M&C Review


COUNCIL ACTION:  Approved on 5/16/2017 

DATE: 5/16/2017 REFERENCE NO.: **P-12052 LOG NAME: 13P17-0192 USED VEHICLES LSJ PD
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:  

Authorize Non-Exclusive Purchase Agreements with All Pro Motors Inc. d/b/a 6th Gear Auto Sales and RLB Sales and Leasing, LLC, for Used Vehicles in an Amount Up to $1,125,000.00 for the Police Department Through the Property Management Department (ALL COUNCIL DISTRICTS)


RECOMMENDATION:

It is recommended that the City Council authorize non-exclusive Purchase Agreements with All Pro Motors Inc. d/b/a 6th Gear Auto Sales and RLB Sales and Leasing, LLC, for used vehicles in an amount up to $1,125,000.00 for the Police Department through the Property Management Department.

 
DISCUSSION:

The Police Department (PD) will use these Agreements to purchase used vehicles for various police operations. The Invitation to Bid (ITB) consisted of detailed specifications describing the types of vehicles, mileage and documentation required for various fleet vehicles. The ITB also required pricing based on a percentage of the Kelley Blue Book " Private Party" for Zip Code 76102.

The City of Fort Worth's Property Management Department, Fleet Division will verify history and condition of each used vehicle to ensure that the vehicles' conditions meet the Kelley Blue Book guidelines for the vehicles' pricing. Staff recommends awarding non-exclusive Agreements to meet PD's need for specific vehicles for various police operations.  Orders under these non-exclusive Agreements will be placed on an as-needed basis considering lowest price and availability.

BID ADVERTISEMENT - This bid was advertised in the Fort Worth Star-Telegram on March 22, 2017, March 29, 2017 and April 5, 2017.  Fifty-three vendors were solicited from the purchasing vendor database; two bids were received. The proposals were reviewed by an evaluation committee consisting of staff from the Police Department and Property Management Department. The evaluation factors included listing, vendors past relationship with City, qualifications and references, and Total Cost of Ownership (TCO) to include fuel and maintenance costs and adherence to the specifications and terms and conditions of ITB. The bids from RLB Sales and Leasing, LLC, and All Pro Motors Inc. d/b/a 6th Gear Auto Sales, Inc., were both found to present the best value to the City.

BID TABULATION - See attached.

PRICE ANALYSIS - The price are four percent lower than the previous Agreement prices awarded by the City Council on August 20, 2013 (M&C P-11570). Overall, unit prices being recommended for award are considered fair and reasonable. No guarantee has been made that a specific amount of vehicles would be purchased.

ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager in the amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.



M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.

AGREEMENT TERM - Upon City Council's approval, these Agreements shall begin on May 17, 2017 and end on May 16, 2020.

RENEWAL OPTIONS - This Agreement may be renewed for up to one, two-year term at the City's option. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligation during the renewal term.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available in the current operating budget and that prior to an expenditure being made, the participating department has the responsibility to validate the availability of funds.

BQN\17-0192\LSJ
TO
    Fund Department
ID
Account Project
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Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

FROM
    Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount

Submitted for City Manager's Office by:
Valerie Washington (6192)
Originating Department Head:
Aaron Bovos (8517)
Additional Information Contact:
Jack Dale (8357)
LaKita Slack-Johnson (8314)

 
 
ATTACHMENTS
  17-0192 USED VEHICLES BID TAB.pdf
  6TH GEAR AUTO 1295 FORM .pdf
  RLB 1295 FORM.pdf