City Council
	Agenda Request
Agenda Of:	11/21/06	Agenda Request No:		IV A
Initiated By:	Jennifer Montgomery Purchasing Manager	Responsible Department:		Administrative Services
Presented By:	Jennifer Montgomery Purchasing Manager	Department Head:		Cindy Stanfield Administrative Services Director
		Additional Department. Head (s):
Subject / Proceeding:	Authorization to Purchase Fleet Vehicles Via Cooperative Purchasing Contracts
Exhibits:	Spreadsheet of Vehicle Purchases
Clearances			Approval
Legal:	N/A		Executive Director:	N/A
Purchasing:	Cindy Stanfield Administrative Services Director		Asst. City Manager:	Karen Glynn
Budget:	Linda Symank Director of Fiscal Services		City Manager:	Allen Bogard
Budget
Expenditure Required: $			623,285.23
Amount Budgeted/Reallocation: $			655,897.00 (for these twenty)
Additional Appropriation: $			N/A
Recommended Action
Approve the purchase of twenty (out of thirty total) budgeted vehicles totaling $623,285.23 via Buy Board, Fort Bend County and the HGAC cooperative purchasing contracts.
Executive Summary
Staff recommends the approval of the purchase of the attached budgeted vehicles. This partial list of the FY07 vehicle purchases includes all Ford, Dodge, Commercial John Deere and Kinloch items. The Fleet replacement fund is used for moving elder vehicles out of the fleet at the appropriate time. Well-analyzed replacement criteria and actual inspections by fleet technicians and managers are factors used before actually replacements occur. Vehicles that are new to fleet are typically budgeted for new positions. Delivery times vary by vehicle, but do not exceed 120 days except for the Crown Victoria Police Interceptors, as indicated below. Included in the Ford items, to be purchased from Helfman Ford via our interlocal agreement with Fort Bend County, are eight Crown Victoria Interceptors totaling $195,280.00 in price. These interceptors will include the fire suppression system installed by Ford and will have a 5-6 month delivery time. The interceptors are all replacement vehicles and will be replacing Crown Victoria pursuit vehicles that have reached the end of their useful life. All other Ford vehicles are to be purchased via the HGAC cooperative purchasing contract. Being purchased for the Police Department, as a replacement vehicle, is a Ford Expedition with the Police Package, priced at $22,873.30. Also being purchased for the Police Department are two Dodge Chargers, as replacement vehicles, from Planet Dodge via the Buy Board contract, totaling $44,690.00 in price. One F-150 truck is being added to the Police Department’s fleet for a newly budgeted position at $23,810.82. The Fire Department will receive one F-450 truck for $26,098.16 that is included in the FY07 budget as a new vehicle and will be used to pull the rehab center. Capital Projects will receive one 4x4, F-150 truck as a replacement to their fleet. Development Services will receive one F-150 extended cab truck as a replacement vehicle for $17,098.82. Parks and Recreation will receive one ¾ ton Ford truck for $24,796.76, which has been budgeted for new positions beginning May 2007. Building Services will receive two new F-150 trucks totaling $33,899.64. Fleet will receive one replacement vehicle, a Ford Freestar minivan, for $21,342.00. Water Utilities will be replacing three Ranger pickups with Ford F-150 trucks totaling $46,811.46. Water Utilities will also be adding to their fleet one Ford F-250 crew cab pickup and one Ford F-450 Flatbed, $24,945.95 and $28,702.91 respectively. Water Utilities will receive as a replacement, one Sreco Jet Unit from Kinloch Equipment and Supply, Inc. for $44,690.00. Two John Deere tractor/mowers will be purchased from Brookside Equipment Sales, Inc. via the Buy Board contract. Airport will be receiving one front-end mower for $16,600.43 and Parks will be receiving one turf tractor for $12,742.00. The remaining ten (10) FY07 new and replacement vehicles include all Chevrolet, Harley Davidson, Maintainer and Industrial John Deere items. The majority of the remaining items must be formally bid, as there is not a cooperative purchasing agreement available that carries these items and meets City specifications. These items will be brought to council as soon as feasible.
Exhibits