DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Light & Medium Duty Service Trucks
SUMMARY:
This ordinance authorizes acceptance of contracts with Ancira Chrysler Dodge Jeep Ram, Gunn Chevrolet LTD., Gunn Nissan LTD, Kyrish Truck Center, and Red McCombs Ford to provide twenty-four Light & Medium Duty Service Vehicles for a total cost of $871,396.27.
Funding for twenty-two replacement vehicles in the amount of $794,717.02 is available from the FY 2019 Equipment Renewal and Replacement Fund Budget, one vehicle addition in the amount of $33,643.75 from the FY 2019 General Fund Budget, and one vehicle addition in the amount of $43,035.50 from the 2018 Urban Area Security Initiative Grant.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of eight bids to provide twenty-two replacement and two additional Light & Medium Duty Service Vehicles for a total cost of $871,396.27. This purchase includes eight mini cargo vans, one crew cab compact truck, three ½ ton trucks, three ¾ ton regular cab trucks, eight 1 ton trucks and one 12 cubic yard dump truck.
These vehicles will be utilized by Building & Equipment Services, Development Services, Fire, Transportation and Capital Improvements, Parks & Recreation, and Solid Waste Management departments. Vehicles shall be used to support City facilities maintenance, parks and creekway maintenance, transporting of signage, trailer towing, refuse cart transport, traffic barrel transport, and aggregate hauling.
The Invitation for Bid (IFB) was evaluated based on the published bid specifications.
Item #5 was deleted and will be rebid at a later date.
ISSUE:
These contracts will provide twenty-four light & medium duty service vehicles that are used for daily operations across six departments. Twenty-two vehicles are replacements of current vehicles, and two vehicles will be additions to the City fleet.
Vehicles are covered at minimum with a one year warranty and up to five year or 100,000 mile warranty bumper-to-bumper. The warranty will start on the day each unit is placed in service.
The life expectancy for these trucks is a minimum of 96 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:
These vehicles are used for direct operational support of daily activities performed by City staff. Replacement trucks have met age and/or mileage requirements for replacement. These vehicles are no longer economically feasible to repair. Continuing to use the existing vehicles would incur downtime and compromise services performed by City staff. Not to proceed with the Parks & Recreation vehicle addition would impact timely maintenance along newly expanded creekways. These delays may compromise sanitation and safety, which would negatively impact the image of these new public spaces. Not proceeding with the Fire vehicle addition would require staff to share trucks for towing supply trailers. Also, the Fire Department would be required to forfeit residual grant funding that has not been expensed and return unused back to the grantor.
FISCAL IMPACT:
This ordinance authorizes acceptance of contracts with Ancira Chrysler Dodge Jeep Ram, Gunn Chevrolet LTD., Gunn Nissan LTD, Kyrish Truck Center, and Red McCombs Ford to provide twenty-four Light & Medium Duty Service Vehicles for a total cost of $871,396.27.
Funding for twenty-two replacement vehicles in the amount of $794,717.02 is available from the FY 2019 Equipment Renewal and Replacement Fund Budget, one vehicle addition in the amount of $33,643.75 from the FY 2019 General Fund Budget, and one vehicle addition in the amount of $43,035.50 from the 2018 Urban Area Security Initiative Grant.
RECOMMENDATION:
Staff recommends the approval of these contracts to purchase 24 light & medium duty service vehicles as follows: Gunn Nissan LTD in the amount of $160,245.52; Gunn Chevrolet LTD in the amount of $120,539.75; Ancira Chrysler Dodge Jeep Ram in the amount of $161,605.00; Kyrish Truck Center in the amount of $327,840.00; and Red McCombs Ford in the amount of $101,166.00 for a total cost of $871,396.27.
These contracts are procured on the basis of low bid and a Contracts Disclosure Form is not required.