Discuss, consider, and take appropriate action on authorizing the Purchasing Agent to issue a Non-binding Letter of Intent (LOI) to Silsbee Fleet Group, specifically Lake Country Chevrolet, Silsbee Ford Donaldson CDJR and to secure inventory from the fleet vehicle order banks and authorize execution of the LOI. 

 

To enhance Williamson County's vehicle acquisition strategy, the Purchasing Department and Fleet Committee seek to take part in the order bank cycle for fleet vehicles that opens in advance of the county’s October 1st budget cycle.  To participate, fleet dealerships require a Non-binding Letter of Intent (LOI) to secure inventory from the order banks.  This LOI, issued in advance of an order bank opening, will be reflective of department's best guess as to what the county's vehicle order will look like in the fall after the budget approval process.  Only those vehicles approved by the Commissioner’s Court during the budget process shall be purchased with a Purchase Order, however, in October.  The recommendation and final order will be brought to Commissioners Court for approval utilizing TIPS Cooperative Contract # 210907.  This strategy is anticipated to save months on vehicle delivery time.

Letter of Intent is attached detailing the anticipated vehicle order.  Various departmental funding sources as approved for the Fiscal Year 2024-2025.  Department Contacts: Joy Simonton and Kevin Teller.