City Council

Agenda Request

Agenda Of:

December 5, 2006

Agenda Request No:

III E

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 the HGAC Contract

Exhibits:

Summary of Vehicle Purchases

Clearances

Approval

Legal:

N/A

Executive Director:

n/a

Purchasing:

n/a

Asst. City Manager:

David Ellison

Budget:

Jennifer Brown

Assistant Fiscal Services Director

City Manager:

Allen Bogard/ for AB

Budget

Expenditure Required: $

184,607.00

Amount Budgeted/Reallocation: $

184,607.00

Additional Appropriation: $

n/a

Recommended Action

Approve the purchase of seven (7) vehicles totaling $184,607.00 via the HGAC cooperative purchasing contract.

Executive Summary

On November 21, 2006 Council approved the purchase of the first 28 of 40 vehicles included in the approved fiscal year 2006/07 budget. This proposed purchase is for seven (7) Chevrolet vehicles, which are being purchased through the HGAC cooperative purchasing contract. The remaining FY07 vehicle purchases include all 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. These items will be brought to council at a later date.

Included in this proposal are four vehicles for the Fire Department- three replacements and one new to fleet item. The replacements include one Impala equipped with the police package for $20,176.00. A Tahoe, equipped with the police package priced at $30,234.00 and a Suburban, priced at $42,230, are also included as replacements for the Fire Department. The Fire Department will also be receiving one new to fleet Impala equipped with the police package for $20,176.00

The remaining three vehicles to be purchased are ½ ton pick-up trucks with varying options. One truck is going to Capital Projects as a replacement and is priced at $24,203.00, one new to fleet truck is going to the Police Department for $27,001.00 and one new to fleet truck is going to Development Services/Code Enforcement for $24,203.00.

The following table shows what has been approved, budgeted and is pending for FY07 fleet replacement fund vehicle purchases:

FLEET REPLACEMENT FUND
FY07 Replacement Budget (26)	$608,870.00
Approved by Council on 11/21 (19)	$426,239.00
Requesting Approval on 12/5 (4)	$98,690.00
Remaining Budget	$83,941.00
Vehicles Remaining (3)	$51,000.00

Overall, the replacement fund is currently $32,941.00 under budget for the vehicle purchases. The only replacement vehicles remaining to be purchased, should these four replacement vehicles be approved, are three Harley Davidson motorcycles collectively budgeted at $51,000.00. Should this agenda item be approved, there will be $83,941.00 remaining in the vehicle replacement fund to purchase these motorcycles, which are currently being competitively bid.

Exhibits

Vehicle Purchase List

Agenda of 12/5/06