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Department: Fleet Services
Director: Abby Owens, Director of Public Works
Agenda Item: Purchase of Six (6) Service Body and Dump Trucks
Recommended Action: Purchase from an Existing Contract
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Item Summary
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To approve the purchase of six (6) Service Body and Dump Trucks in the amount of $381,084 from Caldwell Country Chevrolet through an existing contract; and authorizing the City Manager to execute all necessary documents. (BuyBoard Contract No. 724-23)
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Background
It is the recommendation of Fleet Services to purchase six (6) Service Body and Dump Trucks in the amount of $381,084 from Caldwell Country Chevrolet through BuyBoard Contract No. 724-23. Fleet Services solicited multiple Cooperative Contract quotes, and this vendor was the lowest bidder.
Five (5) of these units are scheduled replacements in the FY 25-26 Capital Outlay Program. These units will replace units 12301 and 16325 in Cost Center 647 (Sports Turf Maintenance), unit 15302 in Cost Center 742 (Streets), unit 15324 in Cost Center 648 (Grounds Maintenance District #2), and unit 15344 in Cost Center 649 (Natural Resources). One (1) unit is an unscheduled replacement of unit 17303 in Cost Center 742 (Streets) due to excessive repair costs.
The purchase of this unit 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 need replacement. The determination for the need of replacement was based on age, usage, maintenance cost, and re-sale value. Based on these criteria, Fleet Services recommended the replacement of the above unit.
3. Not purchasing these units would have led to extensive maintenance and repair costs.
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 and City of Plano Contract No. 2026-0508-O)
Financial Summary/Strategic Goals
Funds are available in the FY 2025-26 Equipment Replacement Fund budget to purchase six (6) Service Body and Dump Trucks from Caldwell Country Chevrolet. Five (5) of these are scheduled replacements for units 12301 and 16325 in Sports Turf Maintenance, unit 15302 in Streets, unit 15324 in Grounds Maintenance District #2, and unit 15344 in Natural Resources. One (1) unit is an unscheduled replacement due to excessive repairs of unit 17303 in Streets. The combined purchase amount is $381,084, and the total budgeted amount for these items was $375,000. The additional funds needed for this purchase, in the amount of $6,084, are available from savings in previous purchases in the Equipment Replacement Fund.
Approval of this item relates to the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government.
Attachments
Cooperative Quote Recap
Photos