To approve the purchase of five (5) pickup trucks for Fleet Services to be utilized by various departments in the amount of $148,659 from Caldwell Country Chevrolet through an existing contract; and authorizing the City Manager to execute all necessary documents. (Tarrant County Contract No. 2019-041) Approved

It is the recommendation of Fleet Services to purchase one (1) One-ton Extended Cab Pickup Truck, one (1) Three-quarter-ton Crew Cab 4x4 Long Bed Pickup Truck, one (1) Three-quarter-ton Extended Cab 4x4 Pickup Truck, one (1) Three-quarter-ton Extended Cab Pickup Truck, and one (1) Half-ton Crew Cab Pickup Truck in the amount of $148,659 from Caldwell Country Chevrolet through Tarrant County Contract No. 2019-041.  Fleet Services and Purchasing have reviewed multiple Cooperative Contract quotes and found this to be the best value for the City.

Four (4) units are scheduled replacements from Capital Outlay FY19-20 for unit 11320 Truck Pickup, ¾ Ton, Extended Cab in Cost Center 532 Police; unit 06331 Truck, Hybrid Pickup, ½ Ton, Extended Cab in Cost Center 552 Fire; unit 02314 Truck Pickup, ¾ Ton, 4x4, Extended Cab in Cost Center 644 Grounds Maintenance Services District 1; and unit 09303 Truck Pickup, ¾ Ton, Extended Cab in Cost Center 744 Signs and Markings.  One (1) unit is an approved new addition from Capital Outlay FY19-20 supplement number 3980001 in Cost Center 398 Radio Shop.  Due to operational demands, it is necessary to purchase at this time.

The purchase of these units is necessary for the following reasons:

1. These units are essential to these departments’ daily operations and are required to maintain current service levels.

2. 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, Fleet Services recommends the replacement of the above units.

3. If these units are not replaced, we will incur additional maintenance costs and the salvage values will be greatly depreciated.  In addition, the older, aging units will limit the users’ ability to perform their duties because of increased breakdowns and additional downtime for repairs.

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. (Tarrant County Contract No. 2019-041 / City of Plano Internal Contract No. 2020-0480-O)

Funds are available in the FY 2019-20 Adopted budget to purchase to purchase one (1) One-ton Extended Cab Pickup Truck, one (1) Three-quarter-ton Crew Cab 4x4 Long Bed Pickup Truck, one (1) Three-quarter-ton Extended Cab 4x4 Pickup Truck, one (1) Three-quarter-ton Extended Cab Pickup Truck, and one (1) Half-ton Crew Cab Pickup Truck for the scheduled replacement of unit 11320 in Cost Center 532 / Police, unit 06331 in Cost Center 552 / Fire, unit 02314 in Cost Center 644 / Grounds Maintenance Services District 1 and unit 09303 in Cost Center 744 / Signs & Markings. One unit is an Approved New Addition in Cost Center 398 / Radio Shop. The remaining balance of $36,956 will be used for other Fleet and Equipment Replacement purchases.

Approval of this purchase will support the City's Strategic Plan Critical Success Factors of being an Excellent, Innovative, and Accountable City Government as well as Multi-Modal Transportation and Mobility Solutions and meets the Plano Tomorrow Plan Pillar of a Built Environment.