DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
Purchase of Administrative Sedans (Gasoline/Electric Powered Hybrid)
SUMMARY:
This ordinance authorizes acceptance of contracts with Silsbee Ford and Silsbee Toyota to provide 37 replacement Gasoline/Electric Powered Hybrid Administrative Sedans to the City of San Antonio for a total cost of $943,867.75. Funding for this purchase is available from the Equipment Renewal and Replacement Fund (ERRF).
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of two offers submitted by Silsbee Ford and Silsbee Toyota to provide 37 replacement gasoline/electric powered hybrid administrative sedans funded through the City of San Antonio’s ERRF Fund for a total cost of $943,867.75. The offers were submitted by Silsbee Ford and Silsbee Toyota utilizing cooperative purchasing contract number 430-13 through BuyBoard Cooperative Purchasing.
The 37 sedans will be utilized by the Police Department and Office of Municipal Integrity. This purchase will replace twenty-four existing gasoline powered sedans and thirteen hybrid sedans. These vehicles will be used for conducting City business including travel to and from City facilities. The Police Department will utilize the vehicles for conducting administrative field work by Police Officers with the rank of Detective Investigators, Sergeants, Lieutenants, and Captains.
ISSUE:
This contract will provide 37 replacement vehicles to the City’s fleet. Currently there are 394 gasoline/electric hybrid powered vehicles in the City’s fleet. This purchase will also ensure that the City’s fleet will have a variety of hybrid vehicles by different manufacturers. This will diversify the City’s fleet and reduce the amount of vehicles that could be out of service due to unforeseen circumstances like vehicle recalls or manufacturer complications.
These units will be purchased from Silsbee Ford and Silsbee Toyota utilizing the Texas BuyBoard contract #430-13 and will be made in accordance with the Texas Local Government Purchasing Cooperative passed on Ordinance No. 97097 dated January 30, 2003.
The Texas BuyBoard Cooperative is administered by the Texas Municipal League. All products and services that are part of this cooperative have been competitively bid and awarded by the Cooperative’s Board of Trustees based on Texas Statues.
The Ford Fusion and Toyota Camry hybrid sedans are covered by a 36 months/36,000 miles bumper to bumper coverage warranty. The life expectancy for all of these vehicles is 96 months.
Due to the lack of small, minority, and/or women businesses available to provide these goods and services, the SBEDA Program did not apply to this solicitation.
The recommended award is an exception to the Local Preference Program.
The Veteran-Owned Business Program does not apply to good/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
The current administrative sedans scheduled for replacement have met or will meet their age and or mileage requirement cycles before they are replaced. The replacement date is considered the optimum time for replacement in that delay of the acquisition could result in the vehicles incurring higher maintenance cost as a result of age or high mileage. This could impact the City’s ability to provide essential services to the residents of San Antonio.
FISCAL IMPACT:
The purchase of these administrative sedans is funded by the Equipment Renewal and Replacement Fund for a total cost of $943,867.75.
RECOMMENDATION:
Staff recommends the approval of the contracts with Silsbee Ford and Silsbee Toyota for a total cost of $943,867.75.
This contract was procured on the basis of cooperative purchasing and a Contracts Disclosure Form is not required.