To: Mark R. Hafner, City Manager
From: Aaron Rector, Director of Administrative Services
Subject:
Title
Consider a resolution approving the purchase of one (1) replacement dump truck from Volvo & Mack Trucks of Waco through the Buyboard Cooperative Purchasing Program; Void the resolution approving the purchase of one (1) replacement dump truck from Bruckner Truck Sales, Inc. of Fort Worth, Texas; and authorizing the City Manager to execute all purchase documents relating thereto on behalf of the City of Keller, Texas.
Action Requested:
Consider a resolution approving the purchase of one (1) replacement dump truck from Volvo & Mack Trucks of Waco through the Buyboard Cooperative Purchasing Program in the amount of $146,621 and void resolution number 4077 for a dump truck purchase from Bruckner Truck Sales.
Background:
On December 18, 2018, Council approved an agreement with Bruckner Truck Sales Inc. for one replacement dump truck through the Buyboard Cooperative Purchasing Program. After review of the Buyboard contracts with Bruckner Truck Sales and Volvo & Mack Trucks of Waco, the purchasing agreement should have been made with Volvo & Mack Trucks of Waco. Per the contracts, Bruckner simply serves as a sales representative for Volvo & Mack Trucks of Waco to help create the dump truck specifications and coordinate the order with Volvo & Mack Trucks of Waco. The dump truck is built and delivered by Volvo & Mack Trucks of Waco and therefore payment should be made to them. By approving the proposed resolution and voiding resolution number 4077, the City will be able to continue the purchase process with no interruption to delivery schedule and maintain the Buyboard contract requirements.
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.
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 fleet purchases, such as dump trucks, at the time due to the expense of this class of vehicle. The purchase of this dump truck will however, start the process of rolling these heavy fleet purchases into the Fleet Replacement Fund and will continue with the additional purchases of heavy fleet items in the future.
During the Fiscal Year 2018-19 budget process, all fleet requests were submitted to the Fleet Committee for review. The committee met as a group and evaluated this request, recommending approval as the vehicle met the replacement criteria in terms of age, condition, repair cost and auction value. The City Manager reviewed the requests during departmental budget meetings. Because of the type and size of these heavy fleet items, this dump truck and any additional future heavy fleet purchases will not be subject to the terms of the recently approved agreement that the City has entered into 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 dump truck in included with this memo as Exhibit “A”
Financial Impact:
The FY 2018-19 Adopted Budget includes $152,000.00 for this item, to be funded out of the Fleet Replacement Fund with funding from the General Fund. The total cost of the vehicle is $146,621, a difference of $5,379. 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.
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
Council Action:
Consideration of the resolution as presented in the amount of $146,621.