2024-009 Fleet Purchase Under Delegation of Authority Date: February 23, 2024 Report No. 2024-009
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
Fleet Purchase Under Delegation of Authority
EXECUTIVE SUMMARY:
In February 2024, the City utilized delegation authority approved by Ordinance 22-1269 to
purchase a total of two chassis for the Fire and Electric Department. These chassis replacements
were funded in the FY 22-23 Budget, and Fleet Services had been unable to locate replacements
through existing contracts due to market conditions. Fleet Services identified an opportunity to
purchase the two chassis at Ron Carter Chrysler Dodge Jeep Ram in Alvin, Texas, and was able
to act quickly, since the replacements aligned with the delegation authority requirements.
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 Manufacturer(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,
cooperative contracts,and other City contracts with piggyback options). Fleet Services will
use such a contract if available. Once a contract is located, the 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.
Date: February 23, 2024 Report No. 2024-009
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 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.
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:
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.
EXHIBITS
Exhibit 1 Sales Quote
Exhibit 2 Sales Quote
STAFF CONTACT:
Dustin Rolfe
Fleet Superintendent
Dustin.Rolfe@cityofdenton.com
(940) 349-8438
Ron Carter Chrysler Dodge Jeep Ram
3005 FM 528 RD Priced Order Confirmation(POC)
ALVIN,TX 775118837
Date Printed: 2024-01-24 10:02 AM VIN: 3C7WRNCLOPG625929 Quantity: 01
Estimated Ship Date: 2023-06-01 2:00 AM VON: 58726029 Status: KZ-Released by plant and
invoiced
Date Ordered: 2023-04-07 12:09 PM Ordered By: S54149D
Sold to: Ship to:
Ron Carter Chrysler Dodge Jeep Ram(27212) Ron Carter Chrysler Dodge Jeep Ram(27212)
3005 FM 528 RD 3005 FM 528 RD
ALVIN,TX 775118837 ALVIN,TX 775118837
Vehicle: 2023 5500 REG CAB CHASSIS 4X4(192.5 in WB-CA of 108 in)(DPOL65)
Sales Code Description MSRP(USD)
Model: DPOL65 5500 REG CAB CHASSIS 4X4(192.5 in WB-CA of 108 in) 56,415
Package: 2YA Customer Preferred Package 2YA 0
MMZ Black Wheel Flares
LCH Rear Dome Lamp
M17 Black Exterior Badging-Trucks
CLP Door Sill Scuff Pads
MM5 Grille-Surround Matte Black
LBA Map/Courtesy Lamp
LME Halogen Quad Headlamps
JKH Glove Box
CEU Key Fob-Black
ETN 6.7L 16 Cummins Turbo Diesel Engine 9,195
DF2 6-Spd Auto Aisin AS69RC HD Trans 1,000
Paint/Seat/Trim: PR4 Flame Red Clear Coat 0
APA Monotone Paint 0
*TX HD Vinyl 40/20/40 Split Bench Seat 0
-X8 Black/Diesel Gray 0
Note:This is not an invoice.The prices and equipment shown on this priced order confirmation are tentative and subject to change or
correction without prior notice.No claims against the content listed or prices quoted will be accepted.Refer to the vehicle invoice for final
vehicle content and pricing.Orders are accepted only when the vehicle is shipped by the factory.
Page 1 of 3
Options: CBE 40/20/40 Split Bench Seat 0
MRT Chrome Tubular Side Steps 595
AIDE Cold Weather Group 175
NHK Engine Block Heater
XD6 Mopar Winter Front Grille Cover
JPE Power 2-Way Driver Lumbar Adjust 95
WP2 19.5x6.0 Aluminum Whls(Set of 6) 1,995
WMJ Center Hub
JKV 115V Auxiliary Power Outlet 195
XHR 400W Inverter
AH2 Ambulance Prep Group 935
HBC Rear A/C Heater Prep Group
XF6 Voltage Monitoring Auto Idle Up Sys
A61 Tradesman Level 1 Equipment Group 1,780
CTY Upgraded Door Trim Panel
CUN Overhead Console
GT2 Mirror Pwr Heat Fold Telescope Black
GXM Remote Keyless Entry
JPH Speed Sensitive Power Locks
JPY Pwr Windows Front 1-Touch Down
LE4 Black Exterior Mirrors
LEB Ext. Mirrors w/Supplemental Signals
LEC Exterior Mirrors Courtesy Lamps
LF2 Power Adjust Mirrors
LF3 Manual Telescoping Mirrors
LFD Manual Folding Exterior Mirrors
LFX Convex Aux Mirrors Power-Adjustable
LNY Mirror Running Lights
NHJ Exterior Mirrors w/Heating Element
LBT Overhead Cupholder Lamp
YEP Manuf Statement of Origin 0
LNJ Front Fog Lamps 195
AMP Chrome Appearance Group 1,425
MAF Grille-Matte Black Mesh w/Chrome
MCT Bright Front Bumper
MFP Chrome Headlamp Bezels
MNQ Grille-Surround Chrome
WMJ Center Hub
GFD Rear Sliding Window 295
NAS 50 State Emissions 0
XEF Transfer Case Skid Plate Shield 145
XAA ParkSense Rear Park Assist System 295
4NU Fuel Fill/Battery Charge 0
YGL 6 Additional Gallons of Diesel Fuel 0
51\16 Easy Order 0
4EA Sold Vehicle 0
Non Equipment: 573 0
Destination Fees: 1,995
Total Price: 76,7_3.0..
Order Type: Retail PSP Month/Week:
Scheduling Priority: 1-Sold Order Build Priority: 01
Note:This is not an invoice.The prices and equipment shown on this priced order confirmation are tentative and subject to change or
correction without prior notice.No claims against the content listed or prices quoted will be accepted.Refer to the vehicle invoice for final
vehicle content and pricing.Orders are accepted only when the vehicle is shipped by the factory.
Page 2 of 3
Salesperson:
Customer Name: JACK BURGESS
Customer Address: 527 WOOSTER RD
LOUDONVILLE OH 44842 USA
Instructions:
Note:This is not an invoice.The prices and equipment shown on this priced order confirmation are tentative and subject to change or
correction without prior notice.No claims against the content listed or prices quoted will be accepted.Refer to the vehicle invoice for final
vehicle content and pricing.Orders are accepted only when the vehicle is shipped by the factory.
Page 3 of 3
Ron Carter Chrysler Dodge Jeep Ram
3005 FM 528 RD Priced Order Confirmation(POC)
ALVIN,TX 775118837
Date Printed: 2024-01-24 10:37 AM VIN: 3C7WRMFL9RG129875 Quantity: 01
Estimated Ship Date: 2023-08-17 1:59 AM VON: 59353529 Status: KZ-Released by plant and
invoiced
Date Ordered: 2023-06-19 7:34 PM Ordered By: S54149D
Sold to: Ship to:
Ron Carter Chrysler Dodge Jeep Ram(27212) Ron Carter Chrysler Dodge Jeep Ram(27212)
3005 FM 528 RD 3005 FM 528 RD
ALVIN,TX 775118837 ALVIN,TX 775118837
Vehicle: 2024 5500 CREW CAB CHASSIS 4X2(197.4 in WB-CA of 84 in)(DP5L94)
Sales Code Description MSRP(USD)
Model: DP51_94 5500 CREW CAB CHASSIS 4X2(197.4 in WB-CA of 84 in) 56,930
Package: 2YA Customer Preferred Package 2YA 0
MMZ Black Wheel Flares
LCH Rear Dome Lamp
M17 Black Exterior Badging-Trucks
CUN Overhead Console
MM5 Grille-Surround Matte Black
CLP Door Sill Scuff Pads
LBA Map/Courtesy Lamp
LME Halogen Quad Headlamps
JKH Glove Box
LBT Overhead Cupholder Lamp
ETN 6.7L 16 Cummins Turbo Diesel Engine 9,295
DF2 6-Spd Auto Aisin AS69RC HD Trans 1,000
Paint/Seat/Trim: PW7 Bright White Clear Coat 0
APA Monotone Paint 0
`V9 Cloth 40/20/40 Bench Seat 295
-X9 Black 0
Note:This is not an invoice.The prices and equipment shown on this priced order confirmation are tentative and subject to change or
correction without prior notice.No claims against the content listed or prices quoted will be accepted.Refer to the vehicle invoice for final
vehicle content and pricing.Orders are accepted only when the vehicle is shipped by the factory.
Page 1 of 3
Options: XAC ParkView Rear Back-up Camera 495
MRT Chrome Tubular Side Steps 595
UBD Uconnect 5 W 8.4"Display(USA) 1,215
JFJ Temperature&Compass Gauge
JLP GPS Antenna Input
R05 All R1 Low Radios
RAA All Radio Equipped Vehicles
RDG Global Telematics Box Module(TBM)
RF5 Google Android Auto
RFL 8.4"Touchscreen Display
RFP Apple CarPlay
RSD SiriusXM Satellite Radio
RTE Bluetooth Handsfree Phone and Audio
RTF Integrated Center Stack Radio
RTM Ram Connect(Connected Services)
RTQ 4G LTE Wi-Fi Hot Spot
X913 SiriusXM Radio Service
X9E For Details Visit DriveUconnect.com
X9H For More Info Call 800-643-2112
XRB Integrated Voice Command
GXM Remote Keyless Entry 495
YEP Manuf Statement of Origin 0
TBB Full Size Spare Tire 395
WKG 19.5 Steel Spare Wheel
JJ9 77 MPH Maximum Speed 95
TAJ 225/70R19.5G FT All Pos RR Traction 250
AMP Chrome Appearance Group 1,525
MAF Grille-Matte Black Mesh w/Chrome
MCT Bright Front Bumper
MFP Chrome Headlamp Bezels
MNQ Grille-Surround Chrome
WMJ Center Hub
JPE Power 2-Way Driver Lumbar Adjust 95
AAU Safety Group 2,245
JHC Rain Sensitive Windshield Wipers
JJ1 Trailer Light Check
LAS Lane Keep Assist
LSU Full Speed Fwd Collision Warn Plus
NH3 Adaptive Cruise Control w/Stop
RDZ Steering Wheel Mounted Audio Ctrls
SJE Adaptive Steering System
XHC Trailer Brake Control
SCV Leather Wrapped Steering Wheel
GNK Rear View Auto Dim Mirror
JAL Cluster 7.0"TFT Color Display
JKV 115V Auxiliary Power Outlet 195
XHR 40OW Inverter
XAW Rear Backup Alarm 145
LAY LED Tail Lamps 95
NAS 50 State Emissions 0
4NU Fuel Fill/Battery Charge 0
YGL 6 Additional Gallons of Diesel Fuel 0
51\16 Easy Order 0
4EA Sold Vehicle 0
Non Equipment: 573 0
Note:This is not an invoice.The prices and equipment shown on this priced order confirmation are tentative and subject to change or
correction without prior notice.No claims against the content listed or prices quoted will be accepted.Refer to the vehicle invoice for final
vehicle content and pricing.Orders are accepted only when the vehicle is shipped by the factory.
Page 2 of 3
Destination Fees: 1,995
Total Price: 77 355 .
Order Type: Retail PSP Month/Week:
Scheduling Priority: 1-Sold Order Build Priority: 01
Salesperson:
Customer Name: THORS HAMMER TRUCKING
Customer Address: 14723 DOGWOOD TREE ST
HOUSTON TX 77060 USA
Instructions:
Note:This is not an invoice.The prices and equipment shown on this priced order confirmation are tentative and subject to change or
correction without prior notice.No claims against the content listed or prices quoted will be accepted.Refer to the vehicle invoice for final
vehicle content and pricing.Orders are accepted only when the vehicle is shipped by the factory.
Page 3 of 3