DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Purchase of Medium and Heavy Duty Trucks and Trailers
SUMMARY:
This ordinance authorizes acceptance of bids from Alamo City Chevrolet, Ancira Motor Company, Cooper Equipment Co., Doggett Freightliner of South Texas, LLC, Grande Truck Center, Grapevine DCJ, LLC., Gunn Chevrolet LTD, H&E Equipment Services, Rush Truck Center, Santex Truck Center and Superior Trailer Sales to provide 59 medium and heavy duty trucks and trailers for a total cost of $4,871,842.62. Funding for this purchase is available from the Equipment Renewal and Replacement Fund (ERRF), the Storm Water Fund, and the Fleet Services Fund.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the tabulation of 18 competitive bids to provide 56 replacement medium and heavy duty trucks and trailers for the total cost of $4,376,240.62 and three additional trucks for a cost of $495,602.00 for a total cost of $4,871,842.62.
This equipment includes thirteen heavy duty pickup trucks with various bodies, three mobile mechanic trucks, one horticulture chipper truck, one welder/compressor truck, fifteen dump trucks, seven 5th wheeled tractor trucks, two brush tractors, one basin cleaner truck, four water tanker trucks, one auger truck, five trailer, one aerial bucket truck, one fuel and lube transport truck, two large flatbed trucks and two recycle bin transport box trucks.
The Invitation for Bid (IFB) was evaluated based on the published bid specifications. The low bid for item 1 is recommended for award to Alamo City Chevrolet, a local business. Therefore, application of the Local Preference Program (LPP) was not required.
The low bid for items 2, 3, 5, 7, 10, 11 and 16 are recommended for award to Ancira Motor Company, a local business. Therefore, application of the Local Preference Program (LPP) was not required.
The low bid for items 4, 14, 21 and 22 are recommended for award to Grande Truck Center bid 1, a local business. Therefore, application of the Local Preference Program (LPP) was not required.
The low bid for items 6 and 9 is recommended for award to Gunn Chevrolet LTD, a local business. Therefore, application of the Local Preference Program (LPP) was not required.
Items 8, 19, 24 and 32 were deleted and will be re-bid at a later time.
The low bid for item 12 is recommended for award to Santex Truck Center, a local business. Therefore, application of the Local Preference Program (LPP) was not required.
The low bid for item 13 was submitted by Doggett Freightliner of South Texas, LLC did not meet the published minimum fuel tank capacity. The low responsive bid for item 13 was submitted by Grande Truck Center bid 1, a local business. Therefore, application of the Local Preference Program was not required.
The low bid for item 15 was submitted by Santex Truck Center but was not as specified (NAS). The general requirement specifications required that any diesel engine being bid must conform to latest NOx EPA and GHG emission standard in effect at the time of offer. In this case, the unit being offered has an EPA standard of the 2010 regulations. The low responsive bid for item 15 was submitted by Doggett Freightliner of South Texas, LLC a local business. Therefore, application of the Local Preference Program was not required.
The low bid for item 17 is recommended for award to Doggett Freightliner of South Texas, LLC a local business. Therefore, application of the Local Preference Program (LPP) was not required.
The low bid for item 18 was submitted by Doggett Freightliner of South Texas, LLC but was not as specified (NAS). The specification required the unit frame to have a minimum resisting bend moment of 3,000,000 they are offering the resisting bend moment of 2,592,000 lbs. was submitted. The low responsive bid for item 18 was submitted by Santex Truck Center, a local business. Therefore, application of the Local Preference Program was not required.
The low bid for item 20 was submitted by Santex Truck Center bib not meet the published minimum fuel tank capacity. The low responsive bid for item 20 was submitted by Doggett Freightliner of South Texas, LLC a local business. Therefore; application of the Local Preference Program was not required.
The low bid for item 23 was submitted by Santex Truck Center but requested the bid be withdrawn. The low responsive bid for item 23 was submitted by Grande Truck Center bid 2, a local business. Therefore; application of the Local Preference Program was not required.
Item 25 is recommended for award to Superior Trailer Sales which is a non-local business. There were no responsive bids submitted from local bidders for this item.
The low bid for item 26 was submitted by Cooper Equipment Co., a local business. Therefore, application of the Local Preference Program (LPP) was not required.
The lowest bids for item 27 were submitted by San Antonio Southwest Trailer, Verde Inc. and H & V Equipment, Inc. did not meet the specified tire size. Holt Texas, LTD. did not sign their bid submission. The low responsive bid for item 27 was submitted by H&E Equipment Services, a non-local business. There were no responsive bids submitted from local bidders for this item.
Item 28 is recommended for award to Grapevine DCJ, LLC a non-local business. In accordance with the Local Preference Program, no local preference was applied, since the local bidder is not within 3% of the recommended lowest non-local bidder.
The low bid for item 29 was submitted by Santex Truck Center but was not as specified (NAS). The general requirement specifications required that any diesel engine being bid must conform to latest NOx EPA and GHG emission standard in effect at the time of offer. In this case, the unit being offered has an EPA standard of the 2010 regulations. The low responsive bid for item 29 was submitted by Rush Truck Center, a local business. Therefore, application of the Local Preference Program was not required.
The low bid for item 30 was submitted by Santex Truck Center did not meet specifications for tire size. The low responsive bid for item 30 was submitted by Grande Truck Center bid 1 a local business. Therefore, application of the Local Preference Program was not required.
The low bid for item 31 was submitted by Rush Truck Center a local business. Therefore, application of the Local Preference Program was not required.
This equipment will be utilized by Parks and Recreation, Transportation and Capital Improvements and Solid Waste Management departments.
The 59 medium and heavy duty trucks and trailers will be used for hauling aggregates, asphalt mix, paving materials, watering and maintenance services throughout the City. The fifth wheel tractor trucks will be used to pull heavy trailers to transport heavy equipment and construction materials throughout the City. The trailers will be used to transport aggregates, paving materials and heavy equipment throughout the City.
ISSUE:
These contracts will provide Parks and Recreation, Transportation and Capital Improvements and Solid Waste Management departments with 56 replacement units and three additional trucks. 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 and trailers 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:
This ordinance authorizes contracts for the purchase of 59 medium and heavy duty trucks and trailers for a total cost of $4,871,842.62 of which $4,376,240.62 is available in the Equipment Renewal and Replacement Fund (ERRF) FY 2017 Adopted Budget.
The amount of $334,626.00 is available in the Storm Water Fund FY 2017 Adopted Budget and the amount of $160,976.00 is available in the Fleet Services Fund FY 2017 Adopted Budget.
RECOMMENDATION:
Staff recommends approval of the 12 contracts to purchase 59 medium and heavy duty trucks and trailers from Alamo City Chevrolet for a cost of $75,314.88, Ancira Motor Company for a cost of $465,484.00, Cooper Equipment Co. for a cost of $79,506.00, Doggett Freightliner of South Texas, LLC for a cost of $2,104,114.00, Grande Truck Center bid 1 for a cost of $1,034,729.00, Grande Truck Center bid 2 for a cost of $197,544.00, Grapevine DCJ, LLC. for a cost of $90,594.00, Gunn Chevrolet LTD for a cost of $163,008.20, H&E Equipment Services for a cost of $73,749.00, Rush Truck Center for a cost of $330,255.22, Santex Truck Center for a cost of $219,597.89, Superior Trailer Sales for a cost $37,946.43 for a total cost of $4,871,842.62.
These contracts are procured on the basis of low bid and a Contracts Disclosure form is not required.