DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Light Duty Trucks, SUVs, and Vans
SUMMARY:
This ordinance authorizes acceptance of contracts with Silsbee Ford, Gunn Chevrolet LTD, Grande Truck Center, Brasada Ford LTD d/b/a Northside Ford, and Grapevine Dodge Chrysler Jeep to provide City departments with light duty trucks, SUVs, and vans for a total cost of $4,412,003.02. Funding for this purchase is available from the Equipment Renewal and Replacement Fund, Aviation Operations and Maintenance Fund, Storm Water Operations Fund, and General Fund.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of seven competitive bids to provide 160 replacement and 7 additional light duty trucks, SUVs, and vans for a total cost of $4,412,003.02. This equipment will be utilized by the Development Services, Parks & Recreation, Transportation & Capital Improvements, Police, Fire, Solid Waste Management, Building & Equipment Services, Aviation, Animal Care Services, Downtown Operations, Planning & Community Development, Office of Historic Preservation and Information Technology Services departments for daily operations and project support across the City.
The Invitation for Bid (IFB) was evaluated based on the published bid specifications. Items 1, 6, 8, 9, 10, 11, 12, 13, 15, 16, 17, 18, 19, 21, 22, 23, 24, 32, 33, 36, 37, 38, 39, 40, 41, 44, and 45 are recommended for award to Silsbee Ford and Grapevine Dodge Chrysler Jeep, 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 43 was deleted and will be bid at a later date.
In accordance with the Local Preference Program, Items 2, 3 and 4 are recommended for award to Gunn Chevrolet LTD. This local bidder submitted bids within 3% of non-local bidders. The Local Preference Program award will result in an additional cost to the City of $16,265.58.
Items 5, 7, 14, 20, 25, 26, 27, 28, 29, 30, 31, 34, 35, 42 are recommended for award to Gunn Chevrolet LTD, Grande Truck Center and Brasada Ford LTD d/b/a Northside Ford. Each of these vendors is the lowest responsive bidder, who is also a local business. Therefore, the application of Local Preference Program was not required.
The table below summarizes Local Preference information regarding Items 1 - 45:
|
Item No. |
Item |
Vendor |
Local Award |
Local Preference Applied |
Cost Differential |
|
1 |
1/2 Ton Extended Cab Compact Pickup Truck |
Silsbee Ford |
N |
N |
n/a |
|
2 |
1/2 Ton Regular Cab Pickup Truck |
Gunn Chevrolet |
Y |
Y |
$2,202.06 |
|
3 |
1/2 Ton Ext Cab Pickup Truck |
Gunn Chevrolet |
Y |
Y |
$13,579.92 |
|
4 |
1/2 Ton Ext Cab 4x4 Pickup Truck |
Gunn Chevrolet |
Y |
Y |
$483.60 |
|
5 |
1/2 Ton Ext Cab Pickup Truck w Camper |
Gunn Chevrolet |
Y |
N |
n/a |
|
6 |
1/2 Ton Ext Cab Park Police S.S.V B&W |
Silsbee Ford |
N |
N |
n/a |
|
7 |
1/2 Ton Four Full Door Full Size Pickup Truck- Dark Blue |
Gunn Chevrolet |
Y |
N |
n/a |
|
8 |
3/4 Ton Regular Cab 4x4 Pickup Truck |
Silsbee Ford |
N |
N |
n/a |
|
9 |
3/4 Ton Regular Cab 4x4 Pickup Truck wTool Box |
Silsbee Ford |
N |
N |
n/a |
|
10 |
3/4 Ton Reg Cab 60" cab to axle, SRW Service Body w/ Ladder Rack |
Silsbee Ford |
N |
N |
n/a |
|
11 |
3/4 Ton Reg Cab 60" cab to axle, SRW Service Body w/ Pipe Rack |
Silsbee Ford |
N |
N |
n/a |
|
12 |
3/4 Ton Ext Cab Truck |
Silsbee Ford |
N |
N |
n/a |
|
13 |
3/4 Ton Ext Cab 4x4 Pickup Truck |
Silsbee Ford |
N |
N |
n/a |
|
14 |
3/4 Ton Ext Cab Truck w Liftgate |
Grande Truck Center |
Y |
N |
n/a |
|
15 |
3/4 Ton Ext Cab Long Bed Pickup Truck |
Silsbee Ford |
N |
N |
n/a |
|
16 |
3/4 Ton Four Full Doors Pickup Truck |
Silsbee Ford |
N |
N |
n/a |
|
17 |
3/4 Ton Four Full Door 4x4 Pickup Truck w/ Tow Package |
Silsbee Ford |
N |
N |
n/a |
|
Item No. |
Item |
Vendor |
Local Award |
Local Preference Applied |
Cost Differential |
|
18 |
3/4 Ton Four Full Door Long Bed Pickup Truck |
Silsbee Ford |
N |
N |
n/a |
|
19 |
3/4 Ton Four Full Door 4x4 Long Bed Pickup Truck w Tow Package |
Silsbee Ford |
N |
N |
n/a |
|
20 |
3/4 Ton Live Animal Control/ Transport Pickup Trucks |
Brasada Ford LTD d/b/a Northside Ford |
Y |
N |
n/a |
|
21 |
1 Ton Gas Four Full Door, SRW, 4x2 Pickup Truck |
Silsbee Ford |
N |
N |
n/a |
|
22 |
1 Ton Dsl Four Full Door, SRW, 4x2 Pickup Truck |
Silsbee Ford |
N |
N |
n/a |
|
23 |
1 Ton Dsl Full Four Door, DRW, 4x2 Pickup Truck |
Silsbee Ford |
N |
N |
n/a |
|
24 |
1 Ton Dsl Full Four Door, DRW, 4x4 Pickup Truck w/ Tow Package |
Silsbee Ford, |
N |
N |
n/a |
|
25 |
1 Ton Dsl Full Four Door 4x4 w Utility Toolbox Body |
Grande Truck Center |
Y |
N |
n/a |
|
26 |
1 Ton Four Full Door, DRW, 4x4, Stakebed Truck |
Gunn Chevrolet |
Y |
N |
n/a |
|
27 |
1 Ton Regular Cab, DRW, Welder Truck |
Gunn Chevrolet |
Y |
N |
n/a |
|
28 |
1 Ton, Crew Cab, 4x4, 60" cab to axle, Dsl, SRW, Service body w/ Winch |
Gunn Chevrolet |
Y |
N |
n/a |
|
29 |
1 Ton, Reg Cab 60" cab to axle, Gas,DRW, w/12' Stakebed w/ Liftgate |
Gunn Chevrolet |
Y |
N |
n/a |
|
30 |
1 1/2 Ton Four Full Door, DRW, Diesel Truck |
Brasada Ford LTD d/b/a Northside Ford |
Y |
N |
n/a |
|
31 |
15K Diesel Barrier Truck |
Brasada Ford LTD d/b/a Northside Ford |
Y |
N |
n/a |
|
32 |
16K Full Four Door, 4x4, Diesel, SRW Utility Body w/ Winch |
Grapevine Dodge Chrysler Jeep |
N |
N |
n/a |
|
33 |
Compact 4dr, 4wd Sports Utility Vehicle |
Silsbee Ford |
N |
N |
n/a |
|
34 |
Medium 4dr, 2wd Sports Utility Vehicle |
Gunn Chevrolet |
Y |
N |
n/a |
|
35 |
Medium 4dr, 2wd Sports Utility Vehicle w / Amber Light |
Gunn Chevrolet |
Y |
N |
n/a |
|
Item No. |
Item |
Vendor |
Local Award |
Local Preference Applied |
Cost Differential |
|
36 |
Medium 4dr, 4wd Sports Utility Vehicle |
Silsbee Ford |
N |
N |
n/a |
|
37 |
Medium 4dr, 4wd Sports Utility Vehicle w/ Amber Light |
Silsbee Ford |
N |
N |
n/a |
|
38 |
Large SUV 4 dr 2wd Sports Utility Vehicle |
Silsbee Ford |
N |
N |
n/a |
|
39 |
Large SUV 4x4 (White) |
Silsbee Ford |
N |
N |
n/a |
|
40 |
Suburban Type Wagon |
Silsbee Ford |
N |
N |
n/a |
|
41 |
Mini Cargo Van |
Silsbee Ford |
N |
N |
n/a |
|
42 |
1 Ton Diesel Cargo Van |
Gunn Chevrolet |
Y |
N |
n/a |
|
43 |
Deleted |
|
|
|
|
|
44 |
¾ Ton Extended Cab Black & White Pickup Truck |
Silsbee Ford |
N |
N |
n/a |
|
45 |
3/4 Ton Four Full Door Pickup Truck w/ Bed Rollers |
Silsbee Ford |
N |
N |
n/a |
|
Total |
|
|
|
|
$16,265.58 |
The table below summarizes low bids for Items 20, 24, 32, 36 and 37; however these vehicles did not meet minimum bid requirements:
|
Item No. |
Description |
Low Bid |
NAS |
|
20 |
3/4 Ton Live Animal Control/ Transport Pickup Trucks |
Silsbee Ford |
Did not meet minimum requirement of 3/4 Ton Pick Up Truck. |
|
24 |
1 Ton Dsl Full Four Door, DRW, 4x4 Pickup Truck w/ Tow Package |
Brasada Ford LTD d/b/a Northside Ford |
Did not meet minimum requirement of Diesel engine |
|
32 |
16K Full Four Door, 4X4, Diesel, SRW, Utility Body w/winch |
Grande Truck Center |
Did not meet minimum requirement of 200’ cable |
|
36 |
Medium 4dr, 4wd Sports Utility Vehicle |
Gunn Chevrolet |
Did not meet minimum requirement of four wheel drive |
|
37 |
Medium 4dr, 4wd Sports Utility Vehicle w/ Amber Light |
Gunn Chevrolet |
Did not meet minimum requirement of four wheel drive |
These contracts will provide 167 units to the City's fleet including 43 units for Development Services, 32 for Parks & Recreation, 31 for Transportation & Capital Improvements, 7 for Police, 18 for Fire, 16 for Solid Waste Management, 8 for Building & Equipment Services, 4 for Aviation, 3 for Animal Care Services, 2 for Downtown Operations, 1 for Planning & Community Development, 1 for Office of Historic Preservation and 1 for Information Technology Services. Of the total units, 160 are replacement vehicles while the remaining 7 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 the specific operational requirements of these 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 128 light duty trucks, 37 SUVs and 2 vans to meet the needs of 13 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, SUVs, and vans 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 167 light duty trucks, SUVs and vans of which $4,412,003.02 will be funded from the Equipment Renewal and Replacement Fund (ERRF), Aviation Operations and Maintenance Fund, General Fund and Storm Water Operations 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 these contracts to purchase 167 light duty trucks suvs and vans as follows: $2,721,788.01 awarded to Silsbee Ford, $1,248,837.92 awarded to Gunn Chevrolet LTD, $145,556.54 awarded to Grande Truck Center, $240,384.00 awarded to Brasada Ford LTD d/b/a Northside Ford, and $55,436.55 awarded to Grapevine Dodge, Chrysler Jeep.
This contract is procured on the basis of low bid and a Contracts Disclosure Form is not required.