DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Light and Heavy Equipment
SUMMARY:
This ordinance authorizes acceptance of contracts with Associated Supply Company, dba ASCO Equipment, Harris County Rentals dba Texas State Rentals, and H&V Equipment Services, Inc. to provide six light and heavy equipment for the Solid Waste Management, Public Works, Center City Development and Operations, and Police departments for a total cost of $543,277.91.
Funding in the amount of $51,009.21 is available from the FY 2021 General Fund Budget, $298,390.00 from the FY 2021 Solid Waste Operating and Management Fund Budget, and $193,878.70 from the FY 2021 Equipment Renewal and Replacement Fund (ERRF) Budget.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of nine bids to provide one articulated wheeled loader with a 2.5 cubic yard bucket to remove drainage channel debris for the Public Works Department and two articulated wheeled loaders with a 4 cubic yard bucket to be used at brush recycling centers for the Solid Waste Management Department. Three forklifts will be used for warehouse and materials management functions for Solid Waste Management, Center City Development and Operations and Police departments.
The Invitation for Bid (IFB) was evaluated based on the published bid specifications.
There were no bids received for Item 1, 15-ton pneumatic rollers and will be re-bid at a later date.
Item 2 is recommended for award to H & V Equipment Services, Inc. in accordance with the Local Preference Program and will result in an additional cost to the City of $1,023.00. H & V Equipment Services, Inc., the recommended local bidder, submitted a bid of $127,773.00 and is within 3% of Nueces Power Equipment, the lowest non-local bidder, who submitted a bid of $126,750.00.
Item 3 is recommended for award to Harris County Rentals dba Texas State Rentals, a local business. Therefore, application of the Local Preference Program was not required.
Item 4 is recommended for award to Associated Supply Company, Inc. dba Asco Equipment, which is a non-local business. There were no local bidders within 3% of the non-local bidder, therefore application of the Local Preference Program was not required.
Item 5 is recommended for award to Harris County Rentals dba Texas State Rentals in accordance with the Local Preference Program and will result in an additional cost to the City of $111.21. Harris County Rentals dba Texas State Rentals, the recommended local bidder, submitted a bid of $25,560.21 and is within 3% of Associated Supply Company, Inc. dba Asco Equipment, the lowest non-local bidder, who submitted a bid of $25,449.00.
ISSUE:
The Public Works Department will receive one replacement articulated wheeled loader with a 2.5 cubic yard bucket and one replacement forklift. The Solid Waste Department shall receive two replacement articulated wheeled loaders with a 4 cubic yard bucket. The City Center Development Office and the Police Department will each receive one forklift that will be added to the City’s fleet. Replacement proposed are consistent with the City’s Equipment Renewal and Replacement Fund (ERRF) program.
All equipment will be covered by a minimum 12-month warranty starting on the day each unit is placed in service. The life expectancy for this equipment 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 light and heavy equipment are scheduled for replacement and 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:
This ordinance authorizes acceptance of contracts with Associated Supply Company, dba ASCO Equipment, Harris County Rentals dba Texas State Rentals, and H&V Equipment Services, Inc. to provide six light and heavy equipment for the Solid Waste Management, Public Works, Center City Development and Operations, and Police departments for a total cost of $543,277.91.
Funding in the amount of $51,009.21 is available from the FY 2021 General Fund Budget, $298,390.00 from the FY 2021 Solid Waste Operating and Management Fund Budget, and $193,878.70 from the FY 2021 Equipment Renewal and Replacement Fund (ERRF) Budget.
RECOMMENDATION:
Staff recommends the approval of these contracts with Associated Supply Company dba ASCO Equipment in the amount of $50,898.00, Harris County Rentals dba Texas State Rentals in the amount of $364,606.91, and H&V Equipment Services, Inc. in the amount of $127,773.00, for a total amount of $543,277.91 for light and heavy equipment.
This contract was procured on the basis of low bid and Contracts Disclosure Form is not required.