DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Light Utility ATVs & Carts
SUMMARY:
This ordinance authorizes acceptance of bids from Golf Cars, Etc., Mustang Equipment, and DeWinne Equipment Company to provide eleven light utility ATVs and Carts for a total cost of $123,805.74. Funding for this purchase is available from the FY 2018 Equipment Renewal and Replacement Fund Budget in the amount of $72,089.18; the FY 2018 Aviation Operation & Maintenance Fund Budget in the amount of $23,166.00; and $28,550.56 from the FY 2018 Parks and Recreation General Fund Budget.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the tabulation of five competitive bids to provide seven replacement and four additional light utility vehicles for a total cost of $123,805.74. These light duty utility vehicles will be utilized by Aviation, Convention and Sports Facilities, Center City Development and Operations, and Parks & Recreation departments for airport terminal transportation, downtown maintenance work, park trail maintenance, warehouse, and other field work for projects throughout the City. These vehicles include electric, gasoline, and diesel powered carts and off-road utility vehicles.
Mission Golf Carts did not sign a paper bid or submit a certified electronic bid, therefore was disqualified from evaluation. The remaining four responses to the Invitation for Bid (IFB) were evaluated based upon the published bid specifications:
ISSUE:
These contracts will provide eleven light utility vehicles to meet the needs of four City departments. Seven light utility vehicles are replacement purchases for Convention and Sports Facilities, Center City Development and Operations, and Parks & Recreation departments. Four light utility vehicles will be additional units to the City’s fleet: two for Aviation and two for Parks & Recreation departments. These units will be used by the departments for a variety of tasks to include loading and off-loading of materials, park trail projects, landscaping, field maintenance, supply transport, and additional project support throughout the City.
The units being purchased have a one year warranty; 100% parts and labor for any manufacturer’s defects for items of its manufacture. Warranty shall commence from the date the City accepts the delivery of units. The life cycle for these light utility vehicles and carts is 60 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 light utility vehicles scheduled for replacement have met the age and/or hour requirement cycles and are no longer economically feasible to repair. The additional units are needed because there are not sufficient light utility vehicles available to perform the required tasks for the Aviation and Parks & Recreation departments. If these vehicles are not purchased, necessary field work may be compromised, thus creating the potential for delays in the delivery of essential services to the residents of San Antonio.
FISCAL IMPACT:
This ordinance authorizes acceptance of bids from Golf Cars, Etc., Mustang Equipment, and DeWinne Equipment Company to provide eleven light utility ATVs and Carts for a total cost of $123,805.74. Funding for this purchase is available from the FY 2018 Equipment Renewal and Replacement Fund Budget in the amount of $72,089.18; the FY 2018 Aviation Operation & Maintenance Fund Budget in the amount of $23,166.00; and $28,550.56 from the FY 2018 Parks and Recreation General Fund Budget.
RECOMMENDATION:
Staff recommends the approval of the purchase of seven replacement and four additional light utility vehicles from Golf Cars, Etc. in the amount of $33,165.40, Mustang Equipment in the amount of $62,451.90, and DeWinne Equipment Company in the amount of $28,188.44 for a total cost of $123,805.74.
This contract was procured by means of low bid and a Contracts Disclosure Form is not required.