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 the bid from Ancira Motor Company to provide three medium duty trucks for a total cost of $77,550.00. Funding for this purchase is available from the FY 2017 Equipment Renewal and Replacement Fund (ERRF) Budget.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the tabulation of five competitive bids to provide three replacement one ton pickup trucks for a total cost of $77,550.00. These units will be utilized by the Parks and Recreation and Transportation and Capital Improvements departments for maintenance services and transportation of personnel and equipment throughout the City.
On June 8, 2017, City council approved Ordinance 2017-06-08-0413 which accepted the low bid for item 1 from Alamo City Chevrolet for three replacement one ton four door cab long bed pickup trucks. Subsequently, it was determined that Alamo City Chevrolet would not be able to provide the vehicles at the bid price due to applying a manufacturer’s incentive twice in error. The contract for item 1 is recommended to the next lowest bidder, Ancira Motor Company. Alamo City Chevrolet has agreed to pay difference between their initial bid and Ancira Motor Company, the next lowest bidder, in the amount of $728.82.
The Invitation for Bid (IFB) was evaluated based on the published bid specifications. The next lowest bidder for item 1 is recommended for award to Ancira Motor Company, a local business. Therefore, application of the Local Preference Program (LPP) was not required.
ISSUE:
This contract will provide Parks and Recreation and Transportation and Capital Improvements departments with three replacement 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 is 120 months. The trucks have a three year, 36,000 miles bumper to bumper and a five year, 60,000 miles on the vehicles powertrain.
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 and services.
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 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 total cost of this contract is $77,550.00 and will be funded from the FY 2017 Equipment Renewal and Replacement Fund Budget.
RECOMMENDATION:
Staff recommends approval of the contract to purchase three medium and heavy duty trucks (one ton pickup trucks) from Ancira Motor Company for a total cost of $77,550.00.
This contract is procured on the basis of low bid and a Contract Disclosure form is not required