CC MEETING: September 24, 2024
DATE: September 17, 2024
TO: Erin Rinehart, City Manager
FROM: Dwayne Bianco, Director Fleet and Facilities
Shannon Hicks, Assistant City Manager
Title
Consider Authorizing The City Manager To Exercise The Renewal Of The Contract With Vector Fleet Management, LLC For Management Of Fleet Services In An Amount Not To Exceed $2,743,798.00 Annually, For A Total Amount Not To Exceed $5,487,578.00 For The Two-Year Term.
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BACKGROUND:
In 2010, as part of the City of Carrollton's Managed Competition initiative, Fleet Services were outsourced. In 2018, following an RFP process, City Directors and Public Service Chiefs conducted interviews with both local and national fleet service companies. As a result, the contract for Fleet Services was awarded to Vector Fleet Management for an initial term of four years, with the option for two additional two-year renewals.
Vector Fleet Management is an ASE Blue Seal certified shop that provides a wide range of services, including vehicle specifications, fleet ordering and receiving, body shop repairs, mechanical repairs, vehicle upfitting, registrations, fuel management, risk management, and overall fleet maintenance. They also offer 24-hour staffing for emergency repairs, supporting Public Works, Police, and Fire Rescue during the metroplex's last two winter events.
Fleet services consist of two components: Target and Non-Target services. Target services are predictable and can be planned for, such as oil changes. Non-Target services, on the other hand, are unpredictable and harder to budget for. These include accidents, damaged tires, driver negligence or abuse, and repairs to vehicles that are beyond their life cycle.
Vector Fleet Management also provides upfitting services, which are budgeted through the Fleet Replacement and Utility Replacement funds. Upfitting costs are only incurred when services are actually performed. Currently, we project upfit expenditures of $3...
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