DEPARTMENT:
Finance
DEPARTMENT HEAD:
Troy Elliott
COUNCIL DISTRICTS IMPACTED:
Citywide
SUBJECT:
Light Duty Trucks and Vans (1)
SUMMARY:
This ordinance authorizes acceptance of contracts with Grande Truck Center, Caldwell Country Chevrolet, Grapevine Dodge Chrysler Jeep, Gunn Chevrolet LTD, Brasada Ford d/b/a; Northside Ford and Silsbee Ford to provide City departments with light duty trucks and vans for a total cost of $1,674,455.95. Funding for this purchase is available from the Equipment Renewal and Replacement Fund, Aviation Operations and Maintenance Fund, Storm Water Operating Fund, Solid Waste Operating and Maintenance Fund, and Office of Historic Preservation General Fund.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of 8 competitive bids to provide 59 light duty trucks and vans for a total cost of $1,674,455.95. This equipment will be utilized by the Transportation & Capital Improvements, San Antonio Police, Parks & Recreation, Convention & Sports Facilities, Aviation, Office of Historic Preservation, Animal Care Services, Department of Human Services, San Antonio Fire, Solid Waste Management and the San Antonio Public Library for daily operations and project support across the City.
The Invitation for Bid (IFB) was evaluated based on the published bid specifications. The low bid submitted for item 20 is recommended for award to Grapevine Dodge Chrysler Jeep who is a non-local businesses. There were no local bidders for these items; therefore the Local Preference Program (LPP) was not applied.
The low bid for Item 19 was submitted by Silsbee Ford; however the item does not meet the minimum requirement of a V-8 engine. Items 1, 3, 4, 5, 6, 7, 8, 9, 10, 16, 17 and 18 are recommended for award to Caldwell Country Chevrolet, Grapevine Dodge Chrysler Jeep, Gunn Chevrolet and 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. Item 12 was deleted and will be bid at a later time.
In accordance with the LPP, Item 2 is recommended for award to Gunn Chevrolet, LTD. Items 11 and 15 are recommended for award to Brasada Ford, d/b/a; Northside Ford and Item 14 to Grande Truck Center. Each of the local bidders, Gunn Chevrolet, LTD., Brasada Ford, d/b/a; Northside Ford and Grande Truck Center, submitted bids within 3% of non-local bidders. The LPP award will result in an additional cost to the City of $7,891.54.
Items 13 and 19 are recommended for award to Gunn Chevrolet, LTD. The recommended award is to the lowest responsive bidder, who is also a local business. Therefore, the application of LPP was not required.
The table below summarizes Local Preference information regarding Items 1 -20:
|
Item Number |
Item |
Vendor |
Local Award |
Local Preference Applied |
Cost Differential |
|
1 |
1/2 Ton Compact Extended Cab Truck |
Silsbee |
No |
No |
$0.00 |
|
2 |
1/2 Ton Full Size Regular Cab Truck |
Gunn Chevrolet, LTD. |
Yes |
Yes |
$5,363.50 |
|
3 |
1/2 Ton Full Size Extended Cab Truck (Blue) |
Caldwell Country Chevrolet |
No |
No |
$0.00 |
|
4 |
1/2 Ton Full Size Crew Cab 4x4 Truck |
Grapevine DCJ |
No |
No |
$0.00 |
|
5 |
3/4 Ton Extended Cab Truck |
Silsbee |
No |
No |
$0.00 |
|
6 |
3/4 Ton Extended Cab 4x4 Truck |
Silsbee |
No |
No |
$0.00 |
|
7 |
3/4 Ton Crew Cab, Short Bed Truck |
Silsbee |
No |
No |
$0.00 |
|
8 |
3/4 Ton Crew Cab 4x4 Long Bed Diesel Truck |
Silsbee |
No |
No |
$0.00 |
|
9 |
3/4 Ton Crew Cab Long Bed Truck with Lift Gate |
Grapevine |
No |
No |
$0.00 |
|
10 |
3/4 Ton Crew Cab Utility Bed Truck with Lift Gate |
Grapevine |
No |
No |
$0.00 |
|
11 |
3/4 Ton Truck with Live Animal Control/Transport |
Brasada Ford |
Yes |
Yes |
$1,033.80 |
|
12 |
Deleted |
|
|
|
|
|
13 |
1 Ton 5-Passenger Cargo Van |
Gunn Chevrolet |
No |
No |
$0.00 |
|
14 |
1 Ton Step Van without Lift Gate |
Grande Truck Center |
Yes |
Yes |
$964.24 |
|
15 |
1 Ton Step Van with Lift Gate |
Brasada Ford |
Yes |
Yes |
$530.00 |
|
16 |
1 Ton 15-Passenger Van |
Silsbee |
No |
No |
$0.00 |
|
17 |
2-Passenger Paddy Wagon |
Silsbee |
No |
No |
$0.00 |
|
18 |
8-Passenger Van |
Silsbee |
No |
No |
$0.00 |
|
19 |
12-PassengerVan |
Gunn Chevrolet |
No |
No |
$0.00 |
|
20 |
Mini Van |
Grapevine DCJ |
No |
No |
$0.00 |
|
Total |
|
|
|
|
$7,891.54 |
These contracts will provide 59 units to the City's fleet including 16 units for Transportation and Capital Improvements, 19 units for San Antonio Police, 4 for Parks and Recreation, 1 unit for Convention & Sports Facilities, 5 units for Aviation, 2 units for Office of Historic Preservation, 5 units for Animal Care Services, 4 units for Department of Human Services, 1 unit for San Antonio Fire, 1 unit for Solid Waste Management and 1 unit for San Antonio Library. Of the 59 units, 44 units are replacements to the City's fleet and will be funded through the City's Equipment Renewal and Replacement Fund (ERRF). The remaining 15 units are new additions funded through capital outlay as part of the FY 2015 Operating Budget.
Disposition of Equipment: Vehicles and equipment that meet their expected life cycle are usually sold at auction but may also be traded-in to the selling dealer. The equipment that is being replaced will be sold at auction. If the Fleet asset is in the City's fleet replacement program then the proceeds are returned to the (ERRF). The proceeds are then used to purchase new similar vehicles and equipment.
These vehicles could not be acquired as propane powered because these particular vehicles were not available in the liquefied petroleum gas configuration or because the specific operational requirements of the vehicles precluded this option. These vehicles could not be acquired in a compressed natural gas (CNG) configuration due to limited (CNG) fueling infrastructure.
ISSUE:
These contracts will provide for the purchase of 43 light duty trucks and 16 vans to meet the needs of 11 City of San Antonio departments. The 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 12 months/unlimited miles warranty that will start on the day each unit is placed in service. The life expectancy for these light duty trucks and van units range from 96 to 120 months.
Due to the lack of small, minority, and/or women businesses available to provide these goods, the SBEDA Program did not apply to this solicitation.
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 and van units 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:
The contract is for the purchase of 59 light duty trucks and vans for a total cost of $1,674,455.95 and will be funded from the Equipment Renewal and Replacement Fund (ERRF), Aviation Operations and Maintenance Fund, Storm Water Operating Fund, Solid Waste Operating and Maintenance Fund, and Office of Historic Preservation General Fund.
The Equipment Renewal and Replacement Fund charges a monthly lease rate to each respective department/fund the entire time a department/fund has possession of a vehicle or equipment. When the vehicle or equipment reaches the end of its life-cycle or the contractually obligated period the replacement fund provides the financial resources for its like replacement. The replacement of these units is consistent with the City's vehicle replacement program.
RECOMMENDATION:
Staff recommends the approval of six contracts to purchase 59 light duty trucks and vans as follows: Grande Truck Center in the amount of $44,404.24; Caldwell Country Chevrolet in the amount of $20,920.00; Grapevine Dodge Chrysler Jeep in the amount of $138,547.00; Gunn Chevrolet, LTD in the amount of $315,955.59; Brasada Ford, d/b/a: Northside Ford in the amount of $328,310.00; and Silsbee Ford in the amount of $826,319.12. The total value of these contracts is $1,674,455.95.
This contract is procured on the basis of low bid and a Contracts Disclosure Form is not
required.