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CITY COUNCIL AGENDA MEMO |
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| | | | | | | | | MEETING DATE: | 11/24/2025 | | DEPARTMENT: | Fleet Services | | DIRECTOR: | Abby Owens, Director of Public Works | | AGENDA ITEM: | Purchase of ten (10) Sand Spreaders | | RECOMMENDED ACTION: | Purchase from Existing Contract |
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| | | | | | | | ITEM SUMMARY To approve the purchase of ten (10) Sand Spreaders for the Public Works Streets Division in the amount of $444,714 from Gulf Highway Equipment, LLC through an existing contract; and authorizing the City Manager to execute all necessary documents. (BuyBoard Contract No. 703-23) Approved |
| | | | | | | | BACKGROUND It is the recommendation of Public Works Fleet Services Division to purchase ten (10) Sand Spreaders in the amount of $444,714 from Gulf Highway Equipment, LLC via BuyBoard Contract No. 703-23. Public Works Fleet Services Division has reviewed multiple Cooperative Contract quotes and found this to be the best value for the City.
The sand spreaders are scheduled replacements from the Capital Outlay.
The Public Works Streets Division utilizes sand spreaders during winter weather events to apply a salt/sand mixture on roadways, bridges, and intersections. This mixture improves traction, reduces ice buildup, and enhances driver safety during hazardous conditions.
The purchase of these units is necessary for the following reasons:
- These units are essential for winter weather operations.
- The old units are in need of replacement. The determination for the need of replacement is based on age, usage, maintenance cost, and re-sale value. Based on these criteria, Public Works Fleet Services Division recommends the replacement of the above units.
- If these units are not replaced, the aging equipment will be more prone to breakdowns, increasing repair costs, and creating downtime during critical winter weather events when they are most needed.
The City is authorized to purchase from a cooperative purchasing program with another local government or a local cooperative organization pursuant to Chapter 271 Subchapter F of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (BuyBoard Contract No.703-23 and City of Plano Contract No. 2026-0024-O) |
| | | | | | | | FINANCIAL SUMMARY/STRATEGIC GOALS Funds are available in the FY 2025-26 Equipment Replacement Budget to purchase ten (10) Sand Spreaders from Gulf Highway Equipment, LLC for various scheduled replacements in the Public Works Streets Division. The combined purchase amount is $444,714, and the total budgeted amount for these items was $227,500. The additional funds needed for this purchase in the amount of $217,214 are available from additional units being turned in and savings in previous purchases in the Equipment Replacement Fund.
Approval of this purchase relates to the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government. |
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