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Water & Wastewater Commission Review and Recommendation March 11, 2020 Mobility COA Strategic Direction: Commission Meeting Date: Council Meeting Date: Department: Purchasing March 26, 2020 Client: Danielle Lord, Frankie Casarez Agenda Item Recommend approval to negotiate and execute cooperative contracts through the Houston-Galveston Area Council; Sourcewell; Local Government Purchasing Cooperative, administered by Texas Association of School Boards, Inc. (BuyBoard); and Texas Multiple Award Schedule cooperative purchase programs with various contractors, to provide vehicles and equipment, each for up to five years for total contract amounts not to exceed $289,000,000, divided among the contractors. Austin Water’s requested authorization is $27,628,400. Amount and Source of Funding Funding is available in the Fiscal Year 2019-2020 Capital Budget of Austin Water. Funding for the remaining contract terms is contingent upon funding in future budgets. Multiple cooperative purchase programs were reviewed for these goods. The Purchasing Office has determined these cooperative purchase programs best meet the needs of the department to provide the goods required at the best value for the City. N/A February 12, 2020 – Zero Waste Advisory Commission meeting cancelled. March 9, 2020 – To be reviewed by the Electric Utility Commission. March 11, 2020 – To be reviewed by the Water and Wastewater Commission. These procurements were reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9D Minority Owned and Women Owned Business Enterprise Procurement Program. For the goods required there were no subcontracting opportunities; therefore, no subcontracting goals were established. these procurements, for Purchasing Language: Prior Council Action: Boards and Commission Action: MBE/WBE:  These contracts will provide Fleet Mobility Services the ability to purchase new and replacement vehicles, trailers, and equipment. These items will be added to the City’s fleet for use by various departments. The Houston-Galveston Area Council (H-GAC), Sourcewell, Local Government Purchasing Cooperative, administered by Texas Association of School Boards, Inc. (BuyBoard), and Texas Multiple Award Schedule (TxMAS) cooperatives establish competitively bid contracts that can be utilized by the State and other government agencies through a cooperative agreement. Cooperative agreements save taxpayer dollars by leveraging volume-buying power to drive down costs on hundreds of contracts through a streamlined cooperative purchasing program. These contracts offer the lowest prices for the budgeted vehicles and equipment and can meet the needs of City departments. Fleet Mobility Services will review quotes obtained from the listed cooperatives to ensure the offered pricing provides the best value to the City. If during the review period, it is determined that purchasing these items through a competitive process will yield a better value for the City, Fleet Mobility Services will work with the Purchasing Office to procure those items through the City’s usual process and bring those contracts to Council for approval if applicable. Fleet Mobility Services and the Office of Sustainability have collaborated to develop a vehicle and equipment purchasing process to progress towards our net-zero community-wide greenhouse gas emissions goals. This purchasing standard incorporates the following criteria: pollutant and greenhouse gas emissions impact, available technologies on the market, physical demands on the vehicle or equipment, service application, and life-cycle cost. These criteria are applied to all vehicle and equipment purchase requests submitted to Fleet Mobility Services. Fleet Mobility Services recommends vehicles and pieces of equipment that use hybrid, electric, or alternative fuel (e.g. B20 biodiesel, E85 gasoline, propane) powered engines whenever possible. The vehicles and pieces of equipment purchased on these contracts meet the purchase recommendations made by the Fleet Officer, affected department directors, and Assistant City Managers (ACMs). ACM approval is required for all new additions to the City’s fleet prior to any procurement actions. For replacement units, Fleet Mobility Services reviews a list of vehicles and equipment and determines if they are eligible for replacement based on mileage, hours of use, and maintenance costs. Fleet Service Center Managers have inspected each vehicle and piece of equipment to be replaced and determined that the mileage or hours of use on each vehicle and piece of equipment proposed for replacement cannot be increased without risking a significant increase in repair costs and loss of productivity due to downtime. The departments’ recommendations for vehicles and equipment have been reviewed by a Fleet Service Center Manager to ensure the new or replacement vehicles and equipment are appropriate for the specified use. New units must be put on order as soon as possible to ensure their place in the production schedule in order to be received before old units are rendered unusable. These contracts replace a similar group of cooperative contracts approved by Council on February 15, 2018.  Funding for these vehicles, trailers, and pieces of equipment in future years will be approved by Council during the budgeting process. Authorization amounts for future fiscal years are estimates subject to annual budget approval. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 Optional Extension 4 TOTAL Length of Term 1 yr. 1 yr. 1 yr. 1 yr. 1 yr. 5 yrs. Contract Authorization $ 57,800,000 $ 57,800,000 $ 57,800,000 $ 57,800,000 $ 57,800,000 $289,000,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage