The Property Management Department (PMD) approached the Purchasing Division for assistance with buying sport utility vehicles. The Code Compliance Department will use two vehicles for site visits and inspections. The Neighborhood Services Department will use one vehicle for site visits and inspections. The Police Department will use one vehicle for administrative functions related to Law Enforcement activities. The Water Department will use three vehicles for site visits and inspections. Purchasing issued an Invitation to Bid (ITB) consisting of detailed specifications as to the functionality, features and requirements for the new units. This bid was advertised in the Fort Worth Star-Telegram on July 11, 2018, July 18, 2018 and July 25, 2018. Thirty vendors were solicited from the purchasing vendor database and three responses were received.
Grapevine DCJ, LLC was the overall apparent low bidder. However, the units offered for line items 2,10,11,12,13,14,15,17 and 18, were not 4-wheel drive as specified in ITB 18-0356 and were subsequently rejected because they did not meet specifications. Staff recommends awarding the purchase of three vehicles to Grapevine DCJ, LLC in an amount of $73,086.00 and four vehicles from Sam Pack's Five Star Ford, LTD in an amount of $89,536.00. This combination represents the lowest cost for each model selected and meets all required specifications. All new vehicles are expected to operate satisfactorily during their service life for each unit. Warranty information, manufacturer's Statement of Origin and original sales invoice will accompany the new vehicles upon acceptance and delivery to the 2500 Brennan Street facility. Of the seven vehicles, four shall be a replacements for outdated and unreliable vehicles that can no longer be economically maintained. Three vehicles shall be additions to the existing fleet.
BID TABULATION - (see attached)
TOTAL COST OF OWNERSHIP (TCO) - $312,006.00, over a 10 year service life for each unit.
PRICE ANALYSIS – There is no recent purchase history for units with these configurations. Bids submitted by the recommended Vendors are fair and reasonable.
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.
The vehicles will be delivered within 150 days after receipt of a purchase order.