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Agenda No. 8.
 
CITY COUNCIL MEMORANDUM
 
City Council Meeting: September 14, 2021
Department: Facility & Fleet
Subject: Resolution No. 21-R-103 - Consideration and/or action approving a Resolution by the City Council of the City of Schertz, Texas, authorizing the City Manager to issue a purchase order(s) for the purchase of various vehicles/equipment as part of the 2021-2022 Vehicle/Equipment replacement program. (C. Kelm/S. Williams/C. Hernandez)

BACKGROUND

Within each fiscal budget year, the Fleet Department requests to purchase vehicles/equipment to add to or replace aging vehicles to maintain a good working fleet of City owned vehicles/equipment for the 2021/2022 budget year and in accordance with the Vehicle Replacement Plan previously approved by Council.  Below are the emergency vehicles, light duty vehicles, and equipment to be purchased in FY 21-22.

The following vehicles/equipment will be purchased from various vendors via group purchasing cooperatives and or sole source vendors. Each group purchasing cooperative contract was competively bid by the awarding entity. In addition to that level of competition, City staff also obtained multiple contract quotes to ensure the overall best value for the City was obtained. 
 
VEHICLE & EQUIPMENT LIST FOR FY 2021/22 - PRELIMINARY
DEPARTMENT VEHICLE VENDOR COST PER UNIT TOTAL COST ADDITIONAL INFORMATION - NOTES
PARKS & REC Ford F250 SILSBEE FORD $31,406.00     GOODBUY
    Super Crew Cab CALDWELL/ROCKDALE FORD $30,440.00     BUYBOARD
STREETS     PJ TRAILERS $11,380.50   BUYBOARD CONTRACT #599-19 
        MAGNUM CUSTOM TRAILER                      
STREETS      VERMEER $43,065.60     BUYBOARD CONTRACT #597-19  
                               
FIRE/RESCUE (2) Ford F150  SILSBEE FORD $33,301.75 $66,903.50 GOODBUY
    Super Crew Cab                            
      CALDWELL/ROCKDALE FORD 31,651.00 $63,702.00 BUYBOARD
MOTOR POOL Ford Escape SILSBEE FORD $23,363.25         GOODBUY    
                                   
        CALDWELL/ROCKDALE FORD $21,654.00   BUYBOARD
MOTOR POOL Ford Edge SILSBEE FORD $30,190.25         BUYBOARD    
                                   
        CALDWELL/ROCKDALE FORD $28,292.00         GOODBUY    
FLEET Ford F350 Ext. Cab SILSBEE FORD $33,179.50   GOODBUY
                                   
        CALDWELL/ROCKDALE FORD $31,375.00   BUYBOARD
                                   
ACO - PD Ford F150 Crew Cab SILSBEE FORD $35,867.50   GOODBUY
    4 x 4 CALDWELL/ROCKDALE FORD 37,271.00     BUYBOARD
        SAM'S PACK FIVE 41,586.00         BUYBOARD    
PD (4) Ford Explorers SILSBEE FORD 34,069.25 136,277.00     GOODBUY    
    Police Cruisers                        
    White CALDWELL/ROCKDALE FORD 36,987.00 148,348.00              
PD (2) Ford Explorers SILSBEE FORD 34,069.25 68,138.50              
    Carbonized Gray CALDWELL/ROCKDALE FORD 36,592.00 73,584.00     BUYBOARD    
PD Ford F150 SILSBEE FORD 33,491.75         GOODBUY    
    Crew Cab, 4 x 4                            
        CALDWELL/ROCKDALE FORD 32,374.00     BUYBOARD
DRAINAGE/WATER   EWALD KUBOTA $13,903.04   BUYBOARD
      SELMA, TX                      
                                 
UTILITY BILLING (2) Ford F150's SILSBEE FORD $29,757.50 $59,515.00 GOODBUY 
METER TECHS                                
        CALDWELL ROCKDALE FORD 30,325.01 60,650.02     BUYBOARD     
WATER Ford F550 With CALDWELL ROCKDALE FORD $55,112.00         BUYBOARD     
    Service Body                            
        SILSBEE FORD 57,212.29         GOODBUY    
DEVELOPMENT Ford Edge SILSBEE FORD $30,190.25         GOODBUY    
SERVICES                                
        CALDWELL/ROCKDALE 28,292.00         BUYBOARD    
CMO Ford Expedition SILSBEE FORD $46,257.25         GOODBUY    
                                   
        CALDWELL/ROCKDALE 43,937.28         BUYBOARD    
FACILITIES Ford F150  SILSBEE FORD $29,747.50         GOODBUY    
                                 
        CALDWELL/ROCKDALE 26,433.00 26,433.00     BUYBOARD    
STREETS   FOUR SEASONS EQUIPMENT $8,056.00 $9,256.00     SOURCEWELL    
              1,200.00 Freight                  
                                   
WATER      RDO EQUIPMENT $109,282.49         SOURCEWELL CONTRACT    
                                   
                                   
STREETS     CRAFCO, INC $85,429.62         BUYBOARD #597-19    
                                   
                                   
CODE ENFORCEMENT Ford F150  SILSBEE $27,247.25         GOODBUY    
                     
      CALDWELL/ROCKDALE 26,433.00       BUYBOARD    
                                   
Total dollar amount spent with Caldwell/Rockdale Ford FY 21-22     $388,044.28                
Total dollar amount spent with Silsbee Ford FY 21-22       $299,798.00                
Total dollar amount spent with PJ Trailers FY 21-22         $11,380.50                
Total dollar amount spent with Vermeer FY 21-22         $43,065.60                
Total dollar amount speith with Ewald Kubota FY 21-22       $27,806.08                
Total dollar amount spent with Four Seasons Equipment FY 21-22     $9,256.00                
Total dollar amount spent with RDO Equipment FY 21-22       $109,282.49                
Total dollar amount spent with CRAFCO, INC FY 21-22       $85,429.62                

GOAL

To authorize the City Manager to execute the purchase orders for the purchase of the vehicles listed in the vehicle replacement program.
 

COMMUNITY BENEFIT

Having a current and operational Fleet will provide all departments with the necessary vehicles and equipment to perform their assigned duties within the City of Schertz and reduce the maintenance cost of an aging fleet.

SUMMARY OF RECOMMENDED ACTION

Approval of this resolution will allow the purchase of the vehicles/equipment listed in the vehicle replacement program. 

FISCAL IMPACT

The purchase of the vehicles and equipment will be funded through the city’s general fund and emergency services funds. The fiscal impact of this project will be approximately $986,000.00 from various budgets with a contingency of 10% added for a total not to exceed $1,084,600.00  These funds were approved in the FY 2021-2022 budget.
 

RECOMMENDATION

Staff recommends approval of Resolution No. 21-R-103

Attachments