To: Mark R. Hafner, City Manager
From: Alonzo Liñán, Director of Public Works
Subject:
Title
Consider a resolution approving the purchase of two (2) replacement pickup trucks and two (2) new pickup trucks through the Texas Procurement and Support Services Cooperative Purchasing Program (TxSmartBuy) and authorizing the City Manager to execute all related purchase documents on behalf of the City of Keller, Texas.
Action Requested:
Consider a resolution approving the purchase of two (2) replacement pickup trucks and two (2) new pickup trucks through the Texas Procurement and Support Services Cooperative Purchasing Program (TxSmartBuy) in the total amount of $111,237.
Background:
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. 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.
During the Fiscal Year 2017-2018 budget process, all vehicle requests were submitted to the committee for review. The committee met as a group and evaluated each request. The City Manager reviewed the requests during departmental budget meetings.
The FY 2017-2018 adopted budget provides funding for the following vehicles:
DEPT CURRENT NEW/REPLACEMENT PROPOSED BUDGET QUOTE
Water Admin. 2009 Ford F-150 4x4 Replacement 2018 Ford F-150 4x4 $35,000 $28,218
Water Utilities 2009 Ford F-150 4x2 Replacement 2018 Ford F-150 4x4 $36,500 $26,694
Water Utilities New 2018 Ford F-150 4x4 $39,500 $28,218
MSC New 2017 Ford F-250 4x2 $35,000 $28,107
FY 2017-2018 Vehicle Requests Total: $146,000 $111,237
The State of Texas Procurement and Support Services Cooperative Purchasing Program (TxSmartBuy) is a purchasing program that allows state and local governments to benefit from the state’s shared purchasing power. Detailed bid sheets for all requested vehicles in included in the Staff Attachment .
Budget Impact:
The total amount budgeted for all proposed vehicles is $146,000. The total cost of the requested vehicles is $111,237, a difference of $34,763. The difference will go towards the purchase of vehicle accessories, including those necessary to complete work tasks, road & life safety equipment and vehicle markings, not included in the vehicle purchase.
There are (2) two new and (2) replacement vehicles of which funds for the purchases will be transferred from the Water and Wastewater Utility Fund to the Fleet Replacement Fund. In future years, an annual contribution will be made from each department for the future replacement of vehicles.
Financial Considerations:
None
Citizen Input/Board Review:
The Fleet Committee reviewed the age, condition, repair cost, fuel cost, description of use and salvage value to determine if replacing the vehicle met the conditions for replacement.
Legal Review:
Not Applicable
Alternatives:
City Council has the following alternatives:
- Approve as submitted
- Approve with changes
- Denial