:
|
Division Make/Model Units Cost Total Cost |
|
|
|
|
|
Parks |
Ford F150 Truck |
2 |
$29,065.00 |
$58,130.00 |
|
Police |
Ford F150 Truck |
4 |
$26,758.00 |
$107,032.00 |
|
Police |
Ford F150 Truck |
1 |
$28,288.00 |
$28,288.00 |
|
Police |
Ford F150 Truck |
1 |
$35,649.00 |
$35,649.00 |
|
SW Res. |
Ford F150 Truck |
1 |
$24,059.00 |
$24,059.00* |
|
W&S Eng. |
Ford F150 Truck |
4 |
$33,605.00 |
$134,420.00 |
|
Drain Eng. |
Ford Explorer |
1 |
$29,649.00 |
$29,649.00 |
*Includes $400.00 BuyBoard fee for all Silsbee Ford purchases
The purchase pricing from United Ag and Turf utilizing the Sourcewell Cooperative is as follows:
|
Division Make/Model Units Cost Total Cost |
|
|
|
|
|
Parks |
John Deere 5075E Tractor |
1 |
$27,245.26 |
$27,245.26 |
The purchase pricing from Vermeer utilizing the TASB BuyBoard Cooperative is as follows:
|
Division |
Make/Model |
Units |
Cost |
Total Cost |
|
W&S Ops. |
Vermeer Vactron LP573XDT |
1 |
$79,483.00 |
$79,483.00 |
What is the amount of the expenditure in the current fiscal year? For future years?
|
Category |
FY19 |
|
Public Safety |
$718,769.39 |
|
Public Works |
$371,640.72 |
|
Recreation |
$85,375.26 |
|
Support Services |
$404,199.22 |
|
Total |
$1,579,984.59 |
Is this a one-time or recurring expenditure?
These are one-time expenditures.
Is this expenditure budgeted? If not, where will the money come from?
These expenditures are budgeted in the following accounts:
|
Division/Department |
Account |
Cost |
Available Funds |
|
Animal Services |
349-6070-441.61-10 |
$96,811.64 |
$98,500.00 |
|
Building Services |
349-3258-426.61-10 |
$187,193.10 |
$191,500.00 |
|
Code Enforcement |
349-4053-450.61-10 |
$21,316.00 |
$23,500.00 |
|
Custodial Services |
349-3259-426.61-10 |
$53,367.12 |
$53,500.00 |
|
Drainage Utility Engineering |
375-3435-432.61-10 |
$29,649.00 |
$31,700.00 |
|
Drainage Utility Maintenance |
375-3448-434.61-10 |
$68,609.60 |
$101,411.55 |
|
Fire |
349-7070-442.61-10 |
$83,682.00 |
$101,916.73 |
|
Information Technology |
349-2705-419.61-10 |
$29,219.00 |
$30,000.00 |
|
Parks & Public Grounds |
349-3025-425.61-10 |
$85,375.26 |
$96,250.00 |
|
Permits & Inspections |
349-4052-450.61-10 |
$21,316.00 |
$23,000.00 |
|
Police |
349-6000-441.61-10 |
$495,643.75 |
$532,866.00 |
|
Solid Waste Residential |
388-3460-439.61-10 |
$24,059.00 |
$43,055.90 |
|
Water Distribution |
387-3410-436.61-10 |
$26,830.00 |
$29,302.00 |
|
Water & Sewer Engineering |
387-3435-432.61-10 |
$134,420.00 |
$136,000.00 |
|
Water & Sewer Operations |
387-3420-438.61-10 |
$222,493.12 |
$251,954.00 |
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes, in the amount indicated in the table above.
RECOMMENDATION:
Staff recommends that City Council approve the procurement of the fleet, and that the City Manager or designee be authorized to execute any change orders as permitted by state and local law.
DEPARTMENTAL CLEARANCES:
Building Insp & CE
Fire Department
Parks and Public Grounds
Police Department
Public Works Department
Support Services
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quotes
Certificates of Interested Parties