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File #: DC-1660    Version: 1
Type: Consent Action Status: Passed
File created: 11/22/2022 In control: Board of Commissioners
On agenda: 1/3/2023 Final action: 1/3/2023
Enactment date: 1/3/2023 Resolution #: 23-025
Title: Authorization To Purchase Fleet Vehicles And Equipment
Sponsors: Parks, Facilities, and Fleet Management
Attachments: 1. Points Replacement Criteria, 2. Recommended Replacements

DEPARTMENT: Parks, Facilities, and Fleet Management

FILE TYPE: Consent Action

 

TITLE

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Authorization To Purchase Fleet Vehicles And Equipment

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PURPOSE/ACTION REQUESTED

Authorize the purchase of vehicles and equipment

                     Eight police utility hybrids assigned to the Sheriff's fleet

                     Five sedans assigned to the Sheriff's fleet and Park’s fleet

                     Two sport utility vehicles assigned to the Sheriff’s fleet

                     Nine pickups assigned to Transportation fleet, Parks fleet, and Facilities fleet

                     Eight vans assigned to the Sheriff's fleet, Facilities fleet and Library fleet

                     Two tractors assigned to the Transportation fleet

                     Two skid steer loaders assigned to the Transportation fleet

                     One off-road utility assigned to the Parks 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 Outdated equipment is replaced in accordance with the Fleet CEP Points Replacement Criteria see (Attachment: Points Replacement Criteria).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 2023 Fleet Adopted CEP includes the replacement of seven police utility hybrids, five sedans, two sport utility vehicles, five pickups, six vans, two tractors, and two skid steer loaders. 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 2023 Fleet Adopted CEP also includes the addition of four pickups, two vans, one police utility hybrid, and one off-road utility. These units are needed to maintain the current level of service or for specific approved programs in the Sheriff's fleet, Facilities fleet, Park's fleet, Library fleet, and Transportation 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 Parks, Facilities, and Fleet Management Director to purchase these additions and 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, these units are part of the approved 2023 Fleet CEP, and purchase orders are issued and approved through approved County Policies.

 

RECOMMENDATION

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Staff requests authorization to purchase eight police utility hybrids, five sedans, two sport utility vehicles, nine pickups, eight vans, two tractors, two skid steer loaders, and one off-road utility as per approved 2023 Fleet CEP budget, provided sufficient funds are available and following approved County Policies see (Attachment: Recommended Fleet Replacements).

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EXPLANATION OF FISCAL/FTE IMPACTS

The 2023 Fleet CEP adopted budget includes $2,085,500 to purchase these eight police utility hybrids, five sedans, two sport utility vehicles, nine pickups, eight vans, two tractors, two skid steer loaders, and one off-road utility.

 

  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 is 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 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.

 

Eight police utility hybrids

Five sedans

Two sport utility vehicles

Nine pickups

Eight vans

Two tractors

Two skid steer loaders

One off-road utility

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PREVIOUS BOARD ACTION

22-447; 10/18/22

 

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