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Department: Fleet Services
Director: Abby Owens, Director of Public Works
Agenda Item: Eight (8) Full-Size Pick-Up Trucks
Recommended Action: Purchase from an Existing Contract
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Item Summary
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To approve the purchase of eight (8) Full-Size Pick-Up Trucks in the amount of $359,554 from Randall Reed's Prestige Ford through an existing contract; and authorizing the City Manager to execute all necessary documents. (HGAC Contract No. VE05-24)
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Background
It is the recommendation of Fleet Services to purchase eight (8) Full-Size Pick-up Trucks in the amount of $359,554 from Randall Reed’s Prestige Ford through HGAC Contract No. VE05-24. Fleet Services has reviewed multiple bids and found this to be the best value for the City.
Eight (8) units are scheduled replacements from Capital Outlay FY2025-26 and will replace the following: unit 19313 in cost center 421 - Customer and Utility Services, unit 08312 in cost center 635 - Park Planning, unit 11316 in cost center 637 - Athletic Fields Maintenance, unit 11318 in cost center 645 - Park Services; unit 13303 in cost center 648 - Ground Maintenance District #2, units 17313 and 16305 in cost center 742 - Streets, and unit 15320 in cost center 761 - Utility Maintenance Administration.
The purchase of these units is necessary for the following reasons:
1. These units are essential to the 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. If these units are not replaced, we will incur additional maintenance costs, and the salvage value 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. (HGAC Contract No. VE05-24 and the City of Plano Contract No. 2026-0370-O)
Financial Summary/Strategic Goals
Funds are available in the FY 2025-26 Equipment Replacement Fund and General fund budgets to purchase eight (8) Full-Size Pick-up Trucks from Randall Reed’s Prestige Ford. These are scheduled replacements for units 19313 in Customer and Utility Services, 11316 in Athletic Fields Maintenance, 11318 in Park Services, 08312 in Park Planning, 13303 in Ground Maintenance District #2, 16305 and 08312 in Streets, and unit 15320 in Utility Maintenance Administration. The combined purchase amount is $359,554 and the total budgeted amount for these items was $513,500. The General Fund will cover $6,000 for upgrades to the units in Park Planning and Athletic Fields Maintenance, leaving the remaining $353,554 to be paid out of the Equipment Replacement Fund. The remaining balance of $153,946 will be used for other Fleet and Equipment Replacement purchases.
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