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CITY COUNCIL AGENDA MEMO |
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| | | | | | | | | MEETING DATE: | 3/16/2021 | | DEPARTMENT: | Police | | DIRECTOR: | Ed Drain, Chief of Police | | AGENDA ITEM: | Award of bid for an annual fixed price contract to lease vehicles | | RECOMMENDED ACTION: | Award/Rejection of Bid/Proposal |
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| | | | | | | | ITEM SUMMARY RFB No. 2021-0073-AC for a one (1) year contract with four (4) automatic one-year renewals for Plano Police Department Vehicle Lease Program to Acme Auto Leasing, LLC in the estimated annual amount of $190,500; and authorizing the City Manager to execute all necessary documents. Approved |
| | | | | | | | BACKGROUND The Police Department has reviewed the bids submitted for the PPD Vehicle Lease Program. PD recommends award to the lowest responsive, responsible bid to Acme Auto Leasing, LLC, in the estimated annual contract amount of $190,500.
The Police Department has a number of unmarked vehicles for use by various units of the Criminal Investigative Services Division (CISD). A lease vehicle program is necessary in providing vehicle types beyond the standard fleet for more covert operations.
There were two bids submitted; one from Acme Auto Leasing LLC (Acme) and one from Merchants Fleet. Acme provided the lowest bid at the fixed monthly price of $635 per vehicle. For the two (2) “no bid” responses: one did not supply lease vehicles and one was a landscape company and the specifications was out of their scope.
Acme’s cost per vehicle includes all preventative maintenance, replacement vehicles when necessary, and a wide variety of models and styles of vehicles. Also included is the confidential administration of the program, meaning the City of Plano will not be divulged as the lessee, which is vital to covert operations.
The current contract with Acme provides a variety of vehicles from four-door sedans to pickup trucks and sport-utility vehicles. Acme has been meeting all expectations since the current contract was originally awarded in 2012. The Plano Police Department will be leasing twenty-five vehicles for an estimated annual amount $190,500. The continued use of the lease vehicles is vital to police operations. The impact, if not awarded, will be a reduction in the efficiency and effectiveness of service provided to the citizens during various operations. |
| | | | | | | | FINANCIAL SUMMARY/STRATEGIC GOALS Expenditures will be made in the Police Department within the approved budget appropriations for each year of the contract. The total estimated amount to be spent for this contract is $952,500 ($79,375 in FY 2020-21, $190,500 in FYs 2021-22, 2022-23, 2023-24, & 2024-25, and $111,125 in FY 2025-26) and will be based on need within budget appropriations.
Approval of this item will support the City's Strategic Plan Critical Success Factors of being an Excellent, Innovative, and Accountable City Government with Safe, Vibrant Neighborhoods. |
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