DEPARTMENT: Parks, Facilities, and Fleet Management
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
• 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 Outdated equipment is replaced in accordance with the Fleet CEP Points Replacement Criteria see (Attachment: Points Replacement Criteria).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
recommendation
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