AGENDA REPORT
DATE: March 9, 2026
TO: City Commission
FROM: Bill McDaniel, City Manager
SUBJECT: City Manager authority to purchase replacement vehicles
EXECUTIVE SUMMARY:
Plant City Fire Rescue currently requires replacement of one Battalion Chief truck deemed a total loss by insurance. The need to replace this vehicle has exposed an issue with our current vehicle acquisition process. On September 22, 2025, the City Commission adopted Resolution No. 212-2026, which authorized the City Manager to take all action necessary, utilizing any means, methods, and options available to acquire certain vehicles and equipment at the best market prices possible, through September 30, 2026, for a total amount not to exceed $9,862,900.00 and report purchases in excess of $25,000 to the City Commission at the next regular meeting.
The reason for that Resolution was that the current marketplace for vehicles and equipment is highly volatile for municipalities and fleet, both in price, parts, and availability. Manufacturers are also discontinuing fleet models, which impacts availability. Manufacturers are producing vehicles and equipment in limited supply, production stops without advance notice in some cases, and orders are at risk of being cancelled until VIN numbers are assigned, regardless of the issuance of a purchase order. Manufacturers are withholding and cancelling production due to contract pricing negotiations and disputes. Some dealers are adjusting to these conditions by stocking a limited supply of “Lot Trucks”, which may not fit an exact specification but is better than having no supply at all. When quotes are received, they are generally valid for 10 days, although sometimes the quoted unit is sold before the quote expires. Some dealers will not quote units they do not have in stock and will sell the unit to the first buyer that comes along once the unit arrives. Other dealers accept orders that exceed their allotment, which leads to cancelled orders for the customers that are not first in line.
The marketplace for vehicles and equipment remains volatile for municipalities regarding price, parts, and availabililty. Because this is a replacement purchase, it was not a "previously approved vehicle" contemplated by Resolution No. 212-2025, but the reasons contained in the Resolution are applicable to replacement vehicle purchases.
Plant City Fire Rescue had attempted to obtain a vehicle from a local dealer and the vehicle was sold before a Resolution for its purchase could be presented to the City Commission. Without prior authorization from the Commission, it appears unlikely that the City will be able to complete any purchase from a dealership due to the timeframe associated with obtaining Commission approval. Purchases of vehicles through an existing statewide contract would take approximately six months to complete.
The need to purchase replacement vehicles timely is not limited to Plant City Fire Rescue. Most City departments are unable to lose an existing vehicle and wait six months for its replacement.
RECOMMENDATION:
That the City Commission find that it is in the public interest to dispense with the necessity of competitive awards for the purchase of replacement vehicles and authorize the City Manager to take all action necessary, utilizing any means, methods, and options, available to purchase replacement vehicles whenever an existing vehicle is damaged or destroyed.
FISCAL IMPACT:
Funds are available in the Fleet Replacement Fund.
Org # 51052703 Obj # 464000
Prepared by: Jim Rini, Facilities Manager