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City Council Agenda Request
February 7, 2023
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AGENDA REQUEST NO: III.F.
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| | AGENDA OF: City Council Meeting |
| | INITIATED BY: Shahid Ali, Fleet Services Manager |
| | PRESENTED BY: Shahid Ali, Fleet Services Manager |
| | RESPONSIBLE DEPARTMENT: Environmental and Neighborhood Services |
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| | | | | | | | | AGENDA CAPTION: | | Consideration of and action on authorization of a Contract with Chastang Enterprises Houston LLC, DBA Chastang Ford, in the amount of $192,085.00 through the BuyBoard Cooperative Purchasing Contract No. 601-19, for the purchase of a Ford Crane Truck Service Body vehicle for Public Works. |
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| | | | | | | | | RECOMMENDED ACTION: | Approve the purchase of one (1) Ford Crane Truck Service Body vehicle from Chastang Ford in the amount of $192,085.00 utilizing BuyBoard Cooperative Purchasing Contract No. 601-19. |
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| | | | | | | | | EXECUTIVE SUMMARY: | The Fleet Division within the Environmental and Neighborhood Services Department maintains the Fleet Replacement Program, which addresses the replacement of fleet assets and is based on mileage and age to ensure a safe, economical, and reliable fleet. Below are the mileage and age criteria required to be met in order for the vehicle to be eligible for replacement.
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Fleet Type
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Age of Vehicle
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Mileage
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Police Patrol Vehicles - Sedans
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4
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85,000
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Police Patrol Vehicles – Trucks/SUVs
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5
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100,000
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Motorcycles
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4
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60,000
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Administrative Vehicles
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10
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100,000
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Light Pick-up Trucks
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8
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100,000
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Heavy Trucks/Equipment
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10
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100,000
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Heavy/Construction Equipment
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20
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N/A, condition of the unit
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Trailers
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10
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N/A, condition of the unit
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Vehicles meeting the age or mileage criteria are reviewed by City staff. The vehicle's condition and repair history are also reviewed to ensure the vehicle needs to be replaced. In addition, vehicles are considered for replacement outside the age and mileage criteria based on the condition and repair history of the unit.
During the Fiscal Year 2023 (FY23) budget process, 53 fleet assets were approved for replacement. Included within that total was one (1) Ford vehicle Crane Truck for Public Works:
These vehicles will be purchased through a Cooperative Purchasing Agreement with Chastang Ford under the BuyBoard Cooperative Purchasing Contract No. 601-19. Cooperative Agreements are with governmental purchasing organizations, of which the City is a member. These agreements leverage the purchasing potential of governmental entities. All contracts are competitively bid, and contracts are awarded in compliance with state procurement laws and regulations.
Once new vehicles are released to the departments, the replaced units are disposed of in accordance with Policy No. PU-117 and Chapter 2175 of the Texas Government Code. At the time of disposition, these vehicles are usually still considered valuable and are disposed of through an auction sale. In some instances, the vehicles could be exchanged with an existing pool vehicle, requiring the disposition of the original pool vehicle. Budgeted funding is available in the FY23 Fleet Replacement Fund.
The Environmental and Neighborhood Services Department recommends that the City Council authorize the purchase of one (1) Ford crane truck service body vehicle from Chastang Ford, utilizing the BuyBoard Cooperative Purchasing Contract No. 601-19 in the amount of $192,085.00. |
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| BUDGET |
| | EXPENDITURE REQUIRED: $192,085.00 |
| | CURRENT BUDGET: $192,085.00 |
| | ADDITIONAL FUNDING: N/A |
| | FUNDING SOURCE:Fleet Replacement Fund |
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