DEPARTMENT: Physical Development Administration
FILE TYPE: Consent Action
TITLE
title
Authorization To Purchase Fleet Vehicles And Equipment
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PURPOSE/ACTION REQUESTED
Authorize the purchase of vehicles and equipment
• Four survey trucks, three pickups, and two asphalt trailers assigned to the Transportation fleet
• Five police utility hybrids, three vans, one pickup, and one sedan assigned to the Sheriff’s fleet
• Two offroad utility, one boom lift, one floor sweeper, one forklift, and two pickups assigned to the Parks fleet
• One van assigned to the Library fleet
• One police utility hybrid and one pickup assigned to the Community Corrections fleet
SUMMARY
The Dakota County fleet consists of many equipment classifications, as far ranging as chainsaws, sedans, trucks, and construction equipment. To meet public expectations and deliver services, replacement of fleet equipment is programmed in the Fleet Capital Equipment Program (CEP) budget. Outdated equipment is replaced in accordance with the Fleet CEP Points Replacement Criteria (Attachment: Points Replacement Criteria).
The 2025 Fleet Adopted CEP includes the replacement of four survey trucks, five pickups, five police utility hybrids, three vans, two offroad utility, one sedan, and two asphalt trailers. These recommended replacements meet the approved replacement criteria of 23 or higher under the Fleet CEP Points Replacement Criteria and, therefore, are recommended for replacement. All these units being replaced will be sold at auction or traded in, with the proceeds used to offset the purchase price and setup costs of the new replacement units.
The 2025 Fleet Adopted CEP also includes the addition of one police utility hybrid, one boom lift, one floor sweeper, one forklift, two pickups, and one van. These units are needed to maintain the current level of service or for specific approved programs in the Sheriff’s fleet, Parks fleet, and Community Corrections fleet.
Dakota County holds cooperative purchasing agreements with the State of Minnesota (State) and Sourcewell. Purchasing through these contracts allows Dakota County to take advantage of the time spent by the State and Sourcewell to perform the competitive bidding process, reducing duplication of activities and resulting in cost savings. The County Procurement Manager has reviewed these contracts and determined this contract pricing is the most cost-effective option for purchasing vehicles and equipment.
As per previous board action, staff is requesting advanced authority for the Physical Development Deputy Director to purchase these additions and replacement units from cooperative purchasing contracts to reduce costs and to shorten purchasing timelines that continue to change due to supply chain issues, provided sufficient funds are available in the approved budget. These units are part of the approved 2025 Fleet CEP, and purchase orders are issued and approved through approved County Policies.
RECOMMENDATION
recommendation
Staff requests authorization to purchase four survey trucks, seven pickups, two asphalt trailers, six police utility hybrids, four vans, one sedan, two offroad utility, one boom lift, one floor sweeper, and one forklift, per adopted 2025 Fleet CEP budget, provided sufficient funds are available and following approved County Policies (Attachment: Recommended Fleet Replacements).
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EXPLANATION OF FISCAL/FTE IMPACTS
The approved 2025 Fleet CEP budget includes $2,082,000 to purchase these 22 replacements and seven additions to the County fleet.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, to provide an efficient, effective, and responsive fleet, replacement of major equipment is programmed in the Fleet Capital Equipment Program (Fleet CEP); and
WHEREAS, outdated vehicles and equipment are replaced in accordance with the Fleet CEP replacement criteria; and
WHEREAS, the additional units recommended are needed to maintain the current level of service and to support approved programs; and
WHEREAS, vehicles and equipment recommended for purchase meet the points replacement criteria; and
WHEREAS, the purchase of the proposed units is necessary to meet service demands, reduce excessive downtime, reduce emissions, and reduce repair costs; and
WHEREAS, Dakota County holds cooperative purchasing agreements with the State of Minnesota (State) and Sourcewell that allow the County to purchase from these contracts; and
WHEREAS, the cooperative purchasing agreements result in reduced workload, provide competitive pricing, and enable the County to take advantage of the time spent by the State and Sourcewell to perform the competitive bidding process.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Physical Development Deputy Director to utilize cooperative purchasing agreements with the State of Minnesota and Sourcewell to purchase the following units contingent on the approved budget and following the prioritization established in the budget and approved County Policies:
Four survey trucks
Seven pickups
Two asphalt trailers
Six police utility hybrids
Four vans
One sedan
Two offroad utility
One boom lift
One floor sweeper
One forklift
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PREVIOUS BOARD ACTION
24-026; 1/2/24
ATTACHMENTS
Attachment: Points Replacement Criteria
Attachment: Recommended Fleet Replacements
BOARD GOALS
☐ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Erin Stwora
Author: Kevin Schlangen