To approve the purchase of one (1) John Deere Tractor and three (3) John Deere Pro Gator Utility Vehicles for Fleet Services in the amount of $152,397 from United Ag & Turf through an existing contract; and authorizing the City Manager to execute all necessary documents. (Sourcewell Contract No. 110719-JDC and Sourcewell Contract No. 031121-DAC) Approved

It is the recommendation of Fleet Services to purchase one (1) John Deere 5075M Utility Tractor and three (3) John Deere Pro Gator 2030A Utility Vehicles in the amount of $152,397 from United Ag & Turf through Sourcewell Contract No. 110719-JDC and Sourcewell Contract No. 031121-DAC.  Fleet Services and Purchasing have reviewed multiple Cooperative Contract quotes and found this to be the best value for the City.

The Tractor and two of the Utility Vehicles are scheduled replacements from Capital Outlay FY22-23 in Parks and Recreation.  The tractor will be used to mow soccer fields.  The Utility Vehicles will be used to haul dirt, sod, mulch and tree limbs around parks and for trash removal during special events.  One Utility Vehicle is a fleet addition in Parks and Recreation and will be used to maintain newly acquired properties including the Collin Creek Park site, Legacy and Dallas North Tollway overpass improvements, the trail extension at Kingdom Hall, and the Harrington Park improvements.

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

1.    These units are essential to this department's 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.    The fleet addition is needed to maintain newly acquired park properties.

If these units are not replaced, additional maintenance costs will be incurred 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.  If the fleet addition Utility Vehicle is not purchased, equipment will not be available for staff to maintain recent park additions to the City.

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. (Sourcewell Contract No. 110719-JDC; Sourcewell Contract No. 031121-DAC and the City of Plano Internal Contract No. 2023-0641-O)

Funds are available in the FY 2022-23 Adopted budget to purchase one (1) John Deere 5075M Utility Tractor and three (3) John Deere Pro Gator 2030A Utility Vehicles from United Ag & Turf. These are scheduled replacements of unit 09120 Tractor in Sports Turf Maintenance Services, units 07195 and 08125 Turf Vehicle/Truckster, Diesel in Grounds Maintenance Services District #2, and one (1) approved new addition in Grounds Maintenance Services District #3.  The combined purchase amount is $152,397 and the total budgeted amount for these items in the FY 2022-23 Adopted Equipment Replacement Fund and the General Fund budgets was $181,453.  The remaining balance of $29,056 will be used for other Fleet and Equipment Replacement purchases.

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