CC MEETING: September 17, 2019
DATE: September 11, 2019
TO: Erin Rinehart, City Manager
FROM: Dwayne Bianco, Director of Fleet and Facilities
Title
Consider Authorizing An Increase of $326,000 For A Total Not To Exceed $2,335,677.20 Per Year For Fleet Services With Vector Fleet Management, LLC Annually.
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BACKGROUND:
In 2010 as part of the City of Carrollton’s Managed Competition initiative, Fleet Services was outsourced. In 2018, Fleet Services transitioned to a new outsourced vendor, Vector Fleet Management. While Vector assists with vehicle specifications, fleet ordering, fleet mechanical repairs and fleet maintenance, they have not provided upfit services for our fleet. Historically IT has provided upfit services but it was communicated that IT was looking to move away from offering this service. In preparation for the transition upfit language and pricing was solicited as part of the Fleet Services RFP process. Vector Fleet Management knew we would eventually add upfit services and amend the contract amount.
Up fit services vary from year to year and are budgeted in the Fleet Replacement and Utility Replacement funds. Money for upfit is not spent unless services are performed. We currently project $326,000.00 in upfit expenditures in each of the next few years.
FINANCIAL IMPLICATIONS:
The Service Contract will be paid for from budgeted funds from the accounts and amounts listed below.
ACCOUNT UNIT ACCOUNT BUDGET AMOUNT
Fleet Services 61601-61606 $2,009,677.20
Fleet/Utility Replacement 576190/575190 $ 326,000.00
Total Annual Spend $2,335,677.20
IMPACT ON COMMUNITY SUSTAINABILITY:
Upfitting vehicles ensures City employees have the mobile resources necessary to do their job, which is one of the Council strategic goals.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends increasing the annual spend for fleet services with Vector Fleet Management by $326,000 to accommodate for the addition of upfit services for a new total not to exceed $2,335,677.20.