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Consideration of request by the Fleet Superintendent for approval to order 2026 Fleet purchases in advance of approval of the 2026 budget
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Submitted by:
Michael Hahn- Fleet Superintendent
Department
Public Works
A. Issue
In order to avoid long delivery delays and/or cancellations and additional price increases due to ongoing supply chain issues, I am recommending pre-approval of much of the 2026 Fleet vehicle and equipment budget in order to begin ordering State bid contract, Sourcewell, and Sole source purchase 2026 vehicles and equipment now due to vehicle manufacture and vendor delays.
B. Background/Options
Each year the Fleet Maintenance Division of the Department of Public Works purchases various vehicles and equipment for all DPW, Police, and City Hall departments to replace aging city vehicles and equipment utilizing fleet equipment reserve funds. In an average year Fleet purchases seven Police vehicles and numerous light and heavy duty vehicles for other City departments. Taking into account the limited State bid contract order windows for 2026 vehicles and additional unknown 2026 emission change cost projections I am recommending placing orders as soon as possible to avoid cost increases.
We will purchase all vehicles using the State bid and Sourcewell contracts other than the Prentice 2124 Log loader dump body to be installed onto a city supplied 2026 Freightliner chassis, this replacement will match of one of the current Prentice loading trucks used daily by the Forestry team. I am requesting approval to waive the competitive bidding requirement for this $205,000 Prentice body in order to purchase the identical model as the second truck. This will allow increased efficiency maintaining the vehicles due to parts and operational compatibility. There is only one dealer in Wisconsin so it is not feasible to obtain multiple quotes to compare with our local Wisconsin vendor related to installation, shipping, and future warranty repairs needed.
The 2026 Fleet vehicle and equipment budget includes replacement of Five Police Interceptor Explorers for the Police Department. For our Street Department, one Peterbilt 520 with Labrie (Refuse Truck) 31 yard refuse body. For our Forestry, Department one Freightliner SD108 chassis with a Prentice 2124 Log Loader dump body.
The total budgeted expense for replacement of these vehicles and equipment in 2026 is $1,105,000, however, one additional refuse truck will be added during the standard budget process in order to place the order for 2027 early in 2026 which will be reflected in the annual budget request.
C. Strategic Plan (Area of Focus)
Priority Area Three: Infrastructure
D. Fiscal Impact
As these are all replacement vehicles, funds have already been set aside in the fleet equipment reserve fund and will be reflected in the 2026 budget. The total cost for all of the replacement purchases in 2026 are budgeted at $1,105,000 and payment will not be due until vehicles are received in 2026. One additional refuse truck will be shown in the 2026 budget, however, that will be purchased at a later date.
E. Recommendation
Authorization to order Fleet Division procured vehicles and equipment that are planned to be replaced in 2026 within the Fleet Division’s equipment replacement budget not to exceed $1,105,000 and approval to waive the competitive bid process for the purchase of one Prentice 2124 Log loader dump body.