DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Purchase of Medium and Heavy Duty Trucks and Trailers II
SUMMARY:
This ordinance authorizes the acceptance of contracts with Grande Truck Center, Doggett Freightliner of South Texas, LLC, Rush Truck Center, Santex Truck Center and Cooper Equipment Co. to provide the Parks and Recreation, Transportation and Capital Improvements and Solid Waste Management departments with 43 Medium and Heavy Duty Trucks and Trailers for a total cost of $3,500,932.00 funded through the Equipment Renewal and Replacement Fund (ERRF) and Solid Waste Management Fund.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached competitive bid tabulation of eight bids to provide the Parks and Recreation, Transportation and Capital Improvements and Solid Waste Management departments with 43 Medium and Heavy Duty Trucks and Trailers for a total cost of $3,500,932.00. These units will be purchased from Grande Truck Center, Doggett Freightliner of South Texas, LLC, Rush Truck Center, Santex Truck Center and Cooper Equipment Co. on the basis of low competitive bid.
This purchase will provide a total of 43 replacement units, which consists of 25 medium and heavy duty trucks and 18 heavy duty trailers. The trucks include various dump trucks, trucks with service bodies, fifth wheel tractors, a concrete truck, water distribution trucks and sanitation/refuse collection trucks. This purchase will also provide 18 heavy duty trailers which will include end dump trailers, rear ejection brush trailers and a tri-axle low boy trailer. This equipment will be utilized by the Parks and Recreation, Transportation and Capital Improvements and Solid Waste Management departments.
All the trucks and trailers are replacement units to the City’s fleet. The various medium and heavy duty trucks will be used for hauling aggregates, asphalt mix, paving materials, concrete, water, and performing maintenance and refuse collection services throughout the City. The fifth wheel tractor trucks will be used to pull heavy trailers to transport heavy equipment and construction materials throughout the City. The trailers will be used to transport aggregates, asphalt mix and paving materials, brush and bulky collections and heavy equipment throughout the City. The life expectancy of all equipment is 96 months.
Based on thorough research and knowledge of the industry, the Building and Equipment Services Department, Fleet Acquisitions Division could not identify any viable alternative fueled equipment that would be available to meet the current requirements.
Vehicles and equipment that meet their expected life cycle are usually sold at auction but are sometimes traded-in to the selling dealer. If the Fleet asset is in the ERRF then the proceeds are returned to the fund. The proceeds are then used to purchase new similar vehicles and equipment for the same department that operated the sold fleet asset. The equipment being replaced will be sold at auction.
ISSUE:
This contract will provide the Parks and Recreation, Transportation and Capital Improvements and Solid Waste Management departments with 43 replacement units which consist of 25 medium and heavy duty trucks and 18 heavy duty trailers. The replacement of these units is consistent with the City’s Equipment Renewal and Replacement Fund (ERRF).
The cab and chassis, truck bodies and trailers are all covered by a minimum one year standard warranty.
Due to the lack of small, minority, and/or women businesses available to provide these goods, the SBEDA Program did not apply to this solicitation.
The recommended awards are to the lowest responsive bidders, which are also local businesses. Therefore, application of the Local Preference Program was not required.
The Veteran-Owned Small Business Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
The current trucks and trailers scheduled for replacement have met or will meet their age and or mileage requirement cycles before they are replaced. The replacement date is considered the optimum time for replacement in that delay of the acquisition could result in the vehicles incurring higher maintenance cost as a result of age or high mileage. This could impact the City’s ability to provide essential services to the residents of San Antonio.
FISCAL IMPACT:
The purchase of these 43 medium and heavy duty trucks and trailers are funded through the City’s ERRF fund and Solid Waste Management for a total cost of $3,500,932.00.
RECOMMENDATION:
Staff recommends approval five contracts to purchase 43 medium and heavy duty trucks and trailers from Grande Truck Center for a cost of $1,027,588.00, Doggett Freightliner of South Texas, LLC for a cost of $961,931.00, Rush Truck Center for a cost of $723,551.00, Santex Truck Center for a cost of $716,912.00 and Cooper Equipment Co. for a cost of $70,950.00. The total cost of these contracts is $3,500,932.00.
These contracts are procured on the basis of low bid and a Contracts Disclosure form is not required.