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Consideration of request by Fleet Superintendent for approval to order all 2025 Fleet purchases in advance of approval of the 2025 budget
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Submitted by:
Mike Hahn
Department
Public Works
A. Issue
In order to avoid long delivery delays or cancellations and additional price increases due to ongoing supply chain issues, I am recommending pre-approval of the 2025 Fleet vehicle and equipment budget in order to begin ordering State bid contract, Sourcewell, and Sole source purchase 2025 vehicles and equipment now due to vehicle manufacturer 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 funds. Each year Fleet purchases an average of seven Police vehicles and numerous light and heavy duty vehicles, also taking into account the limited State bid contract order windows for 2025 vehicles and additional unknown 2025 cost projections.
We will purchase these vehicles using the State bid and Sourcewell contracts as well as Sole source purchases from our Sole source local vendors when needed. The 2025 Fleet vehicle and equipment budget includes replacement of seven Police vehicles to include six Police Interceptor Explorers and one Harley Davidson Police motorcycle. For our Engineering Department one fully electric vehicle. For our Fleet department a set of four Challenger Mobile hoists. For our Street Department one Ford F-150 fully electric pick-up truck, one Trackless 51” Ribbon Snow blower attachment, and one 20’ 14,000 pound equipment trailer. For our Forestry Department one Ford F-150 4x4 pick-up truck. For our Parks department one Ford F-350 chassis with a Monroe Stainless Steel 9’ dump body, Western front plow and Salt Dawg brand salter insert, and one Toro 60” Zero turn lawn mower. For our Water Utility one Ford F-150 4x4 pick-up truck. The total budgeted expense for replacement of all vehicles and equipment in 2025 is $852,000.
C. Strategic Plan (Area of Focus)
Public Safety, Infrastructure, and Quality of Life
D. Fiscal Impact
As these are all replacement vehicles, funds have already been set aside in the fleet equipment fund and will be reflected in the 2025 budget. The total cost for all of the replacement purchases in 2025 are budgeted at $852,000. Payment will not be due until vehicles are received in 2025. We also hope to utilize available grant funds to purchase the two fully electric vehicles.
E. Recommendation
Authorization to order all Fleet Division procured vehicles and equipment that are planned to be replaced in 2025 within the Fleet Division’s equipment replacement budget in advance of approval of the 2025 budget.