Fleet Services requests the ratification of the purchase of four (4) Ford F-250 SuperCab Pickup Trucks in the amount of $150,281 from Sam Pack’s Five Star Ford through BuyBoard Contract No. 601-19 and six (6) Toyota Tundra CrewMax Pickup Trucks in the amount of $285,287 from Silsbee Toyota through TIPS Contract No. 210907. The total amount of this purchase was $435,568. The FY2022-23 Capital Outlay includes twenty-two (22) light duty pickup trucks including five (5) fleet additions assigned to new positions. Due to supply chain constraints, orders for light duty pickup trucks over the past two fiscal years have been subject to extended lead times of over twelve months, unpredictable production schedules, and multiple order cancellations. In anticipation of current market conditions continuing or worsening, Fleet Services and Purchasing contacted multiple vendors for immediately available units. These units were made available due to cancelled orders placed by other entities.
Five (5) of these units are approved fleet additions and five (5) units are scheduled replacements from Capital Outlay FY2022-23 for units to be determined.
The purchase of these units was necessary for the following reasons:
1. These units are essential to multiple 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 recommended the replacement of the above units.
3. Not purchasing these units would have led to extensive maintenance and repair costs in order to extend the lives of active units waiting on replacements. Also, fleet additions needed for new positions may not have arrived until over a year after those positions were filled.
Fleet Services requests the ratification of the expenditure of $435,568 which was necessary to maintain services levels across multiple Cost Centers.
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. 601-19 and TIPS Contract No. 210907 / City of Plano Internal Contract No. 2023-0045-O)