Posting Language
Title
Authorize a contract for original equipment manufacturer parts, repair services, and preventive maintenance for Vermeer vacuum trucks and equipment for Austin Fleet Mobility Services with Vermeer Equipment of Texas LLC dba Vermeer Texas-Louisiana, for an initial term of three years with up to two 1-year extension options in an amount not to exceed $1,655,000. Funding: $331,092 is available in the Operating Budget of Austin Fleet Mobility Services. Funding for the remaining contract term is contingent upon available funding in future budgets.
Body
Lead Department
Austin Financial Services.
Client Department(s)
Austin Fleet Mobility Services.
Fiscal Note
Funding in the amount of $331,092 is available in the Fiscal Year 2025-2026 Operating Budget of Austin Fleet Mobility Services.
Funding for the remaining contract term is contingent upon available funding in future budgets.
Procurement Language:
Multiple cooperative purchase programs were reviewed for these goods and services. The Fleet Mobility Services Department has determined this contractor best meets the needs of the department to provide these goods and services required for the City.
MBE/WBE:
This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9B (Minority-Owned and Women-Owned Business Enterprise Procurement Program). For the goods and services required for this solicitation, there were no subcontracting opportunities; therefore, no subcontracting goals were established.
For More Information:
Direct questions regarding this Recommendation for Council Action to Austin Financial Services Department - Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500.
Additional Backup Information:
The contract will provide original equipment manufacturer (OEM) parts, repair services, and preventive maintenance for the City’s Vermeer vacuum trucks and equipment on an as-needed basis. The City currently has a diverse fleet of Vermeer equipment, including seven Vermeer vacuum trucks and 11 other pieces of equipment, such as tub grinders and brush chippers, used by Austin Resource Recovery, Austin Water, and Austin Watershed Protection. The repair parts will be used by City technicians for repair services and preventive maintenance at City Fleet Service Centers. The repair services will supplement repairs performed by City technicians based on the manufacturer’s recommended schedule.
This contract is replacing a contract that expires November 30, 2025. The recommended contractor is the current provider for these goods and services. The requested authorization amounts were determined using departmental estimates, historical spend, and anticipated future usage.
BuyBoard is a cooperative purchasing association recognized under Texas procurement statutes. Cooperative associations, themselves or using a lead government, competitively solicit and award contracts that are eligible for use by other qualified state and local governments. Due to their substantial volumes, larger than any one government could achieve independently, cooperative contracts routinely include superior terms, conditions, and pricing. Use of cooperative contracts also results in lower administrative costs and time savings.
If a contract is not secured, the department will be forced to procure these parts and services as spot buys, which may result in higher prices, additional operational costs, and increased vehicle downtime.
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Contract Details: |
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Contract Term |
Length of Term |
Contract Authorization |
|
Initial Term |
3 years |
$993,276 |
|
Optional Extension 1 |
1 year |
$331,092 |
|
Optional Extension 2 |
1 year |
$331,092 |
|
Total |
5 years |
$1,655,460 |
Note: Contract Authorization amounts are based on the City’s estimated annual usage.