Item 4H MemoM E M O R A N D U M
October 2, 2018
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Timothy Slifka, Purchasing Manager
Subject: Item 4H Approve Four Year Lease Agreement for Replacement of Police
Motorcycles from Longhorn Harley Davidson in the amount of $80,810
Action
Requested: Approve four year lease agreement for replacement Police
motorcycles from Longhorn Harley Davidson in the amount of
$80,810
Background
Information: Per the Southlake Vehicle Replacement Policy the vehicles are
scheduled for replacement. State of Texas and City of Southlake
bidding requirements have been met by utilizing a bidding exemption
allowed in Local Government Code 252.022.2, “a procurement
necessary to preserve or protect the public health or safety of the
municipality's residents”.
Department Description Cost
Police Services Per Year Lease Cost for Five
Police Motorcycles
$19,980
Police Services Harley Davidson Proprietary
Required Equipment all units
$60,830
TOTAL $80,810
The City’s Vehicle Replacement Committee in June 2018 reviewed
and discussed vehicles scheduled for replacement per the Policy and
to review available options. The committee evaluated individual
vehicle condition, repair history, age, mileage and usage before
recommending replacement.
Financial
Considerations: The request will be funded through the FY 2019 Vehicle Replacement
Fund.
Strategic Link: C1 – Achieve the highest standards of safety and security.
B2 – Collaborate with select partners to implement service
solutions.
F2 – Invest to provide and maintain high quality public assets.
Citizen Input/
Board Review: None
Legal Review: None
Alternatives: Deny and retain the old vehicles. This will lead to increased vehicle
maintenance cost.
Supporting
Documents: Longhorn Harley Davidson Pricing Worksheet and Local Government
Code 252.022.2.
Staff
Recommendation: Approve four year lease agreement and required Harley Davidson
equipment for Police Motorcycles from Longhorn Harley Davidson.
1/18/2018 LOCAL GOVERNMENT CODE CHAPTER 252. PURCHASING AND CONTRACTING AUTHORITY OF MUNICIPALITIES
http://www.statutes.legis.state.tx.us/SOTWDocs/LG/htm/LG.252.htm 1/16
LOCAL GOVERNMENT CODE
TITLE 8. ACQUISITION, SALE, OR LEASE OF PROPERTY
SUBTITLE A. MUNICIPAL ACQUISITION, SALE, OR LEASE OF PROPERTY
CHAPTER 252. PURCHASING AND CONTRACTING AUTHORITY OF MUNICIPALITIES
SUBCHAPTER A. GENERAL PROVISIONS
Sec. 252.001. DEFINITIONS. In this chapter:
(1) "Bond funds" includes money in the treasury received from the
sale of bonds and includes the proceeds of bonds that have been voted but
have not been issued and delivered.
(2) "Component purchases" means purchases of the component parts
of an item that in normal purchasing practices would be purchased in one
purchase.
(3) "Current funds" includes money in the treasury, taxes in the
process of being collected in the current tax year, and all other revenue
that may be anticipated with reasonable certainty in the current tax year.
(4) "High technology procurement" means the procurement of
equipment, goods, or services of a highly technical nature, including:
(A) data processing equipment and software and firmware used
in conjunction with data processing equipment;
(B) telecommunications equipment and radio and microwave
systems;
(C) electronic distributed control systems, including
building energy management systems; and
(D) technical services related to those items.
(5) "Planning services" means services primarily intended to
guide governmental policy to ensure the orderly and coordinated development
of the state or of municipal, county, metropolitan, or regional land areas.
(6) "Separate purchases" means purchases, made separately, of
items that in normal purchasing practices would be purchased in one
purchase.
(7) "Sequential purchases" means purchases, made over a period,
of items that in normal purchasing practices would be purchased in one
purchase.
(8) "Time warrant" includes any warrant issued by a municipality
that is not payable from current funds.
1/18/2018 LOCAL GOVERNMENT CODE CHAPTER 252. PURCHASING AND CONTRACTING AUTHORITY OF MUNICIPALITIES
http://www.statutes.legis.state.tx.us/SOTWDocs/LG/htm/LG.252.htm 4/16
Sec. 252.0215. COMPETITIVE BIDDING IN RELATION TO HISTORICALLY
UNDERUTILIZED BUSINESS. A municipality, in making an expenditure of more
than $3,000 but less than $50,000, shall contact at least two historically
underutilized businesses on a rotating basis, based on information provided
by the comptroller pursuant to Chapter 2161, Government Code. If the list
fails to identify a historically underutilized business in the county in
which the municipality is situated, the municipality is exempt from this
section.
Added by Acts 1993, 73rd Leg., ch. 749, Sec. 3, eff. Sept. 1, 1993.
Amended by Acts 1997, 75th Leg., ch. 165, Sec. 17.18, eff. Sept. 1, 1997;
Acts 2001, 77th Leg., ch. 115, Sec. 2, eff. Sept. 1, 2001.
Amended by:
Acts 2007, 80th Leg., R.S., Ch. 434 (S.B. 1765), Sec. 2, eff.
September 1, 2007.
Acts 2007, 80th Leg., R.S., Ch. 937 (H.B. 3560), Sec. 1.100, eff.
September 1, 2007.
Sec. 252.022. GENERAL EXEMPTIONS. (a) This chapter does not apply
to an expenditure for:
(1) a procurement made because of a public calamity that requires
the immediate appropriation of money to relieve the necessity of the
municipality's residents or to preserve the property of the municipality;
(2) a procurement necessary to preserve or protect the public
health or safety of the municipality's residents;
(3) a procurement necessary because of unforeseen damage to
public machinery, equipment, or other property;
(4) a procurement for personal, professional, or planning
services;
(5) a procurement for work that is performed and paid for by the
day as the work progresses;
(6) a purchase of land or a right-of-way;
(7) a procurement of items that are available from only one
source, including:
(A) items that are available from only one source because of
patents, copyrights, secret processes, or natural monopolies;
(B) films, manuscripts, or books;
(C) gas, water, and other utility services;
(D) captive replacement parts or components for equipment;