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File #: 19-5245   
Type: Purchase of Equipment
In control: City Council A Session
On agenda: 8/15/2019
Posting Language: Ordinance approving a contract with Crafco, Inc. for five replacement trailer mounted crack sealer machines used for street maintenance for a total cost of $406,179.40. Funding in the amount of $162,471.76 is available from the FY 2019 Equipment Renewal and Replacement Fund, with additional funding subject to the appropriation of funds. [Ben Gorzell, Chief Financial Officer; Troy Elliott, Deputy Chief Financial Officer, Finance]
Attachments: 1. 61-11656 - Crafco, Inc., 2. Addendum I, 3. Bid Tab, 4. Draft Ordinance, 5. Ordinance 2019-08-15-0627

DEPARTMENT: Finance                     

 

 

DEPARTMENT HEAD: Troy Elliott

                     

                     

COUNCIL DISTRICTS IMPACTED: Citywide

 

 

SUBJECT:

 

Trailer Mounted Crack Sealer Machines

 

 

SUMMARY:

 

An ordinance accepting the offer from Crafco, Inc. for the purchase of five replacement trailer mounted crack sealer machines used for street maintenance for a total contract value of $406,179.40.  Funding for two (2) replacement units in the amount of $162,471.76 is available from the FY 2019 Equipment Renewal and Replacement Fund Budget and funding for the remaining three (3) units will be subject to City Council approval of subsequent annual budget and funds.

 

BACKGROUND INFORMATION:

 

Submitted for City Council consideration and action is the attached offer from Crafco, Inc. to provide the Transportation and Capital Improvements Department with five replacement trailer mounted crack sealer machines. This equipment shall be used to perform asphalt repairs on City streets and bridges. Currently, there are seven trailer mounted crack sealers operating in the City’s fleet.

 

The proposed contract shall provide for the purchase of five replacement crack sealer machines.  Two replacement units will be purchased in FY 2019 and three replacement units will be purchasing in FY 2020, subject to appropriate of funds.  Under the contract, all equipment must be ordered by November 15, 2019. 

 

 

ISSUE:

 

This contract will provide the Transportation and Capital Improvements Department with a total of five replacement trailer mounted crack sealers.  Replacement of these units is consistent with the City’s Equipment Renewal and Replacement Fund.  Historically, the Crafco crack sealer equipment has had lower operating costs compared to other crack sealer machines in the City’s inventory. 

 

These units will be purchased from Crafco, Inc. utilizing the Texas BuyBoard contract number 515-16. This purchase is made in accordance with Texas Local Government Code Purchasing Cooperative (BuyBoard) passed on Ordinance 97097, dated 1/30/2003.

 

The equipment has a two year warranty that shall commence from the date that the equipment is placed in service.  The life expectancy for this equipment 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.

 

The recommended award is an exception to the Local Preference Program.

 

The Veteran-Owned Business Program does not apply to good/supplies contracts, so no preference was applied to this contract.

 

 

ALTERNATIVES:

 

All of the replaced equipment has met or will meet its age, mileage or hours of use requirement cycles before replacement. Should this contract not be approved, street maintenance and repairs performed by Transportation & Capital Improvements Department would be impacted, and may require rental of the same equipment at a higher cost.

 

 

FISCAL IMPACT:

 

An ordinance accepting the offer from Crafco, Inc. for the purchase of five replacement trailer mounted crack sealer machines used for street maintenance for a total contract value of $406,179.40.  Funding for two (2) replacement units in the amount of $162,471.76 is available from the FY 2019 Equipment Renewal and Replacement Fund Budget and funding for the remaining three (3) units will be subject to City Council approval of subsequent annual budget and funds.

 

 

RECOMMENDATION:

 

Staff recommends the approval of the offer from Crafco, Inc. to provide five replacement trailer mounted crack sealer machines for a total cost of $406,179.40.

 

This contract was procured on the basis of cooperative purchasing and a Contracts Disclosure Form is not required.