Discuss, consider, and take appropriate action on authorizing the Purchasing Agent to issue a Non-binding Letter of Intent (LOI) to Caldwell Country Chevrolet/Ford 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 are requesting 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. This strategy is anticipated to save months on vehicle delivery time. 

Caldwell Country Chevrolet/Ford was the only respondent to IFB #23IFB26 Fleet Vehicles Fiscal Year 2023-2024 - Countywide Departments.  The vendor is deemed responsive and is willing to accept the Letter of Intent in the manner described above. The Letter of Intent will be provided to Caldwell Country Chevrolet/Ford in the month of July 2023.  After the Commissioner’s Court approves the FY 24 budget, a Purchase Order will be issued to Caldwell Country Chevrolet/Ford for the approved vehicle order in October 2023. 

Using an analysis from the Budget and Fleet Departments determining the estimated new and replacement vehicles the Letter of Intent has been drafted as attached and requires the Judge’s signature.  Ambulances are being considered separately as they are purchased using a different process. 

Department Contacts: Joy Simonton and Kevin Teller.