SUBJECT: CONSENT AGENDA
Title
A Resolution of the Board of Trustees of the Town of Erie Approving the Lease of Vehicles with Enterprise FM Trust
Body
DEPARTMENT: Public Works
PRESENTER/PREPARER: Todd Fessenden, Public Works Director
Steve Felten, Finance Director
FISCAL INFORMATION:
Cost as Recommended: $ 318,833.16
Balance Available: $ 31,300, 36,100, 534,900, 105,000, 21,800, 81,600, 28,500, 21,800, 46,200, 81,600
Budget Line Item Number: 400-30-110-601000
400-50-110-601040
400-60-110-601020
400-70-110-601000
500-70-720-601040
500-70-720-601200
500-70-740-601000
510-70-730-601040
510-70-730-601200
520-70-760-601200
New Appropriation Required: No
STAFF RECOMMENDATION:
Recommendation
Approve the resolution authorizing said lease agreement, authorize the appropriate Town officer to execute said lease agreement, and authorize staff to paid said lease payments.
End
SUMMARY AND BACKGROUND OF SUBJECT MATTER:
On May 14, 2019, The Board authorized the Town to enter in to a Master Equity Lease Agreement with Enterprise FM Trust regarding leasing of Town Fleet units. With this agreement, the Town will lease vehicles on an annual basis for up to a five year period, depending on the vehicle. Some of the benefits for this include:
• Expected lower maintenance cost as vehicles are under warranty for the first three years and are replaced every five years.
• More efficient models have lower fuel costs
• Newer vehicles are more reliable
• Fixed costs each year for easier budgeting
The 2020 adopted budget includes the purchase or lease of new and replacement Fleet units. The Town is requesting to lease the following vehicles per the request forms submitted:
Engineering requested a Chevy Silverado 1500 to replace Unit 403 - 2006 Jeep Liberty Sport used for field construction inspections.
Parks requested two additional Ford F250 pickups and an additional Chevy Colorado Pickup to assist with open space and trails maintenance operations. The Parks & Open Space Division currently employs 15 full-time and 26 part-time/seasonal employees and is assigned 8 total work trucks. The Division is currently broken up into three different work groups: Forestry/Horticulture, Open Space & Trails, and Park Zones. Each work group performs very different maintenance operations to achieve the goals of the Division, which makes sharing vehicles extremely difficult. This difficulty is further compounded by the fact that employees in each work group may also be responsible for maintaining park facilities in six different geographical zones throughout the Town. With the F250 vehicles, a down payment for half of the aftermarket options is required with the first month’s payment.
Patrol requested four additional and one replacement (Unit 747 - 2016 Ford Explorer SUV) Ford Interceptors SUVs Eco Boost to be used for Patrol and School Resource Officers. These vehicles will increase the Police fleet to accommodate recent and approved new staffing. Patrol also requested two Ford Interceptor Hybrids to replace Units 744 and 745, both 2015 Ford Explorer SUVs. These vehicles will be used for patrol and policing daily activities. With these vehicles, a down payment for half of the aftermarket options is required with the first month’s payment.
Investigations requested an additional Jeep Grand Cherokee Laredo to be also used by patrol when needed for special operations and training. This vehicle will be used to increase our fleet to accommodate the recent addition to investigations staffing. With this vehicle, a down payment for half of the aftermarket options is required with the first month’s payment.
Administration requested an additional Chevy Bolt Electric Vehicle to be used as a Town Hall pool car and an existing SUV used as a pool car will be transferred to the Facilities Division. The Town received a grant from the Regional Air Quality Control Board funding to pay for a portion of this vehicle.
Distribution and Collection requested an additional Ford F550 Dump Truck and a Chevy Silverado 1500. The Ford F550 will mirror the current 2016 Ford F550 standard cab with dump bed and hydraulics - currently this is the only unit in Public Works Operations & Maintenance. Having a similar truck for D&C allows more versatility for water breaks, hauling material, back filling, hauling road side trash & debris, and a relief snow plow unit to deliver the same level of service that we have been providing during snow season as the Town of Erie continues to grow and more routes are added. The size and weight of this unit makes it possible to do work where the larger single axle dump trucks or dump trailers cannot access. The Chevy Silverado 1500 pickup will assist with the Backflow Prevention and Cross Connection Control inspection testing, tracking and reporting. With the new position, additional duties required include, but are not limited to, testing Town backflow devices, working with new buildings and inspectors to ensure proper installation of devices and monitoring of such devices to meet local, state and federal laws. Coordination with businesses regarding fats, oils, and grease regulations. This position requires a dedicated vehicle for their daily tasks. With the F550 vehicle, a down payment for half of the aftermarket options is required with the first month’s payment.
Water Treatment requested a Toyota Rav4 Hybrid vehicle to replace Unit 803 - 2006 Jeep Liberty Sport - used for collecting of routine water samples throughout the Town, transporting personnel to other facilities, delivering water samples to different labs, routine trips to other Town owned water facilities, general errands.
For the vehicles that require a down payment for the aftermarket options, the remaining cost for the options is included in the lease payment.
|
Dept/Div |
Vehicle |
Monthly |
Annual |
Acct Number |
|
P&D/Eng |
Chevy Silverado 1500 |
543.87 |
6,526.44 |
400-30-110-601000 |
|
P&R/Parks |
Ford F250 Pickup |
649.54 |
7,794.48 |
400-50-110-601040 |
|
P&R/Parks |
Ford F250 Pickup |
649.54 |
7,794.48 |
400-50-110-601040 |
|
P&R/Parks |
Chevy Colorado |
498.06 |
5,976.72 |
400-50-110-601040 |
|
Police/Patrol |
Ford Interceptor Eco Boost |
1,207.42 |
14,489.04 |
400-60-110-601020 |
|
Police/Patrol |
Ford Interceptor Eco Boost |
1,207.42 |
14,489.04 |
400-60-110-601020 |
|
Police/Patrol |
Ford Interceptor Eco Boost |
1,207.42 |
14,489.04 |
400-60-110-601020 |
|
Police/Patrol |
Ford Interceptor Eco Boost |
1,207.42 |
14,489.04 |
400-60-110-601020 |
|
Police/Patrol |
Ford Interceptor Eco Boost |
1,207.42 |
14,489.04 |
400-60-110-601020 |
|
Police/Patrol |
Ford Interceptor Hybrid |
1,191.41 |
14,296.92 |
400-60-110-601020 |
|
Police/Patrol |
Ford Interceptor Hybrid |
1,191.41 |
14,296.92 |
400-60-110-601020 |
|
Police/Invest |
Jeep Grand Cherokee Laredo |
797.27 |
9,567.24 |
400-60-110-601020 |
|
PW/Admin |
Chevy Bolt EV |
569.67 |
6,836.04 |
400-70-110-601000 |
|
PW/D&C |
Ford F550 Dump Truck |
478.82 |
5,745.88 |
500-70-720-601200 |
|
|
|
478.82 |
5,745.88 |
510-70-730-601200 |
|
|
|
478.82 |
5,745.88 |
520-70-760-601200 |
|
PW/D&C |
Chevy Silverado 1500 |
315.47 |
3,785.64 |
500-70-720-601040 |
|
|
|
315.46 |
3,785.52 |
510-70-730-601040 |
|
PW/W Treat |
Toyota Rav4 Hybrid |
479.66 |
5,755.92 |
500-70-740-601000 |
|
|
Annual Lease Total |
|
176,099.16 |
|
|
|
Aftermarket Down Payments |
|
142,734.00 |
|
|
|
Total First Year Payment |
|
318,833.16 |
|
ATTACHMENTS:
a. Resolution
b. Lease Quotes