It is the recommendation of Fleet Services to purchase twelve (12) Light Duty Pickup Trucks in the amount of $572,702 from Silsbee Ford through TIPS Contract No. 210907.  Fleet Services and Purchasing solicited quotes from multiple vendors, and this was the only responsive vendor.

Nine (9) units are scheduled replacements from Capital Outlay FY2023-24.  Four (4) units will be assigned to Parks and Recreation for the monitoring of athletic fields, inspection of operations, and transportation of crews and small equipment.  One (1) unit will be assigned to Engineering and will be used by Construction Inspectors to visit and inspect construction sites throughout the City.  Four (4) units will be assigned to Public Works for project inspection and supervision. 

Three (3) units are approved fleet additions from Capital Outlay FY2023-24.  Two (2) units will be assigned to Engineering for the coordination, inspection, and construction of facilities.  One unit (1) will be assigned to Public Works and used by a new Senior Construction Inspector position in Streets to inspect work completed by contractors.

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.

Funds are available in the FY 2023-24 Equipment Replacement Fund and General Fund budgets to purchase twelve (12) Light Duty Pickup Trucks from Silsbee Ford. Nine (9) of the units will be purchased in the Equipment Replacement Fund for scheduled replacements, while three (3) of the units are for approved new additions in the General Fund in cost centers 352 Facilities, 721 Engineering and 742 Streets. The total cost for the twelve (12) Light Duty Pickups is $572,702 and the total budgeted amount for these items is $515,000. The additional funds needed for this purchase, in the amount of $57,702, are available from savings in the respective funds.

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