Item 4b — original pdf

Backup

COUNCIL DATE: 03/26/2020 CITY OF AUSTIN RECOMMENDATION FOR COUNCIL ACTION VENDOR: VARIOUS SUBJECT: Authorize negotiation and execution of 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. MBE/WBE: 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 for these procurements, there were no subcontracting opportunities; therefore, no subcontracting goals were established. LEAD DEPARTMENT: Purchasing Office CLIENT DEPARTMENT: Fleet Mobility Services FISCAL NOTE: Funding in the amount of $26,263,500 is available in the Fiscal Year 2019-2020 Capital Budget of various City departments. Funding in the amount of $385,310, is available in the Fiscal Year 2019-2020 Operating Budget of various City departments. Funding for the remaining contract terms is contingent upon funding in future budgets. PURCHASING: 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. PRIOR COUNCIL ACTION: FOR MORE INFORMATION CONTACT: Inquiries should be directed to the City Manager’s Agenda Office, at 512- 974-2991 or AgendaOffice@austintexas.gov or to John Hilbun, at 512-974-1054 or john.hilbun@austintexas.gov BOARD AND COMMISSION ACTION: February 12, 2020 – To be reviewed by the Zero Waste Advisory Commission; March 9, 2020 – To be reviewed by the Electric Utility Commission; March 11, 2020 – To be reviewed by the Water and Wastewater Commission. ADDITIONAL BACKUP INFORMATION (RCA BODY) 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. Revised 11/2017 1 DRAFT COUNCIL DATE: 03/26/2020 CITY OF AUSTIN RECOMMENDATION FOR COUNCIL ACTION VENDOR: VARIOUS 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. Revised 11/2017 2 DRAFT