To ratify an expenditure in the amount of $1,290,770 for thirty (30) Chevrolet Tahoe Police Pursuit Vehicles (PPV) from Caldwell Country Chevrolet for Fleet Services to be used by the Plano Police Department (PPD); and authorizing the City Manager to execute all necessary documents. Approved

Fleet Services requests the ratification of the purchase of thirty (30) Chevrolet Tahoe Police Pursuit Vehicles (PPV) in the amount of $1,290,770 from Caldwell Country Chevrolet via Tarrant County Contract No. 2020-174. 

COVID-19 has caused uncertainties and delays in delivery schedules.  Due to global supply chain shortages, General Motors announced that a reduced number of model year 2022 Chevrolet Tahoe PPVs will be produced and that no orders would be accepted after October 31^st.  Therefore, it was necessary to submit a purchase order for the units prior to that date.

Fleet Services and Purchasing contacted multiple vendors with cooperative contracts available for these units.  Only one vendor was able to provide units meeting the required specifications.

Twenty-six (26) units were scheduled replacements from Capital Outlay FY2021-22 in Cost Center 532 Police.  The other four (4) units have been purchased to ensure vehicles are available when unforeseen, unscheduled emergency replacements are necessary, thereby allowing us to continue to preserve and protect the public health and safety of the municipality’s residents. 

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

1. The marked patrol units will be used to replace vehicles in the patrol, traffic, neighborhood police officer, and crime prevention units.
2. The old units were 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 recommended the replacement of these units.
3. Failure to replace these units would have led to more downtime lost to vehicle repairs which would in turn lead to slower patrol response times to citizen calls for service.  If these units were not replaced, additional maintenance costs would have been incurred and the salvaged value of the units would have been greatly depreciated.

Fleet Services requests ratification of the expenditure of $1,290,770 which was necessary to maintain the Police Department’s current service levels.

The City is exempt from the competitive bid process for this purchase as allowed by Texas Local Government Code Chapter 252 Subchapter B Section 252.022(a)(2). (City of Plano Internal Contract No. 2022-0041-X)

Approval of this item will ratify the purchase of thirty (30) Chevrolet Tahoe Police Pursuit Vehicles (PPV) in the amount of $1,290,770 from Caldwell Country Chevrolet. Twenty-six (26) of these units were scheduled replacements for FY 2021-22 in Cost Center 532, and the remaining four (4) units were unscheduled but are being purchased at this time to ensure an adequate stock of units in the event unforeseen, unscheduled emergency replacements become necessary. The total budgeted amount for these items in the FY 2021-22 Adopted Equipment Replacement Fund budget was $1,222,000.  The additional funds of $68,770 needed for this purchase are available from savings in previous Equipment Replacement Fund purchases and the fund balance.

Ratification 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.