DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Annual Contract for the Purchase of Tractors and Landscaping Equipment
SUMMARY:
This ordinance authorizes annual contracts with The Akana Group, Inc., C&M Golf & Grounds Equipment, Holt Texas LTD, Sageline, Inc. (Bid 1) and Tuttle Motor Company to provide City departments with Tractors and Landscaping Equipment for an estimated total contract value of $1,594,054.18 over a two year period. FY2017 funding for the initial purchase of 25 replacement units in the amount of $309,843.86 is available from the Equipment Renewal and Replacement Fund (ERRF) and funding for three additional units in the amount of $87,934.16 is available from the Transportation & Capital Improvements (TCI) Storm Water Fund. Additional purchases will be subject to the appropriation of subsequent annual funding.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached bid tabulation of 19 bids to provide the Building and Equipment Services Department with annual contracts for the purchase of tractors and landscaping equipment for an estimated total contract value of $1,594,054.18. These contracts includes utility tractors, tractors with shredders, grounds sprayer, 15’ batwing mower decks, 7’ mower decks, 52” and 60” gasoline and diesel powered zero turn lawn mowers and baseball/softball infield tractors with attachments.
This equipment will be utilized by the Development Services, Parks & Recreation, Solid Waste Management and Transportation & Capital Improvements departments for various mowing, vegetation projects and/or park maintenance projects throughout the City.
The initial term of these contracts is for a period of one year with one additional year option to renew. These annual contracts are expected to supply an estimated 28 tractors and landscaping equipment items in FY2017, 36 items in FY2018 and 2 items in FY2019. The equipment will be purchased by the City as needed based on available funds for the replacement of existing equipment and the purchase of additional equipment for new programs.
Responses to the Invitation for Bid (IFB) were evaluated based upon the published bid specifications.
ISSUE:
These annual contracts will provide an estimated sixty replacement units and six additional units to the City’s fleet of tractors and landscaping equipment over a two year period to meet the needs of the Development Services, Parks & Recreation, Solid Waste Management and Transportation & Capital Improvements departments. The replacement of these units is consistent with the City’s ERRF program. This purchase includes utility tractors, tractors with shredders, grounds sprayer, 15’ batwing mower decks, 7’ mower decks, 52” and 60” gasoline and diesel powered zero turn lawn mowers and baseball/softball infield tractors with attachments.
This equipment will be utilized by the departments for various mowing, vegetation projects and/or park maintenance projects throughout the City.
All units are covered by a minimum 12 months warranty that will start on the day each unit is placed in service. The life expectancy for these tractors and landscaping equipment units is 48 to 84 months dependent upon the type of unit.
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 tractors and landscaping equipment units scheduled for replacement have met their age and/or hour 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 for the residents of San Antonio. The alternative is to continue to use the tractors and landscaping equipment currently available but incur increasing maintenance costs and down time, thus compromising landscaping services throughout the City.
FISCAL IMPACT:
Funding is available in the amount of $309,843.86 from the FY 2017 Equipment Renewal and Replacement Fund (ERRF) and $87,934.16 from the FY 2018 Transportation & Capital Improvements (TCI) Storm Water Operating Fund for a total purchase of $397,778.02.
Additional tractor and landscaping equipment purchases from these contracts will be subject to the appropriation of subsequent annual funding.
RECOMMENDATION:
Staff recommends the approval of these contracts with The Akana Group, Inc., C&M Golf & Grounds Equipment, Holt Texas, LTD, Sageline, Inc., Bid 1 and Tuttle Motor Company for an estimated cost of $1,594,054.18 over a two year period.
These contracts are procured on the basis of low bid and Contracts Disclosure Forms are not required.