DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
Landscaping Equipment
SUMMARY:
This ordinance authorizes acceptance of contracts with H & V Equipment Services, Inc., Ewald Kubota Tractor and Ag-Pro to provide 22 pieces of Landscaping Equipment for a total cost of $673,717.52. Funding for this purchase is available from the Equipment Renewal and Replacement Fund (ERRF), Transportation and Capital Improvements Department Stormwater Operations Fund, Airport Operations and Maintenance Fund.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the tabulation of four competitive bids to provide 22 pieces of landscaping equipment for a total cost of $673,717.52. These contracts will provide the Transportation & Capital Improvements Department equipment to support its mowing program for stormwater drainage channels and right of way maintenance. Parks & Recreation Department and Aviation are receiving attachment equipment to support grounds maintenance.
The Equipment Renewal and Replacement Fund (ERRF) has designated $191,967.82 for eleven landscaping equipment replacements. The Stormwater Operations Fund is to fund ten additional landscaping items at $453,998.70 and the Airport Operations and Maintenance Fund is to fund one additional landscaping item for $27,751.00. There is a total of $673,717.52 in funding available for this purchase.
Responses to the Invitation for Bid (IFB) were evaluated based on the published bid specifications. The low bid submitted for Item 1 is recommended for award to H & V Equipment Services Inc. which is a local business; therefore application of the Local Preference Program was not required.
The apparent low bid for Item 2 was submitted by Ewald Kubota Tractor which did not meet the minimum requirement for a category 5 input PTO driveline and was deemed not as specified. The recommendation for award is to H & V Equipment Services Inc; a local business, which is the next lowest responsive bidder.
The apparent low bid for Item 4 was submitted by Ewald Kubota Tractor which did not meet the minimum transmission and fuel capacity requirements and was deemed not as specified. The recommendation for award is to Ag-Pro, a non-local business. Holt Cat, a local business, was not within 3% of the non-local bidder.
The apparent low bid for Item 5 was submitted by Ewald Kubota Tractor which did not meet the requirement for eight off road tires and was deemed not as specified. The second low bid from H & V Equipment Services, Inc. proposed six tires and was deemed not as specified. The recommendation for award is to Ag-Pro, a non-local business. Holt Cat, a local business, was not within 3% of the non-local bidder.
Item 6 is recommended for award to Ewald Kubota Tractor, a non-local business.
ISSUE:
These contracts will provide a total of 22 pieces of landscaping equipment. Transportation & Capital Improvements Department will receive eight ground mower attachment replacements, two replacement utility tractors, five additional utility tractors, and five additional 15’ batwing mower decks. Parks and Recreation is receiving one mowing deck replacement for parks maintenance. Aviation is receiving one mulcher attachment for ground maintenance.
The life expectancy for this landscaping equipment is 60 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 equipment.
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:
Should these contracts not be approved storm drainage channels, rights of way, parks and property grounds maintenance may be affected. All of the replaced equipment has met or will meet its age requirement cycles before replacement. The replacement date is considered the optimum time for replacement as delaying the acquisition could make the equipment 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 purchase of this landscape equipment is for a total of $673,717.52. Funding in the amount of $191,967.82 is available through the City’s Equipment Renewal and Replacement Fund (ERRF), $453,998.70 from Transportation and Capital Improvements Department, Stormwater Operations Fund and $27,751.00 from the Airport Operations and Maintenance Fund.
RECOMMENDATION:
Staff recommends the approval of the three contracts to purchase 22 pieces of landscape equipment from H & V Equipment Services, Inc. for a cost of $41,132.48, Ewald Kubota Tractor for a cost of $27,751.00, and Ag-Pro for a cost of $604,834.04. The total cost of the 22 pieces is $673,717.52.
These contracts were procured on the basis of low responsive bid and a Contracts Disclosure form is not required.