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.

Vehicles meeting the age or mileage criteria are reviewed by City staff. The vehicle 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 vehicle.

During the Fiscal Year 2020 (FY20) budget process, fleet assets were approved for replacement, and as new purchases. Included within those assets are four (4) Harley-Davidson motorcycles for the Police Department. In accordance with the City Council-approved FY20 budget, the City will procure the four (4) Harley-Davidson motorcycles from Republic Harley-Davidson.

On November 4, 2019, and November 11, 2019, an Invitation to Bid was advertised in the local newspaper and sent out to local vendors. On November 21, 2019, the City received one (1) bid in response to the Invitation to Bid. Upon reviewing the bid submittal, it was determined that the bid was incomplete. 

As such, on December 11, 2019, and December 18, 2019, an Invitation to Bid was again advertised in the local newspaper as well as sent out to local vendors. On January 2, 2020, the City received one (1) bid in response to the Invitation to Bid. The bid was reviewed, and the responsible bidder meeting the criteria on all of the units was identified as Republic Harley-Davidson with a bid of $104,882.72. This bid amount is within the budget designated for the purchase of these motorcycles and will be funded from the Fleet Replacement and General Funds.

Once the new motorcycles are released to the department, 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.

The Environmental and Neighborhood Services Department recommends that the City Council authorize the purchase of four (4) Harley-Davidson motorcycles from Republic Harley-Davidson in the amount of $104,882.72. Budgeted funding is available in the Fleet Replacement and General Funds.