DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
Cab Over Spray Pothole Patch Trucks
SUMMARY:
An ordinance accepting the offer from French Ellison Truck Center to provide two replacement and two additional turnkey cab-over spray pothole patch trucks for a total cost of $867,512.00 for the Transportation and Capital Improvements Department (TCI). Funding is available from the FY2016 Transportation & Capital Improvements General Fund and the Equipment Renewal and Replacement Fund (ERRF).
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the offer submitted by French Ellison Truck Center, utilizing the Houston-Galveston Area Council (HGAC) cooperative contract to provide two replacement and two additional turnkey cab-over spray pothole patch trucks with Kenworth K370 cab and chassis and Bergkamp SP5 spray patcher truck bodies. Funding is through the FY2016 Adopted Capital Budget appropriation for a total cost of $867,512.00, which includes a $1,500.00 HGAC cooperative contract fee.
This contract will provide TCI with four pothole patch trucks. Two trucks are replacement units and two are additional units to the City’s fleet. These pothole patch trucks will be used to perform pothole patch repairs on streets and roads throughout the City of San Antonio. TCI currently operates fourteen pothole patch trucks in its fleet. This purchase shall increase TCI’s fleet to sixteen pothole patch trucks.
Two replacement trucks will be funded out of the ERRF for a total of cost of $433,756.00 and two trucks are additional units that will be funded out of the FY2016 Transportation & Capital Improvements General Fund for a total cost of $433,756.00.
ISSUE:
This contract will provide the City of San Antonio Transportation and Capital Improvements Department with four cab and chassis trucks integrated with pothole patch equipment bodies for a total cost of $867,512.00.
These units will be purchased from French Ellison Truck Center, utilizing the Houston-Galveston Area Council (HGAC) cooperative contract number HT06-14 (Exp. May 31, 2016). This purchase is made in accordance with the Houston-Galveston Cooperative Program passed on resolution 96-41-48 dated 10/10/1996.
The Houston-Galveston Cooperative Program is administered by the Houston-Galveston Area Council Cooperative. All products and services included in this cooperative were competitively bid and awarded by the Cooperative’s Board of Trustees based on Texas statutes.
The life expectancy for these vehicles is 96 months. The engine is covered by a two year, unlimited mile warranty. The transmission is covered by a two year, unlimited mile warranty. The body is covered by a twelve month warranty against defects in workmanship and material.
The Small Business Economic Development Advocacy (SBEDA) Ordinance requirements were waived due to the lack of small, minority, and/or women businesses available to provide these goods.
The recommended award is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
The current pothole patch 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 Transportation and Capital Improvements Department’s inability to provide timely essential services to the residents of San Antonio. The alternative is to continue to use the vehicles currently available and incur increasing maintenance costs, thus compromising the ability to deliver needed services.
FISCAL IMPACT:
Funding in the amount of $433,756.00 is available from the ERRF and funding is designated to replace two units. The Transportation & Capital Improvement General Fund is adding two new units to their fleet in the amount of $433,756.00. A HGAC cooperative contract fee of $1,500.00 is included in the total purchase amount of $867,512.00.
RECOMMENDATION:
Staff recommends the approval of the contract with French Ellison Truck Center to purchase four cab-over spray pothole patch trucks for a total cost of $867,512.00.
This contract is procured by means of cooperative purchasing and a Contract Disclosure Form is not required.