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File #:
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24-1528
Version:
1
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Name:
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Type:
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CONSENT AGENDA
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Status:
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Approved
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On agenda:
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6/12/2024
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Final action:
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Title:
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Authorize a five-year master agreement for fleet vehicles and equipment with Kirby-Smith Machinery, Sam Pack's Five Star Ford, Berry Companies, Holt Texas, Southwest International Trucks, United Equipment Rentals Gulf, Kinloch Equipment and Supply, BTE Body Company, Austin Truck and Equipment, Rush Truck Centers of Texas, Chastang Ford, Texas Kenworth Company, Vermeer Equipment of Texas, Houston Freightliner, LHD Partners, Magnum Custom Trailer Manufacturing, Grande Truck Center, Texan Waste Equipment, Industrial Power and Hardware, Dickson Equipment Company, Bond Equipment, Versalift Southwest, Briggs Equipment, Freedom Dodge, Darr Equipment, Siddons Martin Emergency Group, Rosenbauer Minnesota, Reliance Environmental Truck Sales, Genserve LLC, Landmark Equipment, Norh Texas Trailers, Deer and Company, Custom Truck One Source, Caldwell Country Chevrolet, Generac Power Systems, Caldwell Country Ford, Donalson CDJR, Cameron Dodge, Silsbee Ford, Chrysler Jeep Dodge City of McKinney, Spec...
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Attachments:
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1. Resolution, 2. Exhibit A
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STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: June 12, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Department of Equipment and Fleet Management
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize a five-year master agreement for fleet vehicles and equipment with Kirby-Smith Machinery, Sam Pack’s Five Star Ford, Berry Companies, Holt Texas, Southwest International Trucks, United Equipment Rentals Gulf, Kinloch Equipment and Supply, BTE Body Company, Austin Truck and Equipment, Rush Truck Centers of Texas, Chastang Ford, Texas Kenworth Company, Vermeer Equipment of Texas, Houston Freightliner, LHD Partners, Magnum Custom Trailer Manufacturing, Grande Truck Center, Texan Waste Equipment, Industrial Power and Hardware, Dickson Equipment Company, Bond Equipment, Versalift Southwest, Briggs Equipment, Freedom Dodge, Darr Equipment, Siddons Martin Emergency Group, Rosenbauer Minnesota, Reliance Environmental Truck Sales, Genserve LLC, Landmark Equipment, Norh Texas Trailers, Deer and Company, Custom Truck One Source, Caldwell Country Chevrolet, Generac Power Systems, Caldwell Country Ford, Donalson CDJR, Cameron Dodge, Silsbee Ford, Chrysler Jeep Dodge City of McKinney, Specialty Fleet Sales, Interstate Trailers, Lake Country Chevrolet, Doggett Freightliner of South Texas, Cavendar Ford Motor Company, Tom Loftus Inc. DBA Austin Turf and Tractor, Czar Companies, Scranton Manufacturing Company, South Star JCB, Bruckner Truck Sales, The Sewell Family of Companies, Cummins Southern Plains, R.D. Offutt Company, Holt Truck Centers of Oklahoma, Ed Morse Automotive LLC - Freedom Chevrolet Buick GMC by Ed Morse, Ed Morse Automotive LLC - Freedom Chrysler Dodge Jeep Ram by Ed Morse, Donalson-Hiner Automotive Group, Coufal-Prater Equipment, The Around The Clock Freightliner Group, Chastang Enterprises - Houston, Rush Truck Centers of Texas, Equipmentshare.com, Daco Fire Equipment, Deen Kubota, Brazos Motorsports, Curbtender Sweepers, Custom Truck One Source and their associated distributors through the BuyBoard National Purchasing Cooperation, Texas Smartbuy, TIPS Coop, National Intergovernmental Purchasing Alliance (NIPA), Sourcewell (NJPA), HGACBuy, Tarrant County Coop, The Cooperative Purchasing Network (TCPN), Texas Correctional Industries (TCI), Texas Multiple Award Schedules (TXMAS), U.S. Communities Government Purchasing Alliance (U.S. Communities) General Services Administration (GSA), NASPO ValuePoint, Omnia Partners, California CMAS, Virginia Sheriff’s Association, Florida Sheriff’s Association, as specifically described in Exhibit A - Total estimated amount of $350,014,918.00 - Financing: Sanitation Capital Improvement Fund ($20,000,000.00), Dallas Water Utilties Fund ($60,000,000.00), Stormwater Drainage Management Fund ($10,000,000.00), SDM-Equipment Acquisition Notes ($12,500,000.00), Aviation Fund ($6,200,000.00), Building Inspection Fund ($7,050,000.00), General Fleet Equipment Acquisition Notes ($90,049,500.00), Sanitation Equipment Acquisition Notes ($50,000,000.00), and Dallas Fire Department Master Lease-Equipment Fund ($94,215,418.00)
Body
BACKGROUND
This action does not encumber funds; the purpose of a master agreement is to establish firm pricing for goods, for a specific term, which are order on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under the agreement.
This master agreement will provide the City with; better scheduling and timelines of deliveries dates, better alignments on build schedules with manufacturers, reduce rental costs associated with replacement of the unscheduled decommission of equipment, better timing with grant awards that fund fleet purchases, and the ability to economize cost by taking advantage of price incentives. The master agreement will also provide the City with flexibility to more efficiently respond to vehicle and equipment needs for first responders, special task forces (i.e. code compliance), and emergencies.
The approach for this fleet purchase has been greatly influenced by a Fleet Efficiency Study conducted in 2018. Specifically, the recommendations to implement a Total Cost of Ownership (TCO) procurement strategy to achieve the most effective life cycle return on the fleet investment. Equipment and Fleet Management collaborated with departments to identify; costly long term leased vehicles, vehicles that were inoperable but critical to service delivery, and worked to take advantage of extended warranties and other adjustments to specifications that lend to ease of maintenance and operation.
The City conducts an evaluation on vehicles and equipment using established criteria before replacement occurs. This evaluation includes life-to-date maintenance cost, recommended replacement mileage, and recommended replacement life.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
The City Council was briefed on the “Fleet Management Update” on February 21, 2024.
FISCAL INFORMATION
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Fund |
FY 2023-24 |
FY 2024-25 |
Future Years |
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Sanitation Capital Improvement Fund |
$0.00 |
$ 4,000,000.00 |
$ 16,000,000.00 |
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Water & Sewer Revenue Fund |
$0.00 |
$12,000,000.00 |
$ 48,000,000.00 |
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SDM-Operations Fund |
$0.00 |
$ 2,000,000.00 |
$ 8,000,000.00 |
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SDM- Equipment Acquisition Notes Fund |
$0.00 |
$ 2,500,000.00 |
$ 10,000,000.00 |
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Aviation Fund |
$0.00 |
$ 1,800,000.00 |
$ 4,400,000.00 |
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Building Inspection Fund |
$0.00 |
$ 1,700,000.00 |
$ 5,350,000.00 |
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General Fleet Equipment Acquisition Notes Fund |
$0.00 |
$18,009,900.00 |
$ 72,039,600.00 |
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Sanitation Equipment Acquisition Notes Fund |
$0.00 |
$10,000,000.00 |
$ 40,000,000.00 |
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Dallas Fire Department Master Lease-Equipment Fund |
$0.00 |
$20,164,430.00 |
$ 74,050,988.00 |
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Total |
$0.00 |
$72,174,330.00 |
$277,840,588.00 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Plan adopted on October 22, 2008, by Resolution No. 08-2826, as amended, the M/WBE participation on this contract is as follows:
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Contract Amount |
Procurement Category |
M/WBE Goal |
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$350,014,918.00 |
Goods |
32.00% |
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M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
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N/A |
N/A |
N/A |
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• The Business Inclusion and Development Policy does not apply to Cooperative Purchasing Agreements. |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
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Cooperative Purchasing |
• Cooperative Purchasing Agreements enable the City to associate with State agencies, other local governments, or local cooperative organizations comprised of other state and local governments, to leverage market buying power and enable the City to purchase goods or services at lower prices |
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• Cooperative Purchasing is an alternative method of meeting the requirements for competitive bidding or competitive sealed proposals, not an exception from that requirement |
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