Agenda

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Item # 5.a.

City Council

Meeting Date:	08/08/2023
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:

Present, discuss, and consider action on an Ordinance authorizing the City Manager to execute contracts for vehicle purchases.

BACKGROUND:

The acquisition of new vehicles and equipment is important for the on-going operations of public safety and other operating departments.

Beginning in 2020, the supply chain for vehicles became severely constrained with many vehicle manufacturers experiencing lengthy delays in the delivery of vehicles to suppliers. The Town competes with the private sector and other municipalities to purchase from a limited pool of new vehicles. The current requirement to obtain Council approval before making a vehicle purchase exceeding $50,000 has resulted in lost opportunities to buy from the limited inventory. Staff needs authorization to make budgeted vehicle purchases immediately when inventory becomes available. The Ordinance to be discussed would afford staff that ability while ensuring transparency in purchasing and adherence to the approved budget.

Staff will discuss a proposed Ordinance that:

Authorizes the City Manager, or designee, to execute contracts and expend available, budgeted funds necessary to purchase vehicles for the Town’s operations without further authority, guidance, or direction from the City Council for a period not to exceed three (3) years.
Town staff shall utilize every effort to make purchases using Town contracts, co-operative contracts, or other municipal contracts with piggyback options prior to making any emergency purchases under Local Government Code 252. If an emergency purchase is required to protect the health and safety of the Town’s residents, staff will prepare an emergency declaration that details why the purchase had to go outside the normal procurement process and how health and safety are at issue.
Staff will provide regular reports to the City Council including information regarding vehicles purchased through the authority granted by this Ordinance.

RECOMMENDATION:

Administration recommends approval.

Attachments
Ordinance - Vehicle Purchase Delegation
Presentation - Ordinance Vehicle Purchases