To: Aaron Rector, Interim City Manager
From: Alonzo Liñán, Director of Public Works
Subject:
Title
Consider a resolution approving the purchase of a replacement 2025 Sewer Camera Van with Chevrolet chassis and upfitting services ahead of the Fiscal Year 2024-25 budget adoption from Caldwell Country Chevrolet, of Caldwell, Texas through the Buyboard Purchasing Cooperative and authorizing the Interim City Manager to execute all related purchase documents on behalf of the City of Keller, Texas.
Action Requested:
Approve the purchase of a Sewer Camera Van with Chevrolet chassis and upfitting services ahead of the formal Fiscal Year 2024-25 budget adoption from Caldwell Country Chevrolet, of Caldwell, Texas through the Buyboard Purchasing Cooperative in the amount of $370,225.00.
Background:
The requested replacement Sewer Camera Van replaces a 2015 Sewer Camera Van, which meets replacement criteria, including age, mileage, hours, and general cost of maintenance. The current van has 38,515 miles, and 8,294 hours of usage, which is considered above average for a vehicle of this type. Maintenance costs in the current year have exceeded $14,000 as parts have become harder to obtain. It is being requested ahead of Fiscal Year 2024-25 budget adoption as long lead times are estimated to delay final delivery of the new vehicle by 10-14 months.
The City created a Fleet Management Plan during Fiscal Year 2011-2012 to provide standards and improve consistency and efficiency in the management and procurement of City vehicles and equipment. The plan established a Fleet Management Committee made up of representatives from Public Works, Parks, Finance, Administration, Police, Fire, Utility Billing and Building Services to implement fleet policies and review vehicle and equipment requests during the annual budget process. The Fleet Management Plan is applicable to all on-road City vehicles and heavy equipment more than 2,500 pounds.
During the initial establishment of the Fleet Management Plan, it was determined that the small-vehicle fleet would be budgeted via account transfers from their applicable operating funds at the start of the program. This was not applied to heavy equipment and/or fleet purchases such as dump trucks, loaders, excavators, tractors, and/or other specialized equipment at the time due to the general expense of these types of items. The purchase of this camera van will continue the process of rolling these heavy equipment and/or fleet purchases into the Fleet Replacement Fund and will continue with the additional purchases of heavy equipment and/or fleet items in the future.
During the Fiscal Year 2024-25 budget process, all vehicle/equipment requests were submitted to the Interim City Manager for review. Because of the type and size of this item, it is not subject to the terms of the City’s fleet agreement with Enterprise Fleet Management for the small-vehicle fleet.
Buyboard is a purchasing program that allows state and local governments to benefit from the shared purchasing power of numerous state entities. A detailed bid sheet for the requested camera van is included with this memo as an exhibit.
Financial Impact:
The funding for this item will be included in the fiscal year 2024-25 Fleet Replacement Fund budget, with funding provided by the Water & Wastewater Utility Fund.
Alternatives:
City Council has the following alternatives:
- Approve as submitted
- Approve with changes
- Denial
Council Action:
Consideration of the resolution as presented in the amount of $370,225.00.