HomeMy WebLinkAboutAgenda_GGAF_02.07.2014Notice of Meeting for the
General Government and Finance Advisory Board
of the City of Georgetown
February 7, 2014 at 10:00 AM
at Georgetown Municipal Complex Williamson Room, located at 300-1 Industrial Avenue,
Georgetown, Texas
The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you
require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable
assistance, adaptations, or accommodations will be provided upon request. Please contact the City at least four
(4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for
additional information; TTY users route through Relay Texas at 711.
Legislative Regular Agenda
A Review minutes from December 2, 2013 GGAF Meeting.
B Discussion and possible action regarding the creation of a Tax Increment Reinvestment Zone
along Westinghouse Road. Micki Rundell, Chief Financial Officer and Mark Thomas, Economic
Development Director
C Overview of the City's current outstanding and proposed debt obligations. Micki Rundell, Chief
Financial Officer
D Consideration and possible action for the approval to purchase vehicles and equipment in the
amount of $338,677.67. Stan Hohman, Service Center Supervisor and Micki Rundell, Chief
Financial Officer
CERTIFICATE OF POSTING
I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of
Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times,
on the ______ day of __________________, 2014, at __________, and remained so posted for at least 72
continuous hours preceding the scheduled time of said meeting.
____________________________________
Jessica Brettle, City Secretary
City of Georgetown, Texas
SUBJECT:
Review minutes from December 2, 2013 GGAF Meeting.
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY:
Danella Elliott, Executive Assistant
ATTACHMENTS:
Description Type
Minutes Cover Memo
Minutes of the Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
December 2, 2013
The General Government and Finance Advisory Board met on Monday, December 2, 2013 at the City Hall Main
Floor Conference Room at 2:00 p.m. at 113 East 8th Street, Georgetown, Texas.
MEMBERS PRESENT: Steve Fought, Chair, Tommy Gonzalez, Joe Pondrom, Karen Ivie
A copy of these minutes, containing detailed information on the items listed below will be available in the Finance
and Administration Office, located at 113 East 8th Street, Georgetown, TX and can be found online at
http://agendas.georgetown.org/
Executive Session
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon’s Texas Codes, Annotated, the
items listed below will be discussed in closed session and are subject to action in the regular session that follows.
Regular Session – Called to order at 2:00 p.m.
The GGAF Board may, at any time, recess the Regular Session to convene an Executive Session at the request of the
Chair of the GGAF Committee for any purpose authorized by the Open Meetings Act, Texas Government Code
Chapter 551.)
Public Wishing to Address Council
On a subject that is posted on this agenda: Please fill out a speaker registration form. Clearly print your name and
the letter of the item on which you wish to speak and present it to the Chair or Board Liaison, preferably prior to the
start of the meeting. You will be called forward to speak when the Board considers that item.
On a subject not posted on the agenda: Persons may add an item to a future Board agenda by contacting the Liaison
prior to the creation of the agenda for the following meeting, with the subject matter of the topic they would like to
address and their name. The Board Liaison can be reached at 512-930-3676 or by email at
danella.elliott@georgetown.org
Statutory Consent Agenda
The Statutory Consent Agenda includes non-controversial and routine items that Board may act on with one single
vote. A board member may pull any item from the Consent Agenda in order that the Board discuss and act upon it
individually as part of the Regular Agenda.
Legislative Regular Agenda
The Board will individually consider and possibly take action on any or all of the following items:
Item #7 was moved to the beginning of the agenda:
7. Consideration and possible action to recommend retaining an independent contractor to act as a project manager
for the public safety complex construction--- Wayne Nero, Police Chief
Chief Nero explained that within the past couple of weeks, the City of Georgetown employee serving in the
capacity of Project Manager for the Public Safety Operations & Training Center resigned, and due to the
complexity of this project and the current schedule of on-going construction, the necessity to fill this position
immediately is critical. As we do not have the capacity to fulfill this position internally due to the necessary
time commitment and required expertise to staff this position we are recommending retaining an independent
contractor to fulfill this imminent need.
The GGAF Committee asked that staff look into local vendors/contractors who might be able to fulfill this
position before putting it on the Council Agenda.
In the past the city has handled the vast majority of project management internally. However, the city no longer
employs a person within this job description. More recently, the city did contract the project management of
Fire Station 2 with great success. Codi Newsom and Brenda Jenkins worked for Broaddus at the time, and acted
as project manager for Fire Station 2. Codi Newsom has extensive expertise in project management and worked
very well with City Staff.
Due to the current situation, city staff reached out to Codi Newsom and Brenda Jenkins to act as project
managers for the Public Safety Operations & Training project. Based upon their qualifications, knowledge of
working with city staff, and recent successful project management experience with the City, staff feels they are
the best qualified to serve as project manager for the Public Safety Operations & Training project given our
current circumstances.
GGAF recommended pursuing the retention of an independent contractor to provide project management
services for the Public Safety Operations and Training project after researching potential qualified local
independent contractors first, before proceeding with Codi Newsom and Brenda Jenkins.
Unanimously approved.
1. Review minutes from the November 1, 2013 GGAF Meeting - Danella Elliott, Executive Assistant
Unanimously approved.
2. Purchase of 19 Replacement Panasonic Toughbook Computers from Paradigm System Solutions for
$114,361 – Mike Peters, IT Director
Chris Bryce explained that staff requests to purchase of 19 Panasonic Toughbook laptop computers to
replace units that will be retired as part of the City’s replacement of systems running Microsoft Windows
XP. Microsoft’s support for Windows XP is being discontinued in March 2014, and as a result the units are
out of policy with Federal/State Criminal Justice Information Services (CJIS) requirements. The old
Toughbooks are also out of warranty and will be disposed of (wiped out and then donated). Paradigm is a
Texas Department of Information Resources (DIR) vendor. This replacement was budgeted as part of the
FY 2014 budget process in the ISF fund related to Technology.
Unanimously approved.
3. Authorizing payment of $147,010.00 for the City’s pro-rata portion of the cost of operation of the
Williamson Central Appraisal District - Micki Rundell, Chief Financial Officer
The City is billed for its pro-rata cost of the operation of the Williamson Central Appraisal District. The
pro-ration is based upon the ratio of the City’s 2013 tax levy as a percentage of the total 2014 tax levy for
all taxing entities served by the District (i.e. Williamson County).
The City’s share of the cost of the Appraisal District is provided for and required by State Law.
The City’s 2013/14 cost is $147,010. Due to the increase in the City’s overall tax levy, the 2013/14
payment is greater than was expected. The budget includes $139,750 for this line item (540-5-0302-51-
310), therefore, a Budget Amendment may be requested to offset this budget shortfall.
Unanimously approved.
4. Consideration and possible action for the approval to purchase one Saber Mount Custom Pumper
and one Wildland Pumper for Fire Services. The final sale price after trade-in and discounts will be
$676,141.00 – Paul Pausewang, Support Services Manager and Micki Rundell, Chief Financial
Officer
The Saber Mount Custom Pumper is replacing the 2003 Pierce Quantum Pumper which was scheduled for
replacement in the Fleet ISF schedule.
The Wildland Pumper is replacing the 2007 Brush truck. We are trading-in 1989 Quantum Pumper in its
place. The 2007 Brush truck was scheduled for replacement in the Fleet ISF schedule, and will be held
back as a reserve unit.
Both of these trucks will be purchased through a cooperative purchasing agreement of BuyBoard # 399-12
from Siddons – Martin Emergency Group. The final sale price after trade-in and discounts will be
$676,141.00.
These trucks were approved as part of the 2013/14 budget process:
$600,000 from account number 520-5-0351-52-705 Bond funded equipment
$ 76,141 from account number 520-5-0351-52-700 Vehicle ISF
GGAF recommended to include information “that we will get reimbursed over a ten year period” on the
Council’s item over sheet.
Unanimously approved.
5. Consideration and possible action for the approval to declare two Fire trucks (550-06 1989 Spartan
Quality Pumper and 550-16 2003 Pierce Quantum Pumper) surplus for the purpose of trade-in on
new Fire trucks approved in the 2013/14 budget process – Paul Pausewang, Support Services
Manager and Micki Rundell, Chief Financial Officer
Staff recommendation is to declare these two Fire trucks surplus and sell to Siddons-Martin Emergency
Group. The 1989 Spartan Quality Pumper will be sold for $20,000.00 the 2003 Pierce Quantum Pumper
will be sold for $73,000.00. The $93,000.00 will be used to offset the purchase price of two new Fire
trucks.
The reduction $93,000.00 off of the overall sale price of two new Fire Trucks.
Unanimously approved.
6. Consideration and possible action for the approval to purchase utility trucks and Police vehicles in
the amount of $964,021.64 – Paul Pausewang, Support Services Manager and Micki Rundell, Chief
Financial Officer
These vehicles will be purchased through cooperative purchasing agreements and have been included in the
2013/14 Annual Budget as either replacement of existing vehicles with the Fleet ISF or as new additions.
The detail of the vehicles to be purchased in this item includes:
1. 1 ton single rear wheel truck with utility bed through Buyboard in the amount of $33,610; budgeted amount
is $37,000 for the Water Department. This is replacing 108-28 in the Fleet inventory.
2. 1 ton single rear wheel truck with utility bed & crane through Buyboard in the amount of $51,013; budgeted
amount is $52,500 for the Water Department. This is replacing 108-13 in the Fleet inventory.
3. 1 ton single rear wheel truck extended cab with utility bed through Buyboard in the amount of $35,682;
budgeted amount is $37,000 for the Water Department. This is replacing 108-09 in the Fleet inventory.
4. 1 ton single rear wheel truck with utility bed & tail gate lift through Buyboard in the amount of $36,810;
budgeted amount is $42,000 for the Wastewater Department. This is replacing 110-29 in the Fleet inventory.
5. 1 ton single rear wheel truck with utility bed & overhead rack through Buyboard in the amount of $35,810;
budgeted amount is $35,000 for the Facilities Department to be used by the new Facilities technician,
approved in the 2013/14 Annual Budget, that will be hired next summer. This is a new addition to the Fleet
inventory, and is funded with cash on hand within the Fleet ISF.
6. 1 ton dual rear wheel truck with flatbed through Buyboard in the amount of $34,250; budgeted amount is
$35,000 for the Electric Department. This is a new addition to the Fleet inventory and is funded from a
transfer from the Electric Fund.
7. Ford F-350 4 door 4 wheel drive through Buyboard in the amount of $48,919.75; budgeted amount is
$55,000 for Fire Services. This is replacing 550-11 in the Fleet inventory.
8. Ford F-250 with animal control unit through Buyboard in the amount of $34,260.71; budgeted amount is
$35,000 for Animal Services. This is replacing 266-04 in the Fleet inventory.
9. Ford F-250 crew cab with undercover lighting package through Tarrant County cooperative bid in the amount
of $26,042.42; budgeted amount is $25,000 for Police Services. This is replacing 864-127 in the Fleet
inventory.
10. 10 Police Interceptor SUV Utility vehicles through Tarrant County cooperative bid in the amount of
$495,616.60 (individual cost of $49,561.66); budgeted amount is $465,000 (individual budget amount
$46,500) for Police Services. These are replacing 10 retiring units in the Fleet inventory.
11. 4 unmarked Police Interceptor SUV Utility vehicles through Tarrant County cooperative bid in the amount of
$131,989.16 (individual cost of $32,997.29); budgeted amount is $140,000 (individual budget amount
$35,000) for Police Services. These are replacing 4 retiring units in the Fleet inventory.
Out of the 23 vehicles requesting approval to purchase 21 of this are replacements and 2 new
additions.
These vehicles were approved and budgeted for the 2013/14 in the Fleet ISF. Line items as follows:
· Items 1 – 7 are budgeted in account number 520-5-0351-52-700 Fleet ISF.
· Items 8 – 11 are budgeted in account number 520-5-0351-52-705 Bond Funded Equipment.
The Committee suggested that detailed information about the disposal of each vehicle be included with
Council’s item. Let them know what happens to them, and where the surplus money goes.
Unanimously approved.
7. Review of proposed changes to the City’s investment policy – Susan Morgan, CPA, Finance Director
The City’s financial investments are guided by the City’s investment policy, which was created in
compliance with Chapter 2256 of the Texas Government Code. This state law requires that a
governing body review its investment policy annually. Staff will review the policy, investment
activity during the 2012/13, investment strategies and provide a market review & outlook by the
City’s investment advisor. The City’s policy was last reviewed by Council on January 22, 2013.,
and the investment advisor’s RFP is up for renewal next year.
Susan Morgan noted that the proposed changes to the policy include only one minor adjustment
to update the policy for a broker dealer name change. The Texas Legislature made no changes
during its 2013 session; therefore, there are no state legislative updates at this time. She went
over the presentation, and introduced Susan Anderson for questions.
Unanimously approved.
8. Overview of the September 30, 2013 year end preliminary financial information - Micki Rundell,
Chief Financial Officer
Micki explained the General Fund increase, and presented potential options for Council consideration to
allocate this unexpected General Fund increase.
The potential options that were discussed include:
1. Using excess funds to “cash fund” projects/equipment within the 2013/14 Annual Budget that
were planned to be debt funded with bonds to be issued in May 2014. The detail list of those
projects is detailed on the attached listing.
By not issuing bonds, particularly short term bonds that fund vehicles and equipment, future tax
rates (including the upcoming 2014 rate) will be positively impacted since there will be less
outstanding debt to be funded by tax revenues, thus indirectly lowering future tax rates
2. Reserve a portion of these funds to start a perpetual care fund to begin addressing future
Cemetery costs
3. Reserve up to $100,000 of these funds to further build the self-insurance reserves, thus
mitigating potential risks in the future
4. Use $750,000 to replenish street maintenance funds in 2014 that were used to fund the
unexpected recent maintenance issues on major roadways, thus depleting funding necessary for
maintenance projects planned in 2014.
5. Leave the funds as is and use for 1-time appropriations in the 2014/15 Annual Budget process.
The GGAF Board didn't make a specific recommendation for the use of these fund, but rather felt the
discussion should occur at the Council dais level. The Board's top 2 areas for consideration included:
· Using cash to fund items included in the 2013/14 Annual Budget that were anticipated to be debt
funded,
· Set aside a portion of the unexpected funds to begin a perpetual care fund for maintaining the
City's cemeteries.
A 2012/13 & 2013/14 Budget amendment will be presented in January 2014, once all 2012/13 numbers are
finalized for the CIP projects that should roll forward into the current year. Any recommendation for use of
the unexpected General Fund balance that would require a new appropriation would also be included in the
January budget amendment process.
Unanimously approved to go forward.
Adjournment
The meeting was adjourned at 4:11 p.m.
_____________________________________
Board Chair
City of Georgetown, Texas
SUBJECT:
Discussion and possible action regarding the creation of a Tax Increment Reinvestment Zone along
Westinghouse Road. Micki Rundell, Chief Financial Officer and Mark Thomas, Economic Development
Director
ITEM SUMMARY:
Staff is recommending that a Tax Increment Reinvestment Zone be considered along Westinghouse road
so that needed infrastructure including water, wastewater, electric and roads can be upgraded or extended
to that area. The area on either side of Westinghouse road from I-35 to 1460 is a prime development area
but lacks key infrastructure so that growth can occur. The current property to be included in the proposed
TIRZ currently is not developed. As infrastructure is completed new development will occur including
destination retail, hotels, commercial, office, employment center, single family residential and some multi
family projects. The new property taxes generated from the new projects will be re-invested into the zone
to pay for the infrastructure.
FINANCIAL IMPACT:
SUBMITTED BY:
Danella Elliott
City of Georgetown, Texas
SUBJECT:
Overview of the City's current outstanding and proposed debt obligations. Micki Rundell, Chief Financial
Officer
ITEM SUMMARY:
ITEM SUMMARY Each year in preparation for the annual bond issuance process, staff prepares an
overview of the City's current outstanding debt obligations, as well as, a preview of the upcoming bond
issue that the Council will consider in April 2014.
This overview will include Revenue Bonds related to the City's utilities, as well as, both self-supporting
and taxable general debt obligations
FINANCIAL IMPACT:
SUBMITTED BY:
ATTACHMENTS:
Description Type
Debt Presentation Cover Memo
1
City of Georgetown
Debt Overview
General Government & Finance
Advisory Board
February 7, 2014
General Obligation Debt
• Tax Supported
– City issues 20 Year Bonds
– Can be extended to match life of capital
asset
• Building amortize 25 years
• Voter Approved
• Includes amounts approved 2004,
2008 & 2011 bond elections
2
Certificates of Obligation
• Allowed under State Law
– Considered “routine”
– Public Notice required
• Generally considered “Tax Supported”
• Majority - 20 year bonds
– Maturities match life of asset
• City issues self-supporting CO debt
– City saves on interest cost by issuing CO debt
rather than revenue bonds
–Repaid through fees or rates
Self-supporting CO Debt
• Interest savings by issuing CO debt
rather than revenue bonds can be
1% or greater
–GTEC - funded thru sales tax revenue
–Stormwater Drainage Utility - funded
thru user fees
–Airport - funded thru user fees
–Utility Funds – funded through rates
• Electric and/or Water/Sewer
3
Other Tax Supported Debt
• Limited Tax Notes
– Previously used when market conditions are
not favorable or as “bridge” financing
• Planned for Rivery Summit Project
• Certificates of Participation
– Usually 3 year notes
– Previously used to fund public safety vehicles
– City currently has no outstanding Certificates
of Participation
GO/CO Debt Outstanding
As of December 31, 2013:
$ 102,337,359- Tax Supported
Includes:
• $14,570,000– 2004 Authorization –All issued
• $19,545,000– 2008 Authorization
–$33,955,000 authorized not issued - Roads
– $28,000,000 authorized not issued – Parks
• $29,500,000 – 2011 Authorization –All issued
4
Debt Impact - 2013 Tax Rate
Current “I & S” rate = $0.22353/per $100
Includes:
• Certificates of Obligation = $0.0846
• Non-voter approved bonds – routine operations
• General Obligation Bonds = $0.139
• Voter approved bonds – Issued to date
– 2004 Facilities = $0.048 /Contract w/voters = $0.0825
– 2008 Parks/Roads = $0.039 /Contract w/voters = $0.08
– 2011 Public Safety Training & Operations = $0.052
5
GO/CO Debt Payments
General Debt Capacity
• Allowable Levy -
$1.50 per $100
valuation
• Current levy -
$0.22353
• Percentage of
Allowable used –
14.9%
6
GO/CO Debt Outstanding
As of December 31, 2013:
•$17,892,426- Self-supporting
– $14,300,753 - GTEC
– $2,849,705 – Stormwater Drainage
– $741,968 – Airport
CO Debt – Historical
Self-supported includes GTEC
Fiscal Year Tax Supported Self-Supported
2003/04 $20,792,386 $16,663,851
2004/05 $28,140,892 $20,675,095
2005/06 $37,583,855 $21,111,145
2006/07 $52,326,112 $21,068,888
2007/08 $54,293,528 $20,661,472
2008/09 $57,097,773 $25,692,525
2009/10 $68,987,618 $26,217,382
2010/11 $74,674,860 $25,135,140
2011/12 $97,392,121 $19,457,875
2012/13 $102,337,359 $17,892,426
7
GO/CO Debt - Historical
Total Tax-Guaranteed Debt Per Capita
(Includes Self-supporting Debt)
8
Revenue Bonds
• Funds the City’s utility infrastructure
– Issued on Electric/Water/Wastewater system
• Currently 20 year bond – level debt service
– Supported through system revenue
• “Coverage” required
– Number of times debt service can be divided into
net operating revenues (before capital)
• 1.35 times - bond covenants
• 1.5 times - City Fiscal & Budgetary Policy
Revenue Bonds
• Outstanding balances as of
December 31, 2013:
–$26,473,415 - Electric Fund
–$31,941,806 - Water Services Fund
(W/WW)
9
Utility Revenue Bond Coverage
Revenue Debt - Historical
Fiscal Year Water Electric
Services Services
2003/04 $28,845,175 $10,058,588
2004/05 $30,195,976 $9,868,036
2005/06 $28,076,208 $17,808,792
2006/07 $27,268,155 $23,801,845
2007/08 $32,655,050 $24,624,950
2008/09 $30,359,178 $23,280,822
2009/10 $37,977,843 $24,882,157
2010/11 $35,511,352 $23,218,648
2011/12 $32,467,189 $26,582,814
2012/13 $31,941,806 $26,473,415
10
Revenue Debt - Historical
Outstanding Utility Debt per
Customer
11
Total Electric Debt Compared
to Electric Assets
Total Water Service Debt Compared
to Water Service Assets
12
Current City Debt
Conditions
Bond Ratings
• Rating Agencies review financial and
management conditions
• Determine “Credit Worthiness”
• Impacts cost of issuance and funds
• City’s Current Bond Rating:
–Moody’s
• A2 General Obligation & Revenue
–Standard & Poors
–AA+ General Obligation
–AA Revenue
13
Population Growth
City Assets Net of Related Debt
14
Debt to Assessed Valuation
Comparison
“Albertson’s” Proceeds
• Purchased in 2008 for use as future Public
Safety Facility
– Funded with $3.9M from 2009 CO Bonds
• Total issue = $5.4M & included funding for Williams Drive
• City determined property best suited for
commercial use
– Public Safety project approved by voters in May
2011 to be at DB Wood Road
• Sold building Dec 2013 - $3,550,000 net
bonds (principal) outstanding
15
Use of Albertson’s Proceeds
Per City Bond Council, since proceeds were
used as intended per bond covenants, but
circumstances changed… options are:
1. Use proceeds for renovation of City facilities
for public use
• Funds should be expended quickly
2. Defease Bonds including interest payable until
next call date (2019)
• Outstanding bonds payments (P&I) set aside until
call date
• Requires additional $730,668 for interest reserve
Recommendation for Proceeds
• Repurpose bond proceeds into City’s Facility
Plan
– Remodel / renovate existing facilities for City use
• Civic Center options for Old Library & Police Station
• Municipal Court relocation to GCAT
– Supplant future bond issue for facility needs
• Saves on future issuance costs
• 2009 CO Bonds between 3% and 4%
• Appropriate these proceeds for use in
2014/15 Annual Budget
16
Upcoming Debt Issues
2014 Budgeted CO Bonds
• Tax Supported for sidewalks, parks &
parking lot at MLK
– $1.8M Net of YE2013 Unexpected Funds
• Reduced budgeted bond funding by $1.6M per
Council direction
• Estimated net tax impact = < $0.002
• Self-Supporting for Stormwater Drainage
– $459,000 net proceeds
• Funding for Smith Creek Remediation
• Requires 30-day Notification Process
• Scheduled for March 11 Council Agenda
17
Potential 2014 General
Obligation Bonds
• 2008 Road Bond Authorization – FM 1460
• $1.7M Needed for funding construction
– Assumes $6M CAMPO contribution for funding
– Not included in 2014 Annual Budget
– Timing of construction may delay need for
issuance until 2015
• Favorable market conditions may save interest costs
– $0.00175/per $100 for each $1M in new bonds
Proposed 2014 Revenue Bonds
• $13M – Water Services/Electric Bonds
– $10.8M included in Annual Budget
– Additional $2M for Electric transformers
added in December
• No impacts to current utility rates
• CTSUD Defeasance
– Awaiting TCEQ Approval
• Will include in current bond issue if approved by
March 1
• Estimated Revenue Bond issue up to $17.5M
18
Next Steps:
• Council authorizes SPFI to proceed with
bond documents –Feb 25, 2014
• Council approves “NOTICE OF INTENT”to
issue CO Debt –March 11, 2014
–“Not to Exceed” amount finalized
• Offering documents finalized
• Rating Agency presentation –April 1, 2014
• April 22 - Bond Sale
– Council adopts Bond Ordinances
• May 15 - Bond Closing
–City receives bond proceeds
QUESTIONS?
City of Georgetown, Texas
SUBJECT:
Consideration and possible action for the approval to purchase vehicles and equipment in the amount of
$338,677.67. Stan Hohman, Service Center Supervisor and Micki Rundell, Chief Financial Officer
ITEM SUMMARY:
These vehicles will be purchased through cooperative purchasing agreements and have been included in
the 2013/14 Annual Budget as either replacement of existing vehicles with the Fleet ISF or as new
additions. The detail of the vehicles to be purchased in this item includes:
1. TORO Sand Pro through Buyboard in the amount of $24,660; budgeted amount is $20,000 for the
Parks Department. This is replacing 736-26 in the Fleet inventory. This unit will be sold at on-line auction
this spring estimated amount $1,500. The proceeds from the sale being recording in the Fleet ISF to offset
future purchases.
2. Jacobsen LF570 fairway reel mower through Buyboard in the amount of $45,257; budgeted amount is
$42,000 for the Parks Department. This is replacing 736-42 in the Fleet inventory. This unit will be sold at
on-line auction this spring estimated amount $2,500. The proceeds from the sale being recording in the
Fleet ISF to offset future purchases.
3. Two 628 Jacobsen TurfCat 60” flail mower through Buyboard in the total amount of $37,609 (each cost
$18,804) for the Parks Department. These units are replacing 736-46 in the Fleet inventory. This unit will
be sold at on-line auction this spring estimated amount $2,500. The proceeds from the sale being
recording in the Fleet ISF to offset future purchases.
4. Ford F-750 6 yard dump truck through Buyboard in the amount of $72,869; budgeted amount is
$83,500 for the Stormwater Department. This is a new addition to the Fleet inventory and is funded from
bond funded equipment account.
5. Ford F-750 6 yard dump truck through Buyboard in the amount of $72,869; budgeted amount is
$85,000 for the Street Department. This is a new addition to the Fleet inventory and is funded from
construction equipment account.
6 . Small SUV through Formerly Bid Process in the amount of $19,720; budgeted amount is $25,000 for
the Facilities Department. This is replacing 435-09 in the Fleet inventory. This unit will be held back for
use in the IT Department.
7. ½ ton extended cab four wheel drive pickup through Formerly Bid Process in the amount of $23,562;
budgeted amount is $26,000 for Electric Department. This is replacing 106-02 in the Fleet inventory. This
unit will be held back to replace 106-36 which will be sold at on-line auction this spring estimated amount
$1,500. The proceeds from sale being recording in the Fleet ISF to offset future purchases.
8. ½ ton extended cab pickup through Formerly Bid Process in the amount of $21,232; budgeted amount
is $28,932 for Conservation Department. This is new addition to the Fleet inventory and is funded from
Fleet ISF.
9. ½ ton extended cab pickup through Formerly Bid Process in the amount of $20,894; budgeted amount
is $25,000 for Engineering EAM Department. This is new addition to the Fleet inventory and is funded
from Fleet ISF.
Out of the 10 vehicles & equipment requesting approval to purchase 6 of these are replacements and 4
new additions.
FINANCIAL IMPACT:
These vehicles were approved and budgeted for the 2013/14 in the Fleet ISF. Line items as follows:
Items 1,2,3,6,7,8 & 9 are budgeted in account number 520-5-0351-52-700 Fleet ISF.
Item 4 is budgeted in account number 520-5-0351-52-705 Bond Funded Equipment.
Item 5 is budgeted in account number 520-5-0351-52-701 Bond Funded Construction Equipment
SUBMITTED BY:
Danella Elliott
ATTACHMENTS:
Description Type
Bid Tab and Worksheet Cover Memo
January 2014 Vehicle/Equipment
Vendor Description Unit Replacing Department Purchasing Contract Budgeted Price Account line Disposition of Vehicle
Professional Turf Products TORO Sand Pro 736-26 Parks Buyboard 373-11 $20,000.00 $24,660.84 520-5-0351-52-700 Auction est. $1,500
$24,660.84
Total $20,000.00 $24,660.84
C&M Golf & Grounds Equip.Jacobsen LF570 fairway reel mower 736-42 Parks Buyboard 373-11 $42,000.00 $45,257.65 520-5-0351-52-700 Auction est. $2,500
$82,866.95
628 Jacobsen TurfCat 60" flail mower 736-46 Parks Buyboard 373-11 $42,000.00 $37,609.60 520-5-0351-52-700 Auction est. $2,500
Quanitity of two each $18,804.80
Total $84,000.00 $82,867.25
Silsbee Ford Ford F-750 6 yard dump truck NEW Stormwater Buyboard 430-13 $83,500.00 $72,869.95 520-5-0351-52-705
$145,739.90
Ford F-750 6 yard dump truck NEW Streets Buyboard 430-13 $85,000.00 $72,869.95 520-5-0351-52-701
Total $168,500.00 $145,739.90
Silsbee Ford Public Bid Vehicles
$85,409.68
Small SUV 435-09 $25,000.00 $19,720.09 520-5-0351-52-700 Held back for IT
1/2 ton ext cab 4WD short bed pickup 106-02 $26,000.00 $23,562.53 520-5-0351-52-700 Replacing 106-36
Elec. Mat. Man.
1/2 ton extended cab long bed pickup NEW Conservation $28,932.00 $21,232.53 520-5-0351-52-700
1/2 ton ext cab short bed pickup NEW Engineering EAM $25,000.00 $20,894.53 520-5-0351-52-700
Total $104,932.00 $85,409.68
Account Totals Budgeted Cost
520-5-0351-52-700 $208,932.00 $192,937.77 $15,994.23
Construction Equipment 520-5-0351-52-701 $85,000.00 $72,869.95 $12,130.05
520-5-0351-52-705 $83,500.00 $72,869.95 $10,630.05
$377,432.00 $338,677.67 $38,754.33
Bond Funded Equipment
Regular Vehicles
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A B C D E F G H
Vehicle QTY Mac Haik Grapevine Caldwell Country Silsbee Budget
Line item #1
Small SUV 1 $20,273.86 $21,671.00 $20,038.00 $19,720.09 $25,000.00
Line item #2
1/2 ton ext cab 4WD short bed pickup 1 $24,567.43 $25,516.00 $23,762.00 $23,562.53 $26,000.00
Line item #3
1/2 ton extended cab long bed pickup 1 $22,244.03 No bid $21,664.00 $21,232.53 $28,932.00
Line item #4
1/2 ton ext cab short bed pickup 1 $21,865.32 $22,648.00 $21,327.00 $20,894.53 $25,000.00
Total $88,950.64 $69,835.00 $86,791.00 $85,409.68 $104,932.00