DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Annual Contract for Brush Tractor Trucks and Trailers
SUMMARY:
This ordinance authorizes acceptance of a contract with Doggett Freightliner of South Texas, LLC to provide the Solid Waste Management Department (SWMD) with twenty-nine brush tractor trucks and twenty-four rear ejection horizontal discharge brush trailers for a total cost of $4,489,500.00 in FY2020 and FY2021.
Funding in the amount of $2,596,098.00 is available from the FY2020 Equipment Renewal and Replacement Fund (ERRF) for the purchase of sixteen replacement brush tractor trucks and fifteen replacement rear ejection trailers. Funding in the amount of $98,748.00 is available from the FY2020 Solid Waste Operating Fund for the purchase of one additional tractor truck. Additional purchases are subject to the appropriation of subsequent funding.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of four bids to provide the SWMD with twenty-nine brush tractor trucks and twenty-four rear ejection horizontal discharge brush trailers in FY2020 and FY2021.
In FY2020, this contract will provide the SWMD with sixteen replacement brush tractor trucks and fifteen replacement rear ejection horizontal discharge brush trailers for a cost of $2,596,098.00. This contract will also provide for the purchase of one additional brush tractor truck for a cost of $98,748.00 funded from the FY2020 Solid Waste Operating Fund.
In FY2021, twelve brush tractor trucks and nine rear ejection brush trailers will reach the end of their useful life and be scheduled for replacement in FY2021. Replacement of these units is subject to appropriation of subsequent funding in FY 2021.
There are eighty-five brush tractor trucks and eighty-six rear ejection brush trailers currently utilized by the SWMD. This equipment is primarily used for brush and bulky collection, but may also be used to transport mulch and organics throughout the City.
ISSUE:
This annual contract will provide SWMD with twenty-nine brush tractor trucks and twenty-four rear ejection horizontal discharge brush trailers in FY2020 and FY2021. Twenty-eight brush tractor trucks and twenty-four rear ejection horizontal discharge brush trailers are replacement units with one brush tractor truck added to the City’s Fleet. Funding for this purchase is available from the ERRF and SWMD Operating Fund.
The replacement of these units is consistent with the City’s ERRF Program.
The life expectancy of all the equipment is 96 months.
The brush tractor truck cab and chassis is covered by a two year/unlimited miles warranty, the engine is covered by a two year/250,000 mile warranty and the transmission is covered by a three year unlimited miles warranty. The rear ejection horizontal discharge brush trailers are covered by a one year parts and labor warranty and a five year warranty on the hydraulics.
The Small Business Economic Development Advocacy Ordinance requirements were waived due to the lack of qualified SMWBE’s available to provide the goods and services.
The recommended award is to the lowest responsive bidder, who is also a local business. Therefore, application of the Local Preference Program was not required.
The Veteran-Owned Small Business Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the City would not be able to replace equipment at the optimum time. Twenty-eight of the brush tractor trucks and twenty-four rear ejection horizontal discharge brush trailers are replacement equipment that have met or will meet its age or mileage requirement cycles before replacement. The replacement date is considered the optimum time for replacement as delaying the acquisition could make the vehicles no longer economically feasible to repair and could lead to the SWMD’s inability to provide essential services to the residents of San Antonio.
FISCAL IMPACT:
This contract is for the purchase of twenty-nine brush tractor trucks and twenty-four rear ejection horizontal discharge brush trailers for a total cost of $4,489,500.00 over two fiscal years. Funding in the amount of $2,596,098.00 is available from the Equipment Renewal and Replacement Fund (ERRF) and funding in the amount of $98,748.00 is available from the SWMD Operating Fund in FY2020.
Funds for the FY 2021 purchase in the amount of $1,794,654.00 from the ERRF are subject to appropriation of funds.
RECOMMENDATION:
Staff recommends the approval of this contract with Doggett Freightliner of South Texas, LLC for the purchase of brush tractor trucks and rear ejection trailers for a total cost of $4,489,500.00 over two fiscal years.
This contract was procured on the basis of low bid and a Contracts Disclosure Form is not required.