It is the recommendation of Fleet Services to purchase three (3) Half-Ton Crew Cab Pickup Trucks in the amount of $132,748 from Randall Reed’s Planet Ford 635 through Sheriff’s Association of Texas Contract No. 22-03-1008R.

These units are scheduled replacements from Capital Outlay FY2022-23.  One unit is assigned to Police Criminal Investigation Services Division and is used for undercover operations.  Two units are assigned to Public Works for Construction Inspectors overseeing Community Investment Program (CIP) projects to repair streets, sidewalks, screening walls, and sewer infrastructure throughout the city.  Only one vendor is able to provide Half-Ton Crew Cab Pickup Trucks due to current limitations by the manufacturer.

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. (SAT Contract No.22-03-1008R / City of Plano Internal Contract No. 2023-0436-O)

Funds are available in the FY 2022-23 Adopted Budget to purchase three (3) Half-Ton Crew Cab Pickup Trucks for the scheduled replacement of unit 17262 Police, Auto, Unmarked, Intermediate in Police, unit 13318 Truck, Pickup, 1/2 Ton, Extended Cab in Streets, and unit 14307 Truck, Pickup, 1/2 Ton, Extended Cab in Utility Cut Services from Randall Reed’s Planet Ford 635. The purchase amount is $132,748 and the total budgeted amount for these items is $129,300. The additional funds needed for this purchase, in the amount of $3,448, are available from savings in previous Equipment Replacement Fund purchases. 

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