It is the recommendation of Fleet Services to purchase three (3) Utility Vehicles and six (6) Mowers in the amount of $410,835 from United Ag & Turf through Sourcewell Contract Nos. 031121-DAC and 110719-JDC.  Fleet Services and Purchasing have reviewed multiple Cooperative Contract quotes and found this to be the best value for the City.

One (1) Utility Vehicle is a scheduled replacement from Capital Outlay FY2023-24 in Parks and Recreation and is used to transport small items such as handheld equipment, power washers, and debris in the downtown area.  Two (2) Utility Vehicles are approved fleet additions from Capital Outlay FY2023-24 in Parks and Recreation and will be used at special events and to service practice field irrigation systems.  Six (6) Mowers are scheduled replacements from Capital Outlay FY2023-24 in Parks and Recreation.  One (1) mower is used to mow park areas in Grounds Maintenance Services District #1, one (1) mower is used to mow natural areas that contain thick brush and are mowed twice yearly, and four (4) mowers are used to maintain tee boxes, approaches, and fairways at the Pecan Hollow Golf Course.   

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.

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. (Sourcewell Contract Nos. 031121-DAC and 110719-JDC, the City of Plano Internal Contract No. 2024-0148-O)

Funds are available in the FY 2023-24 Equipment Replacement Fund and General Fund budgets to purchase three (3) Utility Vehicles and six (6) Mowers from United Ag & Turf. These are scheduled replacements of unit 17179 Turf Vehicle/Truckster, Electric and 18113 Mower, Riding, Diesel in Grounds Maintenance Services District #1; unit 15136 Flail in Natural Resources; units 16103, 16104, 17128, and 17129 Mower, Reel in Golf Course Maintenance; and the two (2) remaining units are approved fleet additions in Grounds Maintenance Services.  The combined purchase amount is $410,835 and the total budgeted amount for these items was $520,000.  The remaining balance of $109,165 will be used for other purchases 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.