DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
Purchase of Trailers
SUMMARY:
This ordinance authorizes acceptance of contracts with Holt Texas Ltd. d/b/a Holt Cat, Cooper Equipment Co. and Grande Truck Center to provide Transportation and Capital Improvements and Solid Waste Management departments with nine trailers for a total cost of $541,356.00 funded through the Equipment Renewal and Replacement Fund (ERRF).
BACKGROUND INFORMATION:
Submitted for City Council Consideration and action is the tabulation of five competitive bids to provide nine trailers for the total cost of $541,356.00. The trailers include two flat bed dovetail trailers, two live bottom trailers with hydraulic tarp covers and five semi-rear ejector brush trailers with hydraulic tarp covers.
The Solid Waste Management Department will receive six trailer replacements and Transportation & Capital Improvements Department will receive three replacements. This equipment will be used to support brush, debris, asphalt materials, and other hauling requirements by the two departments.
ISSUE:
This contract will provide a total of nine trailers to the Solid Waste Management and Transportation & Capital Improvements Departments. All nine Trailers are replacement units within the Equipment Renewal and Replacement Fund.
The life expectancy for these trailers is 96 months.
This equipment has a one year warranty; 100% parts and labor, for any manufacturer’s defects for items of its manufacture. Warranty shall commence from the date the City accepts delivery of vehicle.
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 recommended awards are to local businesses. Therefore, application of the Local Preference Program was not required.
The Veteran-Owned Business Program does not apply to good/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should these contracts not be approved, the Solid Waste Management and Transportation & Capital Improvements Departments will be unable to provide essential services for road maintenance, brush recycling centers and landfills. All of the replaced equipment has met or will meet its age or mileage requirement cycles before replacement. The replacement date is considered the optimum time for replacement as delaying the acquisition could make the vehicles no longer economically feasible to repair and could lead to the departments inability to provide essential services to the residents of San Antonio.
FISCAL IMPACT:
The total cost of these contracts is $541,356.00 which will be funded from the Equipment Renewal and Replacement Fund.
RECOMMENDATION:
Staff recommends the approval of the three contracts to purchase nine trailers from Holt Texas Ltd, d/b/a Holt Cat for a cost of $36,426.00; Cooper Equipment Co. for a cost of $138,930.00 and Grande Truck Center for a cost of $366,000.00. The total cost for the nine units to be purchased is $541,356.00.
These contracts were procured on the basis of low bid and a Contracts Disclosure Form is not required.