Item Coversheet
  CITY COUNCIL AGENDA MEMO
MEETING DATE: 1/23/2023
DEPARTMENT:Fleet Services
DIRECTOR:Dan Prendergast, P.E. Director of Public Works
AGENDA ITEM:

Purchase of Emergency Vehicles through BuyBoard Contract No. 651-21

RECOMMENDED ACTION:Purchase from Existing Contract

ITEM SUMMARY

To approve the purchase of one (1) PPD Command Center, one (1) PFR Ladder Truck, and three (3) PFR Pumper Trucks for Fleet Services to be used by the Plano Police Department (PPD) and Plano Fire-Rescue (PFR) in the amount of $6,499,958 from Siddons-Martin Emergency Group, LLC through an existing contract; and authorizing the City Manager to execute all necessary documents. (BuyBoard Contract No. 651-21) Approved

BACKGROUND

It is the recommendation of Fleet Services to purchase one (1) PPD Command Center, one (1) PFR Ladder Truck, and three (3) PFR Pumper Trucks in the approximate amount of $6,499,958 from Siddons-Martin Emergency Group, LLC through BuyBoard Contract No. 651-21.  Fleet Services and Purchasing have reviewed multiple Cooperative Contract quotes and found this to be the best value for the City.

 

The PPD Command Center has been in service for over 20 years and is a scheduled replacement from Capital Outlay FY2022-23. The vehicle supports various special operations of the police department including critical incident responses by the Emergency Services Unit.  The vehicle is utilized for crisis negotiations, critical intelligence gathering and dissemination along with command operations.  The vehicle is also deployed to major crime scenes and is utilized to support public safety operations during special events.

 

The PFR Ladder Truck and PFR Pumper Trucks are scheduled replacements from Capital Outlay FY2024-25.  The estimated build time for these units is twenty-four (24) months.  It is necessary to order these units at this time to ensure delivery by their scheduled replacement date.

 

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, the City 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. (BuyBoard Contract No. 651-21 / City of Plano Internal Contract No. 2023-0144-O).

FINANCIAL SUMMARY/STRATEGIC GOALS

Funds are available in the FY 2022-23 Equipment Replacement Fund budget for the purchase of one (1) PPD Command Center, one (1) PFR Ladder Truck, and three (3) PFR Pumper Trucks in the approximate amount of $6,499,958 from Siddons-Martin Emergency Group, LLC. The PPD Command Center is a scheduled replacement in FY 2022-23 of unit 00221 Command Center in Cost Center 532 Police in the approximate amount of $1,999,445. The PFR Ladder Truck and three (3) PFR Pumper Trucks are scheduled replacements in FY 2024-25 of units 10416 Fire Truck, Aerial Ladder and 14402, 14403 and 14404 Fire Truck, Pumper in Cost Center 552 Fire in the approximate amount of $4,500,513. Since there is an estimated build time at twenty-four (24) months, it is necessary to order these units at this time to ensure delivery by their scheduled replacement date.

 

Approval of this purchase relates to the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government.

ATTACHMENTS:
DescriptionUpload DateType
Cooperative Quote Recap1/4/2023Cooperative Quote Recap
Photograph of the interior of the existing PPD Command Center1/6/2023Other
Photograph of the exterior of the existing PPD Command Center1/6/2023Other
Photograph of a Ladder Truck1/4/2023Other
Photograph of a Pumper Truck1/4/2023Other