2023-051 Fleet Purchase Under Delegation of Authority August 4,2023 Report No. 2023-051
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
Fleet Purchase Under Delegation of Authority
EXECUTIVE SUMMARY:
A Multihog sweeper was purchased by Fleet Services for the Denton Drainage Department under
the delegation of authority approved by Ordinance 22-1269. The sweeper was budgeted in FY 21-
22 as an addition to the fleet. This Multihog sweeper is a smaller version of a full-size sweeper,
used in smaller areas to collect debris and clean the roads as it is easily maneuvered and does not
require a commercial driver's license to operate.
BACKGROUND:
In late 2019, the City began experiencing challenges in securing materials and supplies due to
supply chain issues. Conditions worsened and began to affect several operational areas including
Fleet Services.Vehicle lead times grew close to a year under the organization's normal acquisition
process. At times, vehicles and equipment become available through other avenues such as dealer
inventory, lease-to-own opportunities, and unclaimed allocations from non-contract Original
Equipment Manufacturers (OEM).
Staff requested a Delegation of Authority for Fleet Services allowing the City to move quickly
when opportunities present to procure vehicles or equipment outside the organization's normal
acquisition process. On June 28, 2022, City Council approved Ordinance 22-1269 providing for
the delegation under the following conditions:
1) City Manager, or their designee, will be allowed to sign contracts or other required
documentation with OEM suppliers to purchase a vehicle for a city utility or public safety
department (which cost that has been approved through the budget process) through the
following means:
a) Fleet Services will review any available procured contracts (i.e. City of Denton contracts,
co-operative contracts, and other City contracts with piggyback options). Fleet Services
will use such a contract if available. Once such contract is located, City Manager, or their
designee, will be able to execute the appropriate documentation to purchase under the
contract.
b) In the event there is not a procured contract that can be used for the purchase, and the
purchase is required to protect the health and safety of City of Denton residents, Fleet
Services will work with the relevant utility or public safety department to prepare a
declaration of emergency that will detail why the purchase had to go outside of the normal
process and how health and safety are at issue to be reviewed and approved by Purchasing
and Legal.
August 4,2023 Report No. 2023-051
c) In the event there is not a procured contract that can be used for the purchase, and the
purchase is required to protect the health and safety of City of Denton residents, Fleet
Services will work with the relevant utility or public safety department to conduct an
emergency purchase as outlined in the City's Procurement Policy.
d) Fleet Services will provide a report to City Council in the Friday Report, or other
appropriate method, regarding any vehicles purchased with this authority, the cost, any
markup or discounts received, and a running total of each department's vehicle budget as
the funds are used.
2) This delegation of authority is time limited to the earlier of three years or when market
conditions return to normal.
DISCUSSION:
A Multihog sweeper was recently located at Reliance Truck and Equipment, LLC. The dealership
is under contract with Sourcewell 111522-MUL for the purchase of Airport Runway Equipment.
Chapter 791 of the Texas Government Code authorizes respective participating governments to
enter into agreements for the purchase of goods and services. The Agreement allows both entities
to utilize contracts for goods and services competitively solicited by the other party to the contract.
The solicitation process followed by both entities meets all statutory procurement requirements
per Local Government Code 271.102.
The purchase of the sweeper will allow Drainage staff to efficiently clean bike paths and tight
areas around the city, allowing residents to access those areas safely and effectively.
EXHIBITS
Exhibit 1 Sales Quote
STAFF CONTACT:
Dustin Rolfe
Fleet Superintendent
Dustin.Rolfe@cityofdenton.com
(940) 349-8438
Quote #: 202300449
Quote Date: 7/5/2023
Quote Valid Until: 9/20/2023
TRUCK&EQUIPMENT
9818 Green Road Prepared By:
Converse, TX 78109 Phone:
E-Mail:
Quote For:
City of Denton
Daniel Kremer
daniel.kremer@cityofdenton.com
401 N Elm St, Denton, Texas 76201 United States
Equipment - Model Type Delivery Freight Quote Total Per Unit
Multihog CV 350 - Sweeper Sweepers 30 Days City of Denton $167387.76
Equipment Detail
Quantity Equipment Description
1 Multihog CV 350
1 High pressure wash-down Pump and Lance with retractable hose reel.
1 Cooper Discoverer 245/70/16
1 Aircon
1 3 Camera kit; Reversing Camera with camera mounted on rear of hopper lid, a second camera to the front of the suction hood
and a third camera to the rear of the suction hood
1 In-cab. Electronic ground pressure control for front mounted sweeping brushes
1 900mm Poly/steel mix brush
1 Wander hose
1 Cruise Control
1 Vacuum gauge mounted in driver's cabin
1 LED flashers mounted on rear of suction hopper
1 LED front work lights
1 LED flashers front
1 Rain water drain (hose pipe connection to recirculating tank drain valve)
1 CV350 Sweeper 75HP Final diesel engine
1 Gross vehicle weight 3500kg
OF-
1 4x4 Central Lock
1 3 speed transmission
1 3 drive modes— Road , work and sweep
1 Independent spring and damper suspension
1 Spacious, panoramic driver cab with cushioned mounting system
1 High Back Air Suspension driver seat with 3-point seatbelt and head rest
1 In Cab Pollen Filter
1 Heavy duty cooling system for engine, charge air and oil cooling with twin variable speed fans.
1 Hose length-10m. Maximum pressure -170 bar. Maximum flow-22 I/m.
1 Standard 3500kg (7,716lbs) gross vehicle weight
Additional Requests
Mmocription
1 10 brush heads
1 Sourcewell Number 111522-MUL. Discount is 5% off list and a $7000 discount on a demo unit on the ground.
Terms and Conditions
Please read carefully. This quote becomes a sales order if signed by customer. Please, notify of
any changes needed within five (5) days of signing.
X Date:
Daniel Kremer or Company Representative
By signing I confirm I have read and understand the terms and conditions on this Order.
Reliance Truck and Equipment would like to thank you for your time and the
opportunity to earn your business!