DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Annual Contract for Flat Bed Trucks for the Public Works Department
SUMMARY:
This ordinance authorizes acceptance of annual contracts with Ancira Motor Company and Gunn Chevrolet, Ltd to supply the Public Works Department, Stormwater Division with eight, one-ton flatbed trucks in FY2020 and FY2021 for a total cost of $402,271.50. Funding in the amount of $302,147.00 is available from the FY2020 Equipment Renewal and Replacement Fund for the replacement of six flatbed trucks. Additional purchases are subject to the appropriation of subsequent funding.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of three bids to provide eight replacement One-Ton Regular and Crew Cab Flatbed Trucks for a total cost of $402,271.50. Ancira Motor Company submitted the low bid for item 1 (One-Ton Regular Flatbed Trucks) and item 2 (One-Ton crew Cab Flatbed Trucks); however, Bidder was deemed non-responsive on item 2 as they failed to provide a four wheel drive crew cab truck as required in the bid specifications. In FY2020, this contract will provide six replacement flatbed trucks for a cost of $302,147.00.
In FY2021, two flatbed trucks are scheduled for replacement for a cost of $100,124.50. Replacement of these units is subject to appropriation of funding in FY2021.
The term of this contract shall be for the period upon award through December 31, 2020.
ISSUE:
These contracts will provide eight replacement one-ton regular and crew cab flatbed trucks for the Public Works Department, Stormwater Division. The one-ton flatbed trucks scheduled for replacement and have met, or will meet, their age and or mileage requirement cycles prior to replacement.
The Public Works Department, Stormwater Division uses these flatbed trucks to transport small power tools and supplies for vegetation management and floodplain management. The proposed annual contracts will supply both regular and crew cab, one-ton, dual rear wheel, trucks with varying configurations of flatbeds, such as removable stake walls, lift gates, removable tailgates, all-wheel drive, and rear wheel drive. Configurations vary based on the level of off-road driving and crew size.
All units are covered by a 36 month/36,000-mile bumper-to-bumper warranty, and a 100,000-mile power train warranty that will start on the day each unit is placed in service.
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 awards are to the lowest responsive bidders, who are also local businesses. Therefore, application of the Local Preference Program was not required.
The Veteran-Owned Business Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
The current one-ton flatbed trucks scheduled for replacement and 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 costs 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 contracts with Ancira Motor Company and Gunn Chevrolet, Ltd to provide the City of San Antonio with eight replacement one-ton regular and crew cab flatbed trucks for a total cost of $402,271.50. Funding in the amount of $302,147.00 is available from the Equipment Renewal and Replacement Fund (ERRF) in FY 2020. Funds for the FY 2021 purchase in the amount of $100,124.50 from the ERRF are subject to appropriation of funds.
RECOMMENDATION:
Staff recommends the approval of these contracts with Ancira Motor Company and Gunn Chevrolet, Ltd for a total cost of $402,271.50 for FY2020 and FY2021.
These contracts are procured on the basis of low bid and a Contracts Disclosure Form is not required.