Staff recommends that the City Council approve the purchase of six new vehicles from Billion Dodge-Chrysler Jeep ($245,316.00), and two large area mowers from Midland Implement ($237,885.46). Total amount of $483,201.46.

In fiscal year 2022 PRPL was approved to purchase two replacement vehicles (replacements for 1026 and 1611) through the City's ERP budget process. However, both were missed during Fleet's normal purchasing time and the budget authority was not carried over to FY23.  The funds still remain in the ERP fund, however, if this purchase is approved, a budget amendment will be necessary to re-establish authority in FY23. 1026 and 1611 are both used by seasonal employees and full-time staff, not replacing them has caused staff to be short vehicles and affected productivity.

In FY22 PRPL was approved to add three Equipment Operators to our staff. These staff members have been assigned vehicles that had been used by seasonal staff, leaving three seasonals without vehicles which have affected productivity. Three of the requested vehicles are for assignment to the three new Equipment Operators. The FY23 budget includes funding for the three vehicles. 

In FY23 ERP PRPL was approved to replace vehicle 1609. By the time the replacement vehicle arrives, this pickup will be over 10 years old and have more than 130,000 miles on it. This truck is used to transport fuel to our remote equipment and haul a large area mower during the summer.

In FY23 PRPL was approved to purchase 2 large area mowers to replace 1671 and 1676 through the City's ERP process. Both mowers will be over 10 years old and exceed 4,000 hours. Large area mowers are crucial to maintaining the parks, without these mowers parks will not get mowed once per week and sports fields will become difficult and unsafe to play on. The State conducts an annual competitive bidding process for many vehicles and equipment. Pursuant to MCA 18-4-402, local government agencies are permitted to take advantage of the cost savings realized by the State's purchasing volume. Cooperative purchasers benefit by purchasing through State term contracts through cost savings, expedited order processing, as well as ensuring all procurement is competitive via proper procurement rules governed by the State and City. PRPL is requesting to utilize the State contract. 

Finally, without these replacements, parks, trails, parking lots will be significantly impacted. Snow removal in the winter will be difficult and delayed, and mowing in the summer will take much longer. 



 

City Council may:

• Approve the purchase of 6 vehicles from Billion Dodge-Chrysler Jeep.  Also, approve the purchase of 2 large area mowers from Midland Implement Co; or,
• Not Approve the purchases.

Two replacement vehicles were budgeted for in FY22 the ERP fund (1026,1611) for $36,220 and $24,891, these funds remain in the ERP fund, but a budget amendment to reestablish budget authority will be necessary to cover the purchase price of, $40,886 each, and the excess funds needed will require a future budget amendment of $20,661, which is being recommended to be funded from PD1 reserves.

Three new vehicles were budgeted in the FY23 fromPD1 in the amount of $135,000, the actual cost of these three vehicles is $122,658. The extra budget ($12,342) will be used to cover the additional costs related to vehicle #1609 replacement.
 
One replacement vehicle was budgeted for in the FY23 Equipment Replacement fund (1609) for $25,791. The excess funds needed will come from the extra budget amount of $12,342, and will require a future budget amendment of $2,753 for the excess funds needed, which is being recommended to be funded from PD1 reserves.

Two large area mowers were budgeted in the FY23 Equipment Replacement fund (1671, 1676) in the amount of $211,906. Actual costs are $237,771.46. The excess funds needed will require a future budget amendment of $25,865.46, which is being recommended to be funded from PD1 reserves.