Department
Real Estate and Asset Management
Requested Action
title
Request approval to utilize cooperative purchasing - Department of Real Estate and Asset Management, Sourcewell Contract RFP #030122, Fleet Management Services, in an amount not to exceed $3,480,325.44 with Enterprise Fleet Management, Inc. (St. Louis, MO), for a lease-purchase program that will deliver 301 new vehicles and includes all scheduled preventive maintenance. Vehicles will be provided under this program for eighteen (18) County agencies [General Fund vehicles: 214, FID/Police: 18, and Public Works: 69] with delivery beginning in FY 2025. This is a 60-month lease-purchase program that will be presented to the Board of Commissioners annually for the annual appropriation of funding for continued use of the program. The program will remain in effect with each yearly approval and is subject to the availability of funding in the adopted County budget over the 5-year lease term. The County Attorney is authorized to approve the lease documents as to form and to make modifications thereto prior to execution. (APPROVED)
body
Requirement for Board Action
In accordance with Purchasing Code Section 102-462, requests for approval to utilize cooperative purchasing or GSA purchase contracts of more than $100,000.00 shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background: Fulton County Policy 400-6 requires the County to replace vehicles that have reached a certain age and mileage. Historically, annual allocations for vehicle purchases range from $2-$4M unless there are budget constraints requiring a lower allocation. The County’s traditional vehicle capital purchase model would require $16M+ to replace all currently replacement eligible vehicles. This cooperative purchasing agreement allows the County to enter into a 5-year lease-purchase agreement (subject to the annual appropriation of funding) with Enterprise with the same annual expenditure that the County typically allocates for vehicle purchases.
The Enterprise Fleet Management Services Lease Program through the Sourcewell Advantages Contract allows DREAM to replace all vehicles not in compliance with the above County policy across the County’s fleet.
Program Benefits
The lease-purchase contract includes all scheduled preventative maintenance costs, resulting in decreased ongoing maintenance costs for County agencies and taxpayers.
• At the end of the 5-year term (subject to the annual appropriation of funding), the vehicles become the property of Fulton County. Any vehicles on the initial lease-purchase agreement that have exceeded the age and/or mileage limits set forth the in Policy 400-6 will be sold by Enterprise with the sale proceeds reducing the lease cost for the subsequent 5-year term.
• Leverages Enterprises purchasing power in the vehicle market resulting in overall cost savings.
• Help evaluate your vehicle cycle to ensure vehicles are being repaired at opportune times to avoid extra costs.
• Enterprise Fleet Management is the largest purchaser of vehicles in North America, and can acquire vehicles from virtually every manufacturer.
• Nationwide network of repair vendors able perform routine maintenance and repairs. Many of the metro-Atlanta repair vendors used by Enterprise are already used by the County as a part of the Statewide ARI contract.
Scope of Work: Enterprise will deliver 301 total vehicles for various Fulton County agencies as follows:
1. County agencies (General Fund) - 214 total vehicles
2. Police Department (FID) - 18 total vehicles
3. Public Works - 69 total vehicles
Preventive Maintenance:
• Monthly cost is fixed for term of the vehicle
• Coverage is available up to 100,000 miles
• Covers all routine services recommended by manufacturer
• Covers all unexpected repairs (not related to damage or neglect)
• 24/7 roadside assistance including towing
1. General Fund Lease Cost:
|
|
Dept |
Description |
Annual Cost |
New |
Replace |
Total # Vehicles |
Total Cost |
|
1 |
Emergency Mgt |
Ford Active |
$9,800.88 |
0 |
1 |
2 |
$25,323.72 |
|
|
|
Chevy Tahoe |
$15,522.84 |
0 |
1 |
|
|
|
2 |
Community Development |
Passenger Van |
$13,527.12 |
0 |
2 |
2 |
$27,054.24 |
|
3 |
District Attorney District Attorney |
Frontier S |
$7,873.56 |
0 |
1 |
16 |
$102,682.20 |
|
|
|
Rouge S |
$6,564.48 |
0 |
7 |
|
|
|
|
|
Trailblazer LT |
$6,099.00 |
0 |
8 |
|
|
|
4 |
DREAM |
F-150 Ext Cab |
$10,770.00 |
0 |
5 |
33 |
$341,278.56 |
|
|
|
F-150 Reg Cab |
$10,332.36 |
0 |
5 |
|
|
|
|
|
Rouge S |
$6,564.48 |
0 |
2 |
|
|
|
|
|
T-250 Cargo |
$12,853.20 |
0 |
14 |
|
|
|
|
|
Trailblazer LT |
$6,099.00 |
0 |
7 |
|
|
|
5 |
Emergency Services (E911) |
Explorer Active |
$9,800.88 |
0 |
1 |
4 |
$49,678.92 |
|
|
|
F-150 Responder |
$12,177.60 |
0 |
2 |
|
|
|
|
|
Tahoe LT 4x4 |
$15,522.84 |
0 |
1 |
|
|
|
6 |
Health Facility Maintenance |
Passenger Van |
$13,527.12 |
0 |
1 |
1 |
$13,527.12 |
|
7 |
IT |
T-250 Cargo |
$12,853.20 |
0 |
2 |
2 |
$25,706.40 |
|
8 |
Juvenile Court |
Rouge S |
$6,564.48 |
8 |
0 |
9 |
$66,042.96 |
|
|
|
Passenger Van |
$13,527.12 |
0 |
1 |
|
|
|
9 |
Library |
T-250 Cargo |
$12,853.20 |
0 |
2 |
2 |
$25,706.40 |
|
10 |
Marshal |
F-150 Responder |
$12,177.60 |
0 |
2 |
34 |
$438,947.76 |
|
|
|
Interceptor |
$12,562.68 |
0 |
22 |
|
|
|
|
|
Tahoe PV 4x4 |
$13,821.36 |
0 |
10 |
|
|
|
11 |
Behavioral Health |
Passenger Van |
$13,527.12 |
0 |
1 |
1 |
$13,527.12 |
|
12 |
Office of Child Attorn |
Rouge S |
$6,564.48 |
0 |
4 |
4 |
$26,257.92 |
|
13 |
Police |
Interceptor |
$12,562.68 |
0 |
4 |
4 |
$50,250.72 |
|
14 |
Sheriff |
Camry LE |
$6,884.76 |
0 |
1 |
87 |
$1,084,279.68 |
|
|
|
Explorer Active |
$9,800.88 |
0 |
4 |
|
|
|
|
|
F-150 Ext Cab |
$10,770.00 |
0 |
1 |
|
|
|
|
|
F-150 Responder |
$12,177.60 |
0 |
13 |
|
|
|
|
|
Frontier S |
$7,873.56 |
0 |
1 |
|
|
|
|
|
Inmate Trans 350 Cargo |
$12,865.80 |
0 |
11 |
|
|
|
|
|
Interceptor |
$12,562.68 |
0 |
24 |
|
|
|
|
|
Kicks S |
$5,521.44 |
0 |
1 |
|
|
|
|
|
Passenger Van |
$13,527.12 |
0 |
1 |
|
|
|
|
|
Tahoe PV 4 x 4 |
$13,821.36 |
0 |
28 |
|
|
|
|
|
Trailblazer LT |
$6,099.00 |
0 |
2 |
|
|
|
15 |
Solicitor |
Explorer Active |
$9,800.88 |
7 |
0 |
7 |
$68,606.16 |
|
16 |
Superior Court |
Rouge S |
$6,564.48 |
0 |
4 |
4 |
$26,257.92 |
|
17 |
Tax Comm |
T-250 Cargo |
$12,853.20 |
0 |
1 |
2 |
$18,952.20 |
|
|
|
Trailblazer LT |
$6,099.00 |
0 |
1 |
|
|
|
|
|
Total |
|
15 |
199 |
214 |
$2,404,080.00 |
2. SFSSD/301 Lease Cost:
|
|
Dept |
Description |
Annual Cost |
New |
Replace |
Total # Vehicles |
Total Cost |
|
1 |
Police Dept |
Ford Active |
$9,800.88 |
0 |
1 |
1 |
$9,800.88 |
|
|
|
Explorer Police Utility |
$12,562.68 |
0 |
7 |
7 |
$87,938.76 |
|
|
|
Tahoe Police 4x4 |
$13,510.08 |
0 |
8 |
8 |
$108,080.64 |
|
|
|
F-150 Police Responder |
$12,177.60 |
0 |
1 |
1 |
$12,177.60 |
|
|
|
Chevy Suburban |
$18,014.64 |
0 |
1 |
1 |
$18,014.64 |
|
|
|
Total |
|
0 |
18 |
18 |
$236,012.52 |
3. Water/Sewer Fund Lease Cost 2025:
|
|
Dept |
Description |
Annual Cost |
New |
Replace |
Total # Vehicles |
Total Cost |
|
1 |
Public Works |
Ford Active |
$9,800.88 |
0 |
8 |
8 |
$78,407.04 |
|
|
|
Transit 350 Cargo |
$11,891.64 |
0 |
2 |
2 |
$23,783.28 |
|
|
|
Frontier S |
$7,938.84 |
0 |
2 |
2 |
$15,877.68 |
|
|
|
F-150 XL 4x4 |
$10,770.00 |
0 |
33 |
33 |
$355,410.00 |
|
|
|
Ford F-250 XLT 4x4 |
$13,276.68 |
0 |
1 |
1 |
$13,276.68 |
|
|
|
Ford F-250 4x4 (Diesel) |
$14,697.84 |
0 |
10 |
10 |
$146,978.40 |
|
|
|
Ford F-250 4x4 Super Cab |
$11,926.92 |
0 |
4 |
4 |
$47,707.68 |
|
|
|
F-450 Chassis XL (Diesel) |
$17,529.00 |
0 |
7 |
7 |
$122,703.00 |
|
|
|
F -550 Chassis XL Flatbed |
$17,852.72 |
0 |
1 |
1 |
$17,862.72 |
|
|
|
F-550 Chassis XL Stake body |
$18,226.44 |
0 |
1 |
1 |
$18,226.44 |
|
|
|
Total |
|
0 |
69 |
69 |
$840,232.92 |
All but fifteen (15) of the vehicles proposed for this program [eight (8) for Juvenile Court and seven (7) for the Solicitor], will replace older models that have exceeded their useful operational life in accordance with County Policy #400-6 which states that light duty administrative vehicles are to be replaced once they are either five (5) years old or have exceeded 100,000 miles. Pursuit vehicles must be replaced after two (2) years or 100,000 miles.
Community Impact: Reliable service delivery to Fulton County citizens via increased vehicle reliability.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval based on the fact that 27% of the County’s fleet will be upgraded to current model year vehicles with a significant reduction in annual vehicle maintenance costs.
Project Implications: The identified vehicles to be replaced have exceeded their useful life based on Policy #400-6. A significant portion of the County fleet will be both more reliable and fuel efficient. The inclusion of preventive maintenance as a part of annual cost will significantly reduce the cost to own and operate the County’s fleet.
Community Issues/Concerns: None
Department Issues/Concerns: If replacement of these vehicles through a Cooperative Lease-Purchase Fleet Management Services Program is not approved, the County will continue to have a disproportionate number of vehicles with high maintenance costs due to vehicle age and condition.
Contract Modification No, this is a new procurement
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Click or tap here to enter text.
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Sourcewell Contract RFP #030122
Exhibit 2: Enterprise Fleet Management Lease Equity 5-year Terms-General Fund
Exhibit 3: Enterprise Fleet Management Lease Equity 5-year Terms-FIB 301
Exhibit 4: Enterprise Fleet Management Lease Equity 5-year Terms-Public Works
Exhibit 5: Master Equity Lease Agreement
Exhibit 6: Full Maintenance Agreement
Contact Information (Type Name, Title, Agency and Phone)
title
Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
title
Yes
Previous Contracts
title
No
Total Contract Value
|
Original Approved Amount: |
$0.00 |
|
Previous Adjustments: |
$0.00 |
|
This Request: |
$3,480,325.44 |
|
TOTAL: |
$3,480,325.44 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
General Fund: 100-999-S100-AVEH - General Fund, Non-Agency, Big Creek To Cobb Diversion, #Multivalue, $2,404,080.00
Funding Line 2:
SFSSD: 301-999-FIBC-AVEH - South Fulton Sub District, Non-Agency, #Multivalue, $236,012.52
Funding Line 3:
Water/Sewer Fund: 201-540-5401-AVEH - Water & Sewer Revenue, #Multivalue, $840,232.92
|
Key Contract Terms |
|
Start Date: Upon BOC Approval |
End Date: 12/31/2025 |
|
Cost Adjustment: |
Renewal/Extension Terms: 60-months lease purchase program that is based upon BOC annual approval for each of the next five (5) years subject to availability of adopted budget |
Overall Contractor Performance Rating: N/A
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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N/A |
N/A |