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Brentwood City Commission Agenda

Meeting Date:	04/11/2022
Approval to Purchase 24 Vehicles from Wilson County Motors
Submitted by:	Jay Evans, Administration
Department:	Administration

Information

Subject

Approval to Purchase Twenty-three (24) Vehicles from Wilson County Motors Under Statewide Contract #209

Background

In the last several months, international supply chain disruptions have created backlogs in many industries in the United States. Automotive and manufacturing have been particularly hard hit by the scarcity of microchips and certain raw materials. As a result, long lead times have developed in the ordering and delivery of vehicles and equipment. Some automotive manufacturers have even stopped taking orders for the foreseeable future due to the backlog. To ensure the disruptions do not impact City operations any more than necessary, it is important that the City take advantage of ordering opportunities as they come available, even for vehicles or equipment that are not in the budget for the current fiscal year.

An ordering window will become available from Wilson County Motors (Chevrolet) on April 20, 2022. As such, staff recommends pre-ordering all the Chevrolet vehicles being proposed in the FY 2023 draft annual budget. Delivery will not be expected until late August or September. There are twenty-four (24) vehicles proposed for purchase off of Tennessee statewide contract #209:

Eight Chevy Tahoe 91C 4WD; (Police)
Two Chevy Tahoe LS 4WD; (Police and Fire Rescue)
Two Chevy Silverado 2500HD 4WD Crew Cab 159" 6.6L V8; snow plow prepped; (Public Works and Parks)
Two Chevy Silverado 2500HD 4WD Regular Cab 142" 6.6L V8; snow plow prepped; (Public Works)
One Chevy Silverado 1500LTD 4WD Double Cab 147" 5.3L V8; slow plow prepped; (Public Works)
Two Chevy Silverado 2500HD 4WD Double Cab 149" 6.6L V8; snow plow ready; (Parks)
Two Chevy Colorado 4WD Crew Cab 3.6L V6; (Engineering)
Two Chevy Silverado 2500HD Double Cab 162" 6.6L V8; (Water Services)
One Chevy Silverado 1500LTD 4WD Double Cab 147" 5.3L V8; (Water Services)
One Chevy Silverado 1500LTD 4WD Double Cab 147" 5.3L V8; (Planning and Codes)
One Chevy Traverse LS 4WD 3.6L V6 (Planning and Codes)

To avoid adding 100+ pages to this agenda packet, the vehicle quotes/specifications are available through the City Recorder. A pricing breakdown is shown on Attachment A. The total cost of this purchase is $869,176.08. While the pricing proposed should remain firm, staff is also requesting City Commission authorization for up to a 10% final order pricing fluctuation allowance for each vehicle should pricing change slightly prior to actual order submission.

Please contact Assistant City Manager Jay Evans with any questions.

Staff Recommendation

Staff recommends approval to purchase the 24 vehicles from Wilson County Motors per the attached pricing detail breakdown with a pricing fluctuation allowance of up to 10% per vehicle should pricing change before actual order submission.

Fiscal Impact

Amount :	$869,176.08
Source of Funds:	CPF, ERF, WS
Account Number:	Various

Fiscal Impact:

The total cost of this purchase is $869,176.08. Of this amount, $391,282.80 will come from the Capital Projects Fund via a FY 2022 General Fund year-end transfer of excess revenues, $361,579.56 from the FY 2023 Equipment Replacement Fund budget, and $116,313.72 will be paid by Water Services. Any pricing changes within the 10% pricing fluctuation allowance would be reflected accordingly in the applicable fund.

Attachments
Wilson County Motors Statewide Contract
Vehicle Pre-Order Pricing List