To approve the purchase of six (6) Ford F-550 Ambulance Chassis in the amount of $354,085 from Sam Pack's Five Star Ford and eleven (11) Ford F-550 Ambulance Bodies in the amount of $4,083,211 from Professional Ambulance Sales & Service LLC for a total estimated amount of $4,437,296 through an existing contract; and authorizing the City Manager to execute all necessary documents. (BuyBoard Contract No. 724-23 and Sourcewell Contract No. 122123-RVG) Approved

It is the recommendation of Fleet Services to purchase six (6) Ford F-550 Ambulance Chassis in the amount of $354,085 from Sam Pack’s Five Star Ford through BuyBoard Contract No. 724-23 and eleven (11) Ford F-550 Ambulance Bodies in the amount of $4,083,211 from Professional Ambulance Sales & Service LLC through Sourcewell Contract No. 122123-RVG.  Fleet Services and Purchasing have reviewed multiple Cooperative Contract quotes and found these to be the best value for the City.

The six (6) Ambulance Chassis and six (6) Ambulance Bodies are scheduled replacements from Capital Outlay FY2024-25 in Fire-Rescue.  Five (5) of the Ambulance Bodies are early orders from Capital Outlay FY2025-26 and are being purchased now due to extended lead times.  Delivery of the Ambulance Bodies will be staggered, so the order of the remaining five (5) Ambulance Chassis will be made in FY2025-26 to coincide with the delivery of the Ambulance Bodies.

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

1.    These units are essential to Fire-Rescue’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.    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. (BuyBoard Contract No. 724-23 & Sourcewell Contract No. 122123-RVG and the City of Plano Contract No. 2025-0113-O)

Funds are available in the FY 2024-25 Equipment Replacement Fund budget to purchase six (6) Ford F-550 Ambulance Chassis in the amount of $354,085 from Sam Pack’s Five Star Ford and eleven (11) Ford F-550 Ambulance Bodies in the amount of $4,083,211 from Professional Ambulance Sales & Service LLC. Six (6) Ambulance Chassis and five (5) of the Ambulance Bodies are scheduled replacements for units 21462, 21463, 21464, 21465, 21466 and 21467 Ambulance, Type 1 Medium Duty in the Fire Department.  Five (5) of the Ambulance Bodies are pre-orders for FY 2025-26 for units 21468, 21469, 21470, 21471 and 21472 Ambulance, Type 1 Medium Duty in the Fire Department and are being purchased now due to extended lead times.

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