Primary Department: County Judge
Primary Department Head/Elected Official: Lina Hidalgo
Managing Department: N/A
Managing Department Head/Elected Official: N/A
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Countywide Fleet and Equipment Acquisition
Project ID (if applicable): OEM_FLEET24
Vendor Legal Name (if applicable): N/A
MWBE Contracted Goal (if applicable): N/A
MWBE Current Achievement (if applicable): N/A
Justification for 0% MWDBE 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
Incremental Authorization Requested: $98,000
Total Estimated Project Cost: $98,000
Request Summary:
title
Request for approval of a Final Investment Memo for the Countywide Fleet Acquisition project for an amount of $98,000.
end
Project Description:
The Countywide Fleet Acquisition project focuses on purchasing a heavy-duty fleet vehicle capable of towing a generator or office trailer to off-site locations in need of support before, during, or immediately after a disaster or planned event. This vehicle has been strategically selected to tow our newly acquired mobile generator and donated office trailer, ensuring rapid and reliable deployment of critical resources.
Anticipated Project Expenditures and Timeline:
|
Project Scope Breakdown |
Estimated Cost |
Estimated Completion |
|
Super-duty Fleet Vehicle |
$95,000 |
4 – 6 months |
|
Contingency - Equipment Cost Escalation and Other Unforeseen Circumstances (~3%) |
$3,000 |
- |
|
Total |
$98,000 |
4 – 6 months |
Justification & Alternatives:
In alignment with the new County policy on non-voted commercial paper, we seek an allocation of $98,000 in FY25 to acquire a vehicle capable of safely deploying a large donated mobile generator and donated office trailer into the field when needed. Current fleet capacity is insufficient and unsafe for towing equipment of this size, creating operational limitations during critical response efforts.
If a new vehicle was not acquired, the alternative would be to rent one on an as needed basis, which would significantly delay deployment of critical assets. This slower response time would hinder our ability to provide timely support during times of crisis.
Anticipated Impact on Other Funds (If Applicable):
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Fund Code |
Description |
Estimated Cost |
Funding Method
(Existing or Future Budget Request Required) |
Estimated Date of Needs |
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$- |
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- |
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$- |
|
- |
|
Total |
|
$- |
|
- |
County Strategic Plan Goal: 5. Minimize the impact of climate change and disasters.
County Strategic Plan Objective: R: Enhance disaster preparedness, response, recovery, and resiliency.
Justice/Safety Initiative (Goal 1): N/A
Infrastructure Initiative (Goal 2): N/A
Economy Initiative (Goal 3): N/A
Health Initiative (Goal 4): N/A
Climate/Resilience Initiative (Goal 5): R3: Strengthen the County’s emergency response function.
Housing Initiative (Goal 6): N/A
Previous Court Action: N/A
|
Date |
Agenda Item # |
Action Taken |
|
1/30/2024 |
24-0676 |
Request for approval of the Final Investment Memo for the Countywide Fleet and Equipment Acquisition project for an amount of $41,000 and request for approval of commercial paper funding in the amount of $45,000. |
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Address: N/A
Precinct(s): Countywide
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Fiscal and Personnel Summary |
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Service Name |
N/A |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Labor |
Non-Labor |
Total |
Recurring Expenses |
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Funding Sources |
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Existing Budget |
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Commercial Paper |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
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Total Current Budget |
$ |
$ |
$ |
$ |
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Additional Budget Request |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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Total Additional Budget Request |
$ |
$ |
$ |
$ |
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Total Funding Request |
$ |
$ |
$ |
$ |
|
Personnel (Fill out section only if requesting new PCNs) |
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Current Position Count for Service |
- |
- |
- |
- |
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Additional Positions Request |
- |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
- |
Anticipated Court Date: 9/18/2025
Anticipated Implementation Date (if different from Court date): N/A
Emergency/Disaster Recovery Note: Not an emergency, disaster, or ARPA related item
Legal funding compliance confirmed by: Paige Abernathy, Assistant County Attorney, 1/24/2024
Department Approval by: Javana Dunnom, Deputy Chief of Staff, 8/25/2025
OMB CIP Team Approval by: William McGuinness, Director—Capital Projects & Infrastructure, 8/28/2025
________________________________________
Commercial Paper Request (For OMB use only):
Receiving Department: N/A
Project PeopleSoft ID: N/A
CP Series Description: N/A
OMB Financial Management contact: N/A
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) |
2 |
2 |
2 |
2 |
2 |
2 |
0 |
2 |
14 |
|
Rationale |
This asset will allow us to strengthen our emergency response function by deploying needed assets across the county to assist in response/recovery from natural and planned events. |
Currently, we are unable to safely tow the large, donated generator or office trailer with our current fleet. The acquisition of a superduty vehicle is supported by industry towing capacity guidelines, which recommend matching vehicle class and hitch ratings to the weight and dimensions of towed assets to prevent equipment damage and reduce accident risk. |
Acquiring this asset will allow county facilities to have access to a generator during a major power outage or |
Owning the vehicle ensures immediate availability during disasters or planned events, eliminating rental delays that could slow deployment of the generator or office trailer by hours or even days. This rapid response capability can reduce downtime for critical services, improve public safety, and prevent potential damages or losses that far exceed the cost difference. |
The donated generator and office trailer are already in possession, and the towing equipment requirements are known, so no additional major purchases or infrastructure are needed. |
All County departments have the ability to request deployment of the generator or mobile office trailer for disaster response, recovery operations, or planned events. This ensures the vehicle will serve a countywide function, supporting diverse operational needs across multiple agencies. |
The superduty fleet vehicle will be operated only on a minimal, as needed basis to deploy critical assets throughout the county. While the vehicle is not classified as eco- or fuel-efficient, its limited use (primarily during emergencies or planned events) will minimize emissions and align with climate change mitigation efforts. |
By making the generator and mobile office trailer available to all County departments upon request, the vehicle supports equitable access to critical resources regardless of department size, budget, or location. |
n/a |