DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
Light, Medium and Heavy Duty Trucks, Vans and Heavy Equipment
SUMMARY:
This ordinance authorizes acceptance of bids from Cooper Equipment Co., Doggett Freightliner of South Texas, Grapevine DCJ, LLC, Gunn Chevrolet, LTD, H & E Equipment Services and Vermeer Texas-Louisiana to provide 14 light, medium and heavy duty trucks, vans and heavy equipment for a total cost of $1,599,861.71. 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 tabulation of 15 competitive bids to provide 14 replacement light, medium and heavy duty trucks, vans and heavy equipment for the total cost of $1,599,861.71. This purchase includes one brush tub grinder, one pneumatic tired roller, two utility bed crane trucks, one chipper truck, two trailer mounted water tankers, two aerial trucks, two mini vans and three half-ton full size pick-up trucks.
The Invitation for Bid (IFB) was evaluated based on the published bid specifications. Item 1 was deleted since there were no bids received that met specifications and will be rebid at a later time.
The low bid for item 2 was submitted by Doggett Equipment Services Group LTD but the loader reach, cab rotation and grinding system did not meet published bid specifications. The low responsive bid was submitted by Vermeer Texas-Louisiana, a non-local business. There were no responsive bids submitted from local bidders for this item.
The low bid for item 3 is recommended for award to Cooper Equipment Co. which is a local business. Therefore, application of the Local Preference Program was not required.
The low bids for items 4 and 5 were submitted by Grande Truck Center Bid #1 but the transmissions offered did not meet published bid specifications. The low responsive bids were submitted by Doggett Freightliner of South Texas which is a local business. Therefore, application of the Local Preference Program was not required.
Item 6 is recommended for award to Doggett Freightliner of South Texas which is local businesses. Therefore, application of the Local Preference Program was not required.
Item 7 was deleted due to funding and will be bid at a later time.
The low bid for item 8 was submitted by Ewald Tractor but did not meet the bid requirement that warranty parts and service must be available within a 50 mile radius of San Antonio City Hall by a factory-authorized dealer. The low responsive bid was submitted by H & E Equipment Services, which is a local business. Therefore, application of the Local Preference Program was not required.
The low bids for item 9 was submitted by Grande Truck Center Bid #1, Griffith Ford Seguin, LLC and Silsbee Ford did not meet bid specifications for the transmission. The low responsive bid was submitted by Doggett Freightliner of South Texas, a local business. Therefore, application of the Local Preference Program was not required.
Item 10 was deleted and will not be rebid. Item 11 was deleted since no bids were received and will be bid at a later time.
The low bid for item 12 was submitted by Gunn Chevrolet LTD but the gross vehicle weight rating offered did not meet published bid specifications. The next low bid submitted by Griffith Ford Seguin, LLC was not signed and is considered non responsive. The low responsive bid was submitted by Grapevine DCJ, LLC a non-local business. There were no responsive bids submitted from a local business for this item.
Item 13 was deleted since no bids were received that met specifications and will be rebid at a later time.
In accordance with the LPP, Item 14 is recommended for award to Gunn Chevrolet, LTD which is local business that is 0.27% higher in price than the non-local bid. The LPP award will result in an additional cost to the City of $171.57.
This equipment will be utilized by Human Services, Parks and Recreation, Transportation and Capital Improvements and Solid Waste Management departments.
These units will be used by the departments for a variety of tasks to include: repair and resurfacing of roads, equipment repair and maintenance, tree and brush maintenance, dust control, transportation of personnel and cargo and additional projects throughout the City.
ISSUE:
These contracts will provide Human Services, Parks and Recreation, Transportation and Capital Improvements and Solid Waste Management departments with 14 replacement units. The replacement of these units is consistent with the City’s Equipment Replacement and Renewal Fund (ERRF) program.
The life expectancy for these trucks, vans and equipment range from 96 to 120 months. The equipment has a minimum one year warranty parts and labor, for any manufacturer’s defects for items of its manufacture.
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 Veteran-Owned Small Business Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
The current trucks, vans and equipment 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 funding is available for this purchase from the Equipment Renewal and Replacement Fund for a cost of $1,599,861.71.
RECOMMENDATION:
Staff recommends approval of the six contracts to purchase 14 light, medium and heavy duty trucks, vans and heavy equipment from Cooper Equipment Co. for a cost of $66,107.00, Doggett Freightliner of South Texas, LLC for a cost of $720,735.00, Grapevine DCJ, LLC for a cost of $46,664.00, Gunn Chevrolet, LTD for a cost of $63,472.71, H & E Equipment Services for a cost of $51,748.00 Vermeer Texas - Louisiana for a cost of $651,135.00 for a total cost of $1,599,861.71.
These contracts are procured on the basis of low bid and a Contracts Disclosure form is not required.