DEPARTMENT: Parks, Facilities, and Fleet Management
FILE TYPE: Consent Action
TITLE
title
Authorization To Purchase Fleet Vehicles And Equipment
end
PURPOSE/ACTION REQUESTED
Authorize the purchase of four minivans assigned to the Sheriff Transport fleet and the purchase of three trucks with special bodies assigned to the Transportation Construction fleet, Transportation Traffic fleet, and Fleet Management fleet.
SUMMARY
The Dakota County fleet consists of many equipment classifications, as far ranging as chainsaws, sedans, trucks, and construction equipment. In order 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 Outdated equipment is replaced in accordance with the Fleet CEP Points Replacement Criteria (see Attachment: Points Replacement Criteria).
The 2022 Fleet Adopted CEP includes the replacement of four minivans and three trucks with special bodies. 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, with the proceeds used to offset the purchase price and setup costs of the new replacement units.
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.
Staff is requesting advanced authority for the Parks, Facilities, and Fleet Management Director to purchase these replacement units from cooperative purchasing contracts to shorten purchasing timelines that continue to change due to supply chain issues. Provided sufficient funds are available in the approved budget, replacements are part of the approved 2022 Fleet CEP, and purchase orders are issued and approved through approved County Policies.
RECOMMENDATION
recommendation
Staff requests authorization to purchase four minivans and three trucks with special bodies as per approved 2022 Fleet CEP budget, provided sufficient funds are available and following approved County Policies (see Attachment: Recommended Fleet Replacements).
end
EXPLANATION OF FISCAL/FTE IMPACTS
The 2022 Fleet CEP adopted budget includes $519,000 to purchase these four minivans and three trucks with special bodies.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
body
WHEREAS, to provide an efficient, effective, and responsive fleet, replacement of major equipment is programmed in the Fleet Capital Equipment Program (CEP); and
WHEREAS, outdated equipment is replaced in accordance with the Fleet CEP replacement criteria; 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 allows the County to purchase from these contracts; and
WHEREAS, the cooperative purchasing agreements result in reduced workload, provides competitive pricing, and enables 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 Parks, Facilities, and Fleet Management Director to utilize cooperative purchasing agreements with the State of Minnesota (State) and Sourcewell to purchase these units contingent on the approved budget and following the prioritization established in the budget and approved County Policies.
• Four minivans
• Three trucks with special bodies
end
PREVIOUS BOARD ACTION
None.
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
PUBLIC ENGAGEMENT LEVEL
☐ Inform and Listen ☐ Discuss ☐ Involve ☒ N/A
CONTACT
Department Head: Taud Hoopingarner
Author: Kevin Schlangen