FINANCIAL BUSINESS REQUEST (FBR)
Motion/Request:
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MOTION to extend the standing bid waiver for Police Vehicles to the purchase of general pool vehicles for the Town's fleet for various Departmental needs.
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Background:
The Town had previously been able to purchase used State vehicles directly from the assets retired to surplus. This allowed for consistently favorable pricing, which never exceeded the $5,000 bid limit. Several years ago, the State changed their approach to a third-party auction process with no separate opportunity for towns to independently purchase vehicles and equipment like before.
This has dramatically increased the cost of suitable used vehicles beyond $5,000 and otherwise complicated the process. Purchasing used vehicles is not suitably managed through the standard bidding process, and flexibility is also needed to make spontaneous decisions when suitable opportunities arise.
The Town had been able to keep abreast of the pool fleet needs easily with low-cost purchases every year. When this ended, we have been stretching the life of the pool vehicle fleet, including frequent reassignment among departments to meet needs as best as possible.
We have arrived at the point where only three of the six (minimum) needed pool vehicles are roadworthy, and these are at the end of useful life. In order to bring the fleet up to our needed inventory, we will have to purchase vehicles that exceed the $5,000 bid limit.
The Police Department has a standing bid waiver for the purchase of vehicles to meet their fleet needs. The FY24 Standing Bid Waiver list is attached.
Department Comment/Recommendation:
A specific standing bid waiver provision will be sought for this next budget cycle. In the meantime, I recommend piggy-backing on the standing bid waiver assigned to the Police Department for purchasing vehicles, including used ones, to meet their needs.
Finance Director Comment/Recommendation:
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Mayor Comment/Recommenda...
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