DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
Light Duty Trucks and Vehicles
SUMMARY:
This ordinance authorizes acceptance of contracts with Grapevine Dodge Chrysler Jeep, Silsbee Ford, Gunn Chevrolet LTD, Grande Truck Center and Caldwell Country Chevrolet to provide City departments with 137 replacements and 42 add on light duty trucks and vehicles for a total cost of $5,228,733.35. Funding for this purchase is available from the Equipment Renewal and Replacement Fund (ERRF), Airport Operations & Maintenance Fund, General Fund, Solid Waste Management Fund, Right of Way Fund, and Grant-Head Start 15-16 Direct.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of ten competitive bids to provide 137 replacements and 42 add on light duty trucks, vans, SUV’s, aerials, and stake bed trucks for a total cost of $5,228,733.35. This equipment will be utilized by the Parks & Recreation, Downtown Operations, Animal Care Services, Aviation, Building & Equipment Services, Convention Facilities, Human Services, Development Services, Head Start, San Antonio Fire Department, Transportation & Capital Improvements, Solid Waste Management, San Antonio Public Library, SA Metro Health and the San Antonio Police Department for project support and transportation throughout the City.
The Invitation for Bid (IFB) was evaluated based on the published bid specifications. Items 1, 44, 52 and 53 are recommended for award to Caldwell Country Chevrolet, Items 2, 3, 5, 10, 11, 12, 14, 16, 18, 19, 20, 21, 22, 23, 24, 25, 26, 27, 29, 41, 42, 43, 48, 60 and 61 are recommended for award to Grapevine Dodge Chrysler Jeep, Items 17, 40, 45, 46, 47, 54, 55 and 56 are recommended for award to Silsbee Ford, who are non-local businesses. No local preference was applied since the local bidders were not within 3% of the recommended non-local bidders.
In accordance with the Local Preference Program, Items 4, 6, 7, 8, 34, and 35 are recommended for award to Gunn Chevrolet LTD. Items 15, 28, 30 and 31 are recommended for award to Grande Truck Center. Each of these local bidders submitted bids within 3% of non-local bidders. The Local Preference Program award will result in an additional cost to the City of $9,955.09.
Items 9, 33, 36, 37, 38 and 39 are recommended for award to Gunn Chevrolet LTD. Items 32, 50, 57, 58, 59 are recommended for award to Grande Truck Center. Each of these vendors is to the lowest responsive bidder, who is also a local business. Therefore, application of Local Preference Program was not required.
Silsbee Ford and Cowboy Chevrolet did not meet minimum bid requirements of a compact size truck for Item 1. Silsbee Ford and Caldwell Country Chevrolet did not meet minimum bid requirements of a diesel engine for Items 36, 37 and 38. Caldwell Country Chevrolet did not meet minimum bid requirements of a diesel engine for Item 39. Gunn Chevrolet did not meet minimum bid requirements of a 1.5 ton truck for Item 40. Gunn Chevrolet did not specify vehicle for Item 52. Silsbee Ford did not meet minimum bid requirements of a diesel engine for Item 57.
These contracts will provide 179 units to the City's fleet including 2 units for Animal Care Service, 6 units for Aviation, 1 unit for Building and Equipment Services, 1 unit for Convention Facilities, 1 unit for Department of Human Services, 35 units for Development Services, 2 units for Department of Human Services-Head Start, 1 unit for Downtown Operations, 18 units for Fire, 1 unit for Library, 2 units for Office of Downtown Operations, 37 units for Parks & Recreation, 15 units for Police, 1 unit for Metro Health, 13 units for Solid Waste Management and 43 units for Transportation & Capital Improvements. Of the total units, 137 are replacement vehicles while the remaining 42 units are new additions funded through capital outlay as part of the FY 2016 Operating Budget.
ISSUE:
These contracts will provide for the purchase of 129 light duty trucks, 27 sport utility vehicles, 16 vans, 2 aerial trucks and 5 stake bed trucks to meet the needs of 15 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 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 light duty trucks, sport utility vehicles, vans, aerial trucks and stake bed 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 light duty trucks and vans currently available and incur increasing maintenance costs, thus compromising services throughout the City.
FISCAL IMPACT:
These contracts for the purchase of 179 light duty trucks and vehicles for a total cost of $5,228,733.35 will be funded from the Equipment Renewal and Replacement Fund (ERRF), Airport Operations & Maintenance Fund, General Fund, Solid Waste Management Fund, Right of Way Fund, and Grant-Head Start 15-16 Direct.
RECOMMENDATION:
Staff recommends the approval of these contracts to purchase 179 light duty trucks SUVs and vans as follows: $2,124,034.00 awarded to Grapevine Dodge Chrysler Jeep, $1,007,642.09 awarded to Silsbee Ford, $976,362.26 awarded to Gunn Chevrolet, $743,040.00 awarded to Grande Truck Center and $377,655.00 awarded to Caldwell Country Chevrolet.
This contract is procured on the basis of low bid and a Contracts Disclosure Form is not required.