DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Riding Mowers and Utility Trailers
SUMMARY:
This ordinance authorizes a contract with DeWinne Equipment and San Antonio Southwest Trailers, Ltd. for mowers and trailers for a total cost of $187,819.64. Funding for this purchase is available from the Equipment Renewal and Replacement Fund and the Transportation and Capital Improvements Department Operating fund.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of eight competitive bids to provide 11 mowers and 10 trailers for a total cost of $187,819.64. This equipment will be utilized by Parks and Recreation, Solid Waste Management and Transportation and Capital Improvements Departments.
The bids submitted by Watts Equipment, DeWinne Equipment (Bid 1), and Moridge Manufacturing, Inc. for three 60" Zero Turn Riding Mowers (Item 2) did not meet one or more of the following minimum bid specifications: fuel type, horsepower, fuel capacity, forward speed, reverse speed or drive tire size. They were deemed non-responsive. Item 2 is recommended for award to DeWinne Equipment (Bid 2), the low responsive bidder.
The bid submitted by Watts Equipment for one 48" Zero Turn Riding Mower (Item 3) did not meet minimum bid specifications for reverse speed and as a result the bid was deemed non-responsive. In accordance with the Local Preference Program (LPP), Item 3 is recommended for award to DeWinne Equipment (Bid 1), a local bidder, whose price is within 3% of the non-local bidder. The LPP award will result in an additional cost to the City of $171.14.
San Antonio Southwest Trailers, Ltd. was the sole bidder for one 20,000 pound Gross Vehicle Weight Rating (GVWR) trailer (Item 5), two 7,000 pound GVWR trailers (Item 6), and seven landscape utility trailers (Item 7).
The bids submitted by Watts Equipment, DeWinne Equipment (Bid 1), C&M Golf and Grounds Equipment, and Moridge Manufacturing, Inc. for seven 72" Zero Turn Riding Mowers (Item 8) did not meet one or more of the following minimum bid specifications: fuel type, fuel capacity, forward speed, reverse speed and drive tire size. They were deemed non-responsive. Item 8 is recommended for award to DeWinne Equipment (Bid 2), the low responsive bidder.
These contracts will provide for one 20,000 pound GVWR trailer, seven zero turn riding mowers and seven utility trailers for the Transportation and Capital Improvements Department. Additionally, four zero turn riding mowers and one 7,000 pound GVWR trailer will be provided for the Parks and Recreation Department. One 7,000 pound GVWR trailer will be provided for the Solid Waste Management Department.
The purchase of four zero turn riding mowers, two 7,000 pound GVWR trailers and one 20,000 pound GVWR trailer will be funded through the Equipment Renewal and Replacement Fund for a total of $61,131.89. The seven utility trailers and seven zero turn riding mowers will be funded through the Transportation and Capital Improvements Department Operating fund for a total cost of $126,687.75.
ISSUE:
These contracts will be awarded in an amount of $187,819.64 to DeWinne Equipment and San Antonio Southwest Trailers, Ltd. for the purchase of riding mowers and trailers. The various mowers will be used to maintain lawns at different locations across the city and the trailers will be utilized to transport machinery, mowers, and other supplies needed at various locations.
This contract is within the scope of the SBEDA Program. However, due to the type of commodities/services being procured and value of the contract, no SBEDA tool is available.
Items 2, 5, 6, 7, 8 - The recommended award is to the lowest responsive bidder, who is also a local business. Therefore application of the LPP was not required.
Item 3 - This recommended award is in accordance with the Local Preference Program and will result in an additional cost to the City in the amount of $171.14 for this one time contract. DeWinne Equipment (Bid 1), the recommended local bidder, submitted a bid of $6,518.14 and is within 3% of Moridge Manufacturing, Inc., the lowest non-local bidder, who submitted a bid of $6,347.00.
The Veteran-Owned Business Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
The mowers and trailers currently in use are scheduled for replacement and have met or will meet their age and or hours 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 units incurring higher maintenance cost, as a result of age. Should these contracts not be approved, there could be an impact to the City's ability to provide essential services to the residents of San Antonio.
FISCAL IMPACT:
This is a one-time capital improvement expenditure in the amount $187,819.64. These funds are available from City of San Antonio's Equipment Renewal and Replacement Fund and Transportation and Capital Improvements Department Operating fund.
RECOMMENDATION:
Staff recommends approval of contracts with DeWinne Equipment and San Antonio Southwest Trailers, Ltd. for a total cost of $187,819.64, to provide 11 mowers and 10 trailers. This contract is procured by means of low bid and a Contracts Disclosure Form is not required.