DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Purchase of Medium Duty Trucks
SUMMARY:
This ordinance authorizes acceptance of contracts with Ancira Motor Company, Grande Truck Center, Grapevine DCJ, LLC, Gunn Chevrolet, LTD and Rush Truck Center to provide City departments with twelve replacement and three additional medium duty trucks for a total cost of $684,141.86.
Funding for this purchase is available in the FY 2018 Equipment Renewal and Replacement Fund (ERRF) budget in the amount of $479,334.00, the FY 2018 Airport Operations & Maintenance Fund budget in the amount of $44,124.00, the FY 2018 Solid Waste Management (SWMD) Operating Fund budget in the amount $108,962.86, and the FY 2018 Transportation and Capital Improvements Stormwater Operating Fund budget in the amount of $51,721.00.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of six bids to provide fifteen medium duty trucks for a total cost of $684,141.86. This purchase includes eleven medium duty pickup trucks with various bodies, tool boxes, racks and/or lift gates; one pickup truck with a utility body and herbicide tank; one propane fueled pickup truck; and two class five cab-over fourteen foot box trucks with lift gate.
This equipment will be utilized by the Aviation, Parks and Recreation, Solid Waste Management and Transportation and Capital Improvements departments for various transportation needs, construction and/or repair projects throughout the City.
The Invitation for Bid (IFB) was evaluated based on the published bid specifications.
ISSUE:
These contracts will provide fifteen medium duty trucks to meet the needs of the Aviation, Parks and Recreation, Solid Waste Management and Transportation and Capital Improvements departments. Twelve trucks are replacement units. The replacement of these units is consistent with the City’s Equipment Replacement and Renewal Fund (ERRF) and Aviation fleet program. Three trucks are additions to the City’s fleet.
All trucks are covered by a minimum of three year/36,000 miles cab and chassis and a minimum 12 months on all bodies, racks, tanks, cranes and lift gates. The warranty will start on the day each unit is placed in service. The life expectancy for these trucks is 120 months.
The Small Business Economic Development Advocacy (SBEDA) Ordinance requirements were waived due to the lack of small, minority, and/or women businesses available to provide these goods and services.
The Veteran-Owned Business Program does not apply to good/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
The current trucks scheduled for replacement have met their age and/or mileage requirement cycles and are no longer economically feasible to repair. If the replacement equipment is not purchased, necessary field work may be compromised and thus create the potential of delays in delivery of essential services to the residents of San Antonio. The alternative is to continue to use the trucks currently available and incur increasing maintenance costs and down time, thus possibly compromising services for the entire city.
FISCAL IMPACT:
This ordinance authorizes acceptance of contracts with Ancira Motor Company, Grande Truck Center, Grapevine DCJ, LLC, Gunn Chevrolet, LTD and Rush Truck Center to provide City departments with twelve replacement and three additional medium duty trucks for a total cost of $684,141.86.
Funding for this purchase is available in the FY 2018 Equipment Renewal and Replacement Fund (ERRF) budget in the amount of $479,334.00, the FY 2018 Airport Operations & Maintenance Fund budget in the amount of $44,124.00, the FY 2018 Solid Waste Management (SWMD) Operating Fund budget in the amount $108,962.86, and the FY 2018 Transportation and Capital Improvements Stormwater Operating Fund budget in the amount of $51,721.00.
RECOMMENDATION:
Staff recommends the approval of five contracts to purchase fifteen medium duty trucks from Ancira Motor Company for a cost of $271,809.00; Grande Truck Center for a cost of $213,537.00; Grapevine DCJ, LLC for a cost of $45,709.00, Gunn Chevrolet, LTD for a cost of $44,124.00; and Rush Truck Center for a cost of $108,962.86; for a total cost of $684,141.86.
These contracts are procured on the basis of low bid and Contracts Disclosure Forms are not required.