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Item # 14.

Council Meeting 2023

Meeting Date:	10/25/2022
Department:	General Services
Pillars:	Excellence in Asset Management
Milestones:	Effectively utilize and promote the Silver Line development with a first mile/last mile solution

AGENDA CAPTION:

Consider Action on a Resolution Approving the Purchase of Nine Vehicles, a Vermeer Chipper and Two Thermal Cameras for the Fire, Police, Parks, Utilities and General Services Departments and Authorizing the City Manager to Execute the Purchase Agreements in an Amount Not to Exceed $635,240.43.

BACKGROUND:

An Asset Management System (AMS) is utilized to track the Town's vehicles. Staff reviews and evaluates the condition of the vehicles and equipment on an annual basis to determine which assets warrant replacement.

Purchasing cooperatives solicit competitive bids from many vendors for products and services for their members. Purchasing through a cooperative streamlines the procurement process for public entities resulting in a savings of both administrative time and money. Staff identified the vendors and purchasing cooperatives in the tables below as being able to provide the replacement vehicles needed. BuyBoard, The Interlocal Purchasing Cooperative (TIPS), and the Tarrant County Cooperative are purchasing cooperatives. The Fort Worth Interlocal Agreement (Fort Worth ILA) is an arrangement whereby the Town may make purchases previously bid by that entity.

The Capital Equipment Replacement Fund (CERF) was established to accumulate sufficient resources to replace existing capital rolling stock and equipment that has reached the end of its useful life. Capital Equipment Replacement Fund resources are acquired through charges to operating departments. The charges are calculated using a straight-line depreciation method based on an item's expected life.

Using funds budgeted in the Fiscal Year 20232 CERF, the following vehicles are recommended for replacement based on the AMS and staff condition assessment.

Capital Equipment Replacement Funded Purchase

Item	Department	Estimated Cost	Quoted Cost	Cooperative	Vendor
Thermal Cameras	Fire	$23,000.00	$14,601.70	BuyBoard	NAFECO
Ford Interceptor	Fire	$50,000.00	$55,932.00	Tarrant County Cooperative	Holiday
Ford Explorer	Police	$38,000.00	$38,629.25	TIPS	Silsbee
BMW Motorcycle	Police	$35,000.00	$29,130.87	City of Fort Worth ILA	BMW of Dallas
BMW Motorcycle	Police	$35,000.00	$29,130.87	City of Fort Worth ILA	BMW of Dallas
Ford F-250 Super Cab	Police	*Insurance Replacement	$95,366.00	TIPS	Silsbee
Ford F-350	Utilities	$58,000.00	$66,441.50	TIPS	Silsbee
Ford Lightning	Utilities	$50,000.00	$59,046.25	TIPS	Silsbee
Chevy Bolt EUV	General Services	$40,000.00	$33,596.75	TIPS	Silsbee

Department Funded as an Approved Decision Package

Item	Department	Estimated Cost	Quoted Cost	Cooperative	Vendor
Ford F-550 Crew Cab	Parks	$130,000.00	$106,814.00	TIPS	Silsbee
Vermeer Brush Chipper	Parks	$130,000.00	$106,551.24	TIPS	Vermeer

*This is to replace a vehicle that was considered at total loss in an accident.
** Estimated and quoted price differences are due to changing market conditions.

RECOMMENDATION:

Administration recommends approval.

Attachments
Resolution - Vehicle and Equipment Purchases Fiscal Year 2023
Quote - Fire Department Thermal Camera
Quote - Fire Department Interceptor
Quote - Police Department Explorer
Quote - Police Department Motorcycles
Quote - Police Department F-250
Quote - Utilities Department F-350
Quote - Utilities Department Lightning
Quote - General Services Department Bolt
Quote - Parks Department F-550
Quote - Parks Department Brush Chipper