DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Light Duty Service Vehicles
SUMMARY:
This ordinance authorizes acceptance of bids from Ancira Motor Company, Grande Truck Center, Grapevine DCJ, LLC, and Silsbee Ford to provide fourteen light duty service vehicles for a total cost of $565,885.86. Funding for this purchase is available from the Equipment Renewal and Replacement Fund FY 2018 Adopted Budget in the amount of $466,737.16, and from the General Fund FY 2018 Adopted Budget in the amount of $99,148.70.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the tabulation of eight competitive bids to provide twelve replacement and two additional light duty service vehicles for the total cost of $565,885.86. These units will be utilized by Animal Care Services, Fire, Library, Metropolitan Health District, Parks and Recreation and Transportation and Capital Improvements departments. These contracts will provide three animal transport trucks, one K-9 transport arson truck, one step van for book transport, two mosquito vector control trucks, two utility bed service trucks with pipe racks, two utility bed trucks, one sixteen foot flatbed, and two mini cargo vans to haul maintenance parts and tools between City locations.
The bid received from Red McCombs Ford could not be accepted and was found non-responsive due to the failure to provide a signature page acknowledging City contract terms and conditions.
Responses to the Invitation for Bid (IFB) were evaluated based upon the published bid specifications.
ISSUE:
These contracts will provide for the purchase of twelve replacement vehicles for Animal Care Services, Fire, Library, Metropolitan Health District, Parks and Recreation, Transportation and Capital Improvements departments, one additional vehicle for both the Animal Care Service and the Fire departments. The replacement of these vehicles is consistent with the City’s Equipment Replacement and Renewal Fund (ERRF) program.
These contracts will provide for the purchase of fourteen light duty service vehicles to meet the needs of six City departments. These units will be used by the departments for a variety of tasks to include: loading and off loading of various materials, construction projects, roadway projects, and additional project support throughout the City.
All units are covered by a minimum 36 month/36,000 mile warranty that will start on the day each unit is placed in service. The life expectancy for these light duty trucks and vehicles range from 96 to 120 months.
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 Business Program does not apply to good/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:
This ordinance authorizes contracts for the purchase of fourteen light duty service vehicles for a total cost of $565,885.86 of which $466,737.16 is available in the Equipment Renewal and Replacement (ERRF) Fund FY 2018 Adopted Budget.
The amount of $99,148.70 is available from the General Fund FY 2018 Adopted Budget, of which the amount of $48,500.00 will be funded from the Animal Care Services Department FY 2018 Adopted Budget, and $50,648.70 will be funded from the Fire Department FY 2018 Adopted Budget.
RECOMMENDATION:
Staff recommends the approval of these contracts in the cumulative amount of $565,885.86 to purchase fourteen light duty service vehicles as follows: $96,680.00 to Grapevine Dodge Chrysler Jeep, $145,500.00 awarded to Ancira Motor Company, $153,434.86 to Silsbee Ford, and $170,271.00 awarded to Grande Truck Center.
These contracts are procured on the basis of low bid and a Contracts Disclosure Form is not required.