HomeMy WebLinkAboutmemoMEMORANDUM NO. 03-754
DATE: March 22, 2005
TO:
Mayor Jim Naugle
Vice -Mayor Carlton B. Moore
Commissioner Christine Teel
Commissioner Dean J. Trantalis
Commissioner Cindi Hutchinson
FROM: F. T. Johnson, City Manager
VIA: Bruce A. Larkin, Director of Administrative Services
BY: John Hoelzie/Don Mordas, Fleet Services
SUBJECT: June 3, 2003 Agenda — One -Time Approval of Fiscal Year 2003 — 2004
Fleet Plan
On March 7, 1995, the Commission approved the concept of an annual one-time approval of the
Fleet Plan for replacement vehicle and equipment purchases.
Table 3 in the attached FY'2003-2004 Fleet Plan summarizes our proposed vehicle and
equipment replacement purchases and the estimated replacement expenditures. The
Introduction section of this new Fleet Plan also summarizes the main elements of this
replacement program and provides a breakdown of expenditures by department. With
Commission approval, this procurement plan will again be followed when requisitioning
replacement fleet vehicles and equipment in FY'03/04. In addition, Fleet Services and
Purchasing will automatically replace any vehicles and equipment that Risk Management has
determined has been totaled due to accidents during the next fiscal year without having to
return to the Commission for approval to replace these totaled units. The only items that will be
brought to the Commission for separate, individual approval during the course of the upcoming
fiscal year will be the following "exceptions" (if any) to the Plan:
• Any replacement units with a different purpose than specified in the Plan.
• Any new unit not originally included in the Plan.
• Any vehicle or equipment bid with only one responsive and responsible bidder.
• Any recommended proprietary award.
At this time, we request one-time approval for the purchase of 170 replacement vehicles and
equipment with an estimated replacement expenditure of $5,572,000 as detailed in the following
Fleet Plan for FY'03104. The funding for these replacement vehicles and equipment is available
in the Vehicle Rental Fund. Following approval of the final FY'03104 City budget in September,
2003, Fleet Services will retum to the Commission with a "Supplemental Fleet Plan" with
estimated costs and requested transfers of funds for the purchase of all fleet vehicle and
equipment "additions" to the fleet (approved during the FY'03/04 budget process) for another
one-time purchase approval by the Commission.
No vehicles or equipment will be ordered prior to October 1, 2003, following Commission
approval of the City's FY'03104 budget.
Attachment — Proposed FY'03104 Fleet Plan