Primary Department: Universal Services
Primary Department Head/Elected Official: Sindhu Menon, Executive Director and CIO
Secondary Department: Universal Services
Secondary Department Head/Elected Official: Sindhu Menon, Executive Director and CIO
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Fleet Vehicles
Project ID (if applicable): NB001
Vendor Legal Name (if applicable): N/A
MWBE Contracted Goal (if applicable): n/a
MWBE Current Participation (if applicable): n/a
Justification for 0% MWBE Participation Goal: N/A - Goal not applicable to request
Grant Indirect Costs Rate (if applicable): n/a
Justification for 0% Grant Indirect Costs Rate (if applicable): N/A - Not a grant item
Request Summary (Agenda Caption):
title
Request for approval of the Final Investment Memo for the Fleet Vehicles project for an incremental authorization of $49,625,000 for a total authorization of $50,500,000 for FY2026 and commercial paper funding in the amount of $15,000,000.
end
Project Description:
This project is to purchase and replace owned, non-specialty, non-EV vehicles, the largest component of County vehicle purchases by value. Leased vehicles are not eligible to use capital funding. EVs are being piloted and have their own separate project set up for purchase.
Anticipated Project Expenditures and Timeline:
|
Project Scope Breakdown |
Estimated Cost |
Estimated Completion |
|
Vehicles Purchase FY26 |
$41,000,000 |
9/30/2026 |
|
Leased to Own Conversion FY26 |
$6,500,000 |
9/30/2026 |
|
Contingency/Wreck Vehicle Fund FY26 |
$3,000,000 |
9/30/2026 |
|
FY26 Total Authorization |
$50,500,000 |
|
|
Unencumbered existing project balance to carry into FY26 |
($875,000) |
|
|
Total |
$49,625,000 |
|
Justification & Alternatives:
Using CIP funding that matches the asset’s lifespan allows the County to make better use of its limited resources, freeing up the General Fund for departments to use on non-capitalizable operational expenses.
Without funding the project, Haris County would have to keep older vehicles longer. It would also increase overall maintenance and repair costs, which are higher for older vehicles.
Anticipated Impact on Other Funds (If Applicable):
|
Fund Code |
Description |
Estimated Cost |
Funding Method (Existing or Future Budget Request Required) |
Estimated Date of Needs |
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$- |
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- |
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$- |
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- |
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Total |
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$- |
|
- |
County Strategic Plan Goal: 2. Connect our community with safe, reliable, equitably distributed, and well-maintained infrastructure.
County Strategic Plan Objective: F: Ensure safety and security for all using the county’s transportation network in alignment with the County’s Vision Zero plan.
Justice/Safety Initiative (Goal 1): Choose an item.
Infrastructure Initiative (Goal 2): Choose an item.
Economy Initiative (Goal 3): Choose an item.
Health Initiative (Goal 4): Choose an item.
Climate/Resilience Initiative (Goal 5): T5: Update fleet to increase fuel efficiency and reduce emissions.
Housing Initiative (Goal 6): Choose an item.
Decision Analysis Matrix Score (rubric on last page): 14
Previous Court Action:
|
Date |
Agenda Item # |
Action Taken |
|
10/13/2015 |
|
Request for approval of funding for project cost $7,000,000 |
|
11/10/2015 |
|
Request for approval of commercial paper funding for $7,000,000 |
|
12/18/2018 |
|
Request for approval of funding for project cost $4,000,000 |
|
1/8/2019 |
|
Request for approval of commercial paper funding for $4,000,000 |
|
2/11/2020 |
|
Request for approval of funding for project cost $5,500,000 |
|
2/25/2020 |
|
Request for approval of commercial paper funding for $5,500,000 |
|
8/24/2021 |
21-4490 |
Request for approval of commercial paper funding for Universal Services for the HCSO Vehicles project in the amount of $750,000. |
|
8/15/2022 |
22 |
Approval of a reimbursement resolution to allow CIP funds to reimburse non -CIP vehicle expenses, applies to all eligible expenditures made on or after a date 60 days prior to approval |
|
2/21/2023 |
23-1090 |
Request for an initial FY23 authorization of $41,562,716 |
|
3/14/2023 |
23-1418 |
Request for approval of commercial paper funding for $24,000,000 for a total of $40,500,000 |
|
8/8/2023 |
23-4406 |
Request for approval of commercial paper funding for $15,000,000 for a total of $55,500,000 |
|
10/10/2023 |
23-5762 |
Request for an additional incremental authorization of $33,560,000 for FY24 authorization of $41,360,000 |
|
10/31/2023 |
23-6369 |
Request for approval of commercial paper funding for $10,000,000 for a total of $65,500,000 |
|
3/26/2024 |
24-1526 |
Request for approval of commercial paper funding for $5,000,000 for a total of $70,500,000 |
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Address:
Precinct(s): Choose an item.
|
Fiscal and Personnel Summary |
|
Service Name |
|
|
|
|
Current Fiscal Year Cost |
Annual Fiscal Cost |
|
|
Labor |
Non-Labor |
Total |
Recurring Expenses |
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Funding Sources |
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Existing Budget |
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|
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|
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Current Budget |
$ |
$ |
$ |
$ |
|
Additional Budget Request |
|
|
Commercial Paper |
$ |
$15,000,000 |
$15,000,000 |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Additional Budget Request |
$ |
$15,000,000 |
$15,000,000 |
$ |
|
Total Funding Request |
$ |
$15,000,000 |
$15,000,000 |
$ |
|
Personnel (Fill out section only if requesting new PCNs) |
|
|
Current Position Count for Service |
- |
- |
- |
- |
|
Additional Positions Request |
- |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
- |
Anticipated Court Date: 8/26/2025
Anticipated Implementation Date (if different from Court date): 10/1/2025
Emergency/Disaster Recovery Note: Not an emergency, disaster, or ARPA related item
Legal funding compliance confirmed by: Paige Abernathy, Special Assistant County Attorney, 7/22/2025
Department Approval by: Heather Merkel, Director of Budget, Universal Services 8/8/2025
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 8/7/2025
________________________________________
Commercial Paper Request (For OMB use only):
Receiving Department: Universal Services
Project PeopleSoft ID: NB001
CP Series Description: Commercial Paper Series D can be used for (1) construction of public works, (2) the purchase of automobiles, equipment and machinery, including computers, materials and supplies for the operation of the County’s precincts and departments (3) Professional services, including services provided by engineers, architects, attorneys, auditors, financial advisors, and fiscal agents, in connection with the contractual obligations described in (1) and (2).
Commercial Paper is being requested for the Fleet Vehicles project and is expected to be repaid within the next three fiscal years either through bonds, budgetary means or pay-as-you-go sources.
OMB Financial Management contact: Amy Perez, Deputy Executive Director, Office of Management and Budget
Decision Analysis Matrix scoring tool - Commissioners Court has approved the rubric below for scoring capital projects. Please complete the last two rows for OMB review.
|
Scoring option |
Strategic Plan alignment (3x weighting) |
Evidence base |
Impact on outcomes |
Cost effectiveness |
Ease of implementation |
Collaboration / partnerships |
Environmental sustainability |
Equity |
Total |
|
-1 |
Antithetical to one or more aspects of the Strategic Plan |
Evidence shows net negative impact on the intended goal |
Impact is clearly negative |
Costs expected (or shown) to outweigh benefits |
County has no/limited existing capabilities and dependencies are likely to impede |
Could negatively impact relationships with partners |
Negatively impacts environment and/or climate change mitigation efforts |
Inequitable |
n/a |
|
0 |
Does not align to a Strategic Objective |
Evidence base is not well defined or measurable |
Size of impact on one or more strategic outcomes is negligible or unclear |
Net comparison is unclear |
County has no/limited existing capabilities or dependencies are likely to impede |
Does not involve collaboration with partners |
Net neutral impact on environment and/or climate change mitigation efforts |
Does not consider equity to a meaningful degree |
n/a |
|
1 |
Aligns to a Strategic Objective but not to a Strategic Initiative |
Limited evidence-based research on outcomes; may have qualitative/theoretical support |
Outcomes are defined but without target levels and/or expected impact is moderate |
Moderate direct/indirect benefit relative to costs |
County has existing capability to implement or dependencies are unlikely to impede |
Moderately expands County leverage through collaboration with partner(s) |
Marginally positive impact on environment and/or climate change mitigation efforts |
Considers equity to a meaningful degree, but not comprehensively |
n/a |
|
2 |
Aligns to a Strategic Objective and a Strategic Initiative |
Outcomes are directly supported by evidence base or credible research supports anticipated outcomes |
Outcomes are clearly defined and include target levels; expected impact on outcomes is high |
Significant direct/indirect benefit relative to costs |
County has existing capability to implement and dependencies are unlikely to impede |
Significantly expands County leverage through collaboration with partner(s) |
Positively impacts environment and/or climate change mitigation efforts |
Considers equity meaningfully and comprehensively |
n/a |
|
Score (-1,0,1,2) |
6 |
1 |
1 |
2 |
2 |
1 |
1 |
0 |
14 |
|
Rationale |
Aligns to County Strategic Plan Goal 2 and Objective F |
Evidence-based research on outcomes was completed based on the Fleet’s value and age |
Outcomes including avoidance of high maintenance costs and maintaining the reliability of the County's Fleet are defined |
There are significant direct benefits to cost. Without funding the project, the County would have to keep older vehicles longer, increasing overall maintenance and repair costs |
The County has existing Fleet operations and the capability to implement this project |
There is moderate County leverage through collaboration partners |
There is a marginally positive impact on the environment as AC machines recover freon and utilize energy efficient fans |
Does not consider equity to a meaningful degree |
n/a |