To: Aaron Rector, City Manager
From: Alonzo Liñán, Director of Public Works
Subject:
Title
Consider a resolution approving FY 2025-26 vehicle replacement purchases from Volvo & Mack Trucks of Waco, of Hewitt, Texas, through the Buyboard Purchasing Cooperative, and authorizing the City Manager to execute all related purchasing documents on behalf of the City of Keller, Texas.
Action Requested:
Approve the purchase of 1 Heavy Duty (HD) and 1 Medium Duty (MD) dump trucks, both of which are replacements, from Volvo & Mach Truck of Waco, of Hewitt, Texas, through the Buyboard Purchasing Cooperative, in the amount of $343,451.00, in advance of the formal Fiscal Year 2025-26 budget adoption.
Background:
The requested dump trucks replace existing vehicles meeting replacement criteria, including age, mileage, hours, and general cost of maintenance. They are being requested ahead of Fiscal Year 2025-26 budget adoption as long lead times are estimated to delay final delivery of the new vehicles by 8-12 months.
Department Type Estimated Cost New/Replacement
Water Distribution MD Dump Truck $143,610.00 Replacement
Drainage Maintenance HD Dump Truck $199,841.00 Replacement
Total: $343,451.00
The City established a Fleet Management Plan in Fiscal Year 2011-2012 to standardize and enhance the efficiency of managing and procuring all on-road vehicles and heavy equipment over 2,500 pounds. Initially, only small-vehicle fleet costs were budgeted through transfers from operating funds, while heavy equipment such as dump trucks and specialized machinery were excluded due to their high costs. The current purchase of dump trucks continues the effort to incorporate heavy equipment acquisitions into the Fleet Replacement Fund, a practice that will extend to future purchases. These large vehicles, including the dump trucks proposed in the Fiscal Year 2025-26 budget, are reviewed by the City Manager and are not covered under the City’s fleet agreement with Enterprise Fleet Management, which applies only to 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 dump truck is included with this memo as an exhibit.
Financial Impact:
The estimated cost for these vehicles is $343,451.00 and will be funded through the Vehicle and Equipment Replacement fund, with funding provided by the Water & Wastewater and Drainage Utility Funds.
Council Action:
Consider approval of the resolution as presented.