M&C Review


COUNCIL ACTION:  Approved on 12/4/2018 

DATE: 12/4/2018 REFERENCE NO.: **P-12279 LOG NAME: 13P18-0356 SEVEN SUVS LSJ PMD
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:   Authorize Purchase of Seven Sport Utility Vehicles from Grapevine DCJ, LLC and Sam Pack's Five Star Ford, LTD in a Combined Amount Up to $162,622.00 for the Various Departments Through the Property Management Department (ALL COUNCIL DISTRICTS)


RECOMMENDATION:

It is recommended that the City Council authorize the purchase of seven sport utility vehicles from Grapevine DCJ, LLC and Sam Pack's Five Star Ford, LTD in a Combined Amount Up to $162,622.00 for various departments through the Property Management Department.

 
DISCUSSION:

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 Of the seven vehicles, four shall be a replacements for outdated and unreliable vehicles that can no longer be economically maintained.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.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that all funds are available, as appropriated, of the Crime Control and Prevention District (CCPD) Capital Projects Fund, Solid Waste Capital Projects Fund, Environmental Protection Capital Projects Fund, Water Capital Projects Fund, Stormwater Capital Projects Fund, and Vehicle and Equipment Replacement Fund (VERF). Prior to an expenditure being incurred, the participating department has the responsibility to validate the availability of funds.

BQN\18-0356\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:
Cynthia B. Garcia (8525)
Additional Information Contact:
LaKita Slack-Johnson (8314)

 
 
ATTACHMENTS
  18-0356 FORM 1295 SP.pdf
  18-0356 MC BID TAB.pdf
  GRAPEVINE 1295.pdf