DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Purchase of SUV’s and Van’s
SUMMARY:
This ordinance authorizes acceptance of contracts with Ancira Motor Company, Grande Truck Center, Gunn Chevrolet LTD, Silsbee Ford and Caldwell Country Chevrolet to provide City departments with SUVs and Vans for a total cost of $685,437.38. Funding for this purchase is available from the Equipment Renewal and Replacement Fund (ERRF), Storm Water Fund, and Fleet Services Fund FY 2017 Adopted Budget.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of six competitive bids to provide 29 SUV’s and Vans for a total cost of $685,437.38. This equipment will be utilized by the Building & Equipment Services, Development Services, Finance, Metropolitan Heath District, Information Technology Services, Solid Waste Management, Transportation & Capital Improvements, and Visit SA.
The Invitation for Bid (IFB) was evaluated based on the published bid specifications. Item 1 is recommended for award to Ancira Motor Company, which is a local business. Therefore, application of the Local Preference Program was not required.
The bids for Item 2 submitted by Gunn Chevrolet LTD and Caldwell Country did not meet published bid specifications of a four wheel drive upgrade. In accordance with the Local Preference Program, Item 2 is recommended for award to Grande Truck Center which is a local business that is 2.54% higher in price than the non-local bid. The Local Preference Program award will result in an additional cost to the City of $4,597.25 for Item 2.
Item 5 is recommended for award to Ancira Motor Company which is a local business. Therefore, application of the Local Preference Program was not required.
Item 7 is recommended for award to Gunn Chevrolet LTD which is a local business. Therefore, application of the Local Preference Program was not required.
In accordance with the Local Preference Program Item 9 is recommended for award to Ancira Motor Company which is a local business that is 1.66% higher in price than the non-local bid. The Local Preference Program award will result in an additional cost to the City of $378.36 for Item 9.
Item 10 is recommended for award to Silsbee Ford who is a non-local business. No local preference was applied since the local bidder was not within 3% of the recommended non-local bidder.
Item 11 is recommended for award to Caldwell Country Chevrolet who is a non-local business. There were no bids submitted from a local bidder for this item.
The bid for Item 12 submitted by Ancira Motor Company did not meet published bid specifications of curbside double swing doors. Item 12 is recommended for award to Caldwell Country Chevrolet which is a non-local business. No local preference was applied since the local bidders were not within 3% of the recommended non-local bidder.
Items 3, 4, 6, 8, and 13 were deleted and will be re-bid at a later time.
The bid submitted by Grapevine Dodge Chrysler Jeep was not signed and is considered non responsive.
These contracts will provide 29 units to the City's fleet including 4 units for Building & Equipment Services, 9 units for Development Services, 2 units for Finance, 1 unit for Metropolitan Heath District, 3 units for Information Technology Services, 1 unit for Solid Waste Management, 5 units for Transportation & Capital Improvements, and 4 units for Visit SA. Of the total units, 27 are replacement vehicles while the remaining 2 units are new additions.
ISSUE:
These contracts will provide for the purchase of 29 SUVs and vans to meet the needs of 8 City departments. These units will be used by the departments for a variety of tasks to include: loading and off-loading of various materials, construction projects, roadway projects, and additional project support throughout the City.
All units are covered by a minimum 36 month/36,000 mile warranty that will start on the day each unit is placed in service. The life expectancy for these light duty trucks and vehicles range from 96 to 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 sport utility vehicles, and vans, 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 SUVs and vans currently available and incur increasing maintenance costs, thus compromising services throughout the City.
FISCAL IMPACT:
This ordinance authorizes contracts for the purchase of 29 SUVs and vans for a total cost of $685,437.38 of which $641,310.38 is available in the City’s Equipment Renewal and Replacement Fund (ERRF) FY 2017 Adopted Budget.
The amount of $23,132.00 is available in the Storm Water Fund FY 2017 Adopted Budget and $20,995.00 is available in the Fleet Services Fund FY 2017 Adopted Budget.
RECOMMENDATION:
Staff recommends the approval of five contracts to purchase 29 SUVs and vans as follows: $220,892.00 awarded to Ancira Motor Company, $185,586.74 awarded to Grande Truck Center, $62,985.00 awarded to Gunn Chevrolet LTD, $28,253.64 awarded to Silsbee Ford, and $187,720.00 awarded to Caldwell Country Chevrolet for a total cost of $685,437.38.
This contract is procured on the basis of low bid and a Contracts Disclosure Form is not required.