DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Annual Contract for Administrative Sedans (Gasoline/Electric Powered Hybrid)
SUMMARY:
This ordinance authorizes an annual contract with Jim Bass Ford Inc. to provide the City of San Antonio with midsize Gasoline/Electric Powered Hybrid Administrative Sedans for total contract value of $702,716.00 over a two year period.
The FY 2019 purchase includes 18 replacement vehicles and 3 additional vehicles to the City’s fleet for an estimated total cost of $527,037.00. Funding in the amount $451,746.00 is available from the FY 2019 Equipment Renewal and Replacement Fund Budget, $25,097.00 from the FY 2019 Parking Operation & Maintenance Fund Budget and $50,194.00 from the FY 2019 General Fund Budget. Additional administrative sedan purchases in FY 2020 would be subject to appropriation of funds.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of five competitive bids to provide the Building and Equipment Services Department with an annual contract for the purchase of midsize Gasoline/Electric Powered Hybrid Administrative Sedans. The estimated total cost of this contract is $702,716.00.
These administrative sedans will be utilized by all city departments and will be issued as replacement or new program vehicles in FY 2019 and FY 2020. The administrative sedans will be used by staff for conducting business throughout the City.
The contract term shall begin upon award by City Council and terminate on September 30, 2019. This Ordinance also authorizes a ninety contract extension which can be exercised at the City’s option. This annual contract is expected to supply approximately 21 sedans for FY 2019 and 7 sedans for FY 2020. Vehicles will be purchased by the City as needed, based on available funds for the replacement of existing sedans and additional vehicles for new programs.
ISSUE:
This annual contract will provide for the purchase of approximately 28 midsize gasoline/electric powered hybrid sedans. This contract will provide for the replacement of eleven gasoline powered sedans with gasoline/electric hybrid powered vehicles. Currently, there are 467 gasoline/electric hybrid powered vehicles in the City’s fleet. This contract shall increase the number of alternative fuel hybrid vehicles to 481 in the City’s fleet.
The Ford Fusion hybrid sedans are covered by a 36 months/36,000 miles bumper to bumper warranty and 5 year/60,000 mile powertrain and 8 year/100,000 mile hybrid electrical components warranty. The life expectancy of these administrative sedans is 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.
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 Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
The current administrative sedans 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 an annual contract with Jim Bass Ford Inc. to provide the City of San Antonio with midsize Gasoline/Electric Powered Hybrid Administrative Sedans for total contract value of $702,716.00 over a two year period.
The FY 2019 purchase includes 18 replacement vehicles and 3 additional vehicles to the City’s fleet for an estimated total cost of $527,037.00. Funding in the amount $451,746.00 is available from the FY 2019 Equipment Renewal and Replacement Fund Budget, $25,097.00 from the FY 2019 Parking Operation & Maintenance Fund Budget and $50,194.00 from the FY 2019 General Fund Budget. Additional administrative sedan purchases in FY 2020 would be subject to appropriation of funds.
RECOMMENDATION:
Staff recommends the approval of the contract with Jim Bass Ford, Inc. for the purchase of midsize gasoline/electric powered hybrid administrative sedans for an estimated total amount of $702,716.00 over the term of the contract.
This contract is procured on the basis of low bid and a Contract Disclosure form is not required.