To: Mark R. Hafner, City Manager
From: Aaron Rector, Director of Administrative Services
Subject:
Title
Consider a resolution approving the FY 2023-24 vehicle replacement purchases through Enterprise Fleet Management and authorizing the City Manager to execute all related purchasing documents on behalf of the City of Keller, Texas.
Action Requested:
Consider a resolution approving the purchase of 6 Police vehicles, 1 Animal Control vehicle, 2 School Resource Officer vehicles, 1 Police Administration vehicle, 5 Public Works trucks, 1 Town Hall Operations truck, and 1 Field Services truck with all but 1 police vehicle being replacement vehicles.
Background:
The City created a Fleet Management Plan during Fiscal Year 2011-12 to provide standards and improve consistency and efficiency in the management and procurement of city vehicles. 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 requests during the annual budget process. The Fleet Management Plan is applicable to all on-road city vehicles with the exception of fire apparatus.
In FY 2017-18, the City contracted with Enterprise Fleet Management to help with procurement and disposal of vehicles in order to create long-term savings and efficiencies in the City fleet. The savings will be made in part by escalating fleet replacements to avoid high-end maintenance and repair costs in order to keep overall costs of vehicle ownership down. In addition, Enterprise will also handle the actual procurement of vehicles for the City and will deliver the vehicles soon after the start of the fiscal year. During the Fiscal Year 2023-24 budget process, Enterprise reviewed the current City fleet and worked with City staff to determine the vehicles which should be replaced and estimated replacement costs. Due to the limit availability of vehicles and parts, Enterprise is recommending approving purchase of the vehicles prior to factory ordering opening which is in mid-to-late May. This will help ensure the City is one of the initial orders placed and allow for time to request another manufacture if a model is not available.
Department Vehicle Type Estimated Costs New/Replacement
Keller Crime Control and Prevention District Fund
Police Tahoe 93,090 Replacement
Police Tahoe 93,090 Replacement
Police Tahoe 93,090 Replacement
Police Tahoe 93,090 Replacement
Police Tahoe 93,090 Replacement
Police Tahoe 93,090 New
Police SRO 67,455 Replacement
Police SRO 67,455 Replacement
Police Admin 28,671 Replacement
Police AC Truck 106,576 Replacement
TOTAL $ 828,697.00
Vehicle and Equipment Replacement Fund
Department Vehicle Type Estimated Costs New/Replacement
TH Operations Chevy 1500 49,297 Replacement
Field Services. Chevy 1500 49,297 Replacement
MSC Operations Chevy 1500 49,297 Replacement
Utility Admin. Chevy 1500 53,573 Replacement
Water Production Chevy 1500 56,323 Replacement
Water Production Chevy 1500 56,323 Replacement
Wastewater Collect. Chevy 5500 88,575 Replacement
TOTAL $ 402,685.00
Financial Impact:
The estimated cost of the Police and Animal Control vehicles is $828,697 and will be funded through the Keller Crime Control and Prevention District. The estimated cost for all other vehicles will be $402,685 and will be funded in the Vehicle and Equipment Replacement Fund by transfers from the General Fund and Water/Wastewater Fund.
Council Action:
Consider approval of the resolution as presented.