M&C Review


COUNCIL ACTION:  Approved on 6/12/2018 

DATE: 6/12/2018 REFERENCE NO.: **P-12210 LOG NAME: 13P18-0222 THIRTY -NINE FORD PICKUP TRUCKS
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:   Authorize the Purchase of Ten Ford F250 and Twenty-Nine Ford F350 Pickup Trucks from Caldwell Country Ford, LLC dba Rockdale Country Ford in an Amount Up to $1,282,343.00 for the Police Department through the Property Management Department (ALL COUNCIL DISTRICTS).

RECOMMENDATION:

It is recommended that the City Council authorize the purchase of ten Ford F250 and twenty-nine Ford F350 pickup trucks from Caldwell Country Ford, LLC dba Rockdale Country Ford in an amount up to $1,282,343.00 for the Police Department through the Property Management Department.

 
DISCUSSION:

The Property Management Department (PMD) approached the Purchasing Division for assistance with buying thirty-nine pickup trucks. Staff issued an Invitation to Bid (ITB) consisting of detailed specifications as to the functionality, features and requirements for the pickup trucks. The trucks will be used as specialized response units. This bid was advertised in the Fort Worth Star-Telegram on March 21, 2018, March 28, 2018 and April 4, 2018. One-hundred and fifty vendors were solicited from the purchasing vendor database and five responses were received. Twenty-nine trucks shall be replacements for outdated and unreliable trucks that can no longer be economically maintained. The old trucks will be sold at auction at an average return of $2,500.00 each. Warranty information, a manufacturer's statement of origin and an original sales invoice will accompany each of the new trucks upon delivery to the City.

Purchasing Staff reviewed the pricing and found pricing to be fair and reasonable and recommends awarding the purchase of ten Ford F250 trucks and twenty-nine Ford F350 trucks to Caldwell Country Ford, LLC dba Rockdale Country Ford. Staff certifies that the new trucks meet required specifications and are expected to operate satisfactorily during their service lives of 7-10 years for each truck. The Total Cost of Ownership (TCO) is approximately $2,924,747 for all of the trucks (TCO tabulation is attached).

BID TABULATION – See Attached

There is no previous purchase history for units with these specific configurations. Staff reviewed the proposed pricing and certified that the prices offered by the recommended vendor are fair and reasonable. The new trucks will be ordered from the factory for delivery within 120-150 days after receipt of a purchase 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.




 
FISCAL INFORMATION/CERTIFICATION:

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

BQN\18-0222\LSJ
TO
    Fund Department
ID
Account Project
ID
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:
Susan Alanis (8180)
Originating Department Head:
Aaron Bovos (8517)
Additional Information Contact:
Cynthia B. Garcia (8525)
LaKita Slack-Johnson (8314)

 
 
ATTACHMENTS
  18-0222 BID TAB.pdf
  18-0222 FORM 1295.pdf