The Property Management Department (PMD) approached the Purchasing Division for assistance with securing an agreement for vans and sport utility vehicles that will be used by various departments for daily task. Purchasing Staff issued an Invitation to Bid (ITB) that described function and capabilities required for the new units that will be purchased on an as-needed basis. The bid was advertised in the Fort Worth Star-Telegram on July 11, 2018, July 18, 2018, and July 25, 2018. Thirty-one vendors were solicited from the purchasing vendor database; five responses were received. Staff certifies that all bids received meet specifications. Staff recommends awarding non-exclusive purchase agreements to Caldwell Country Chevrolet, LLC, Grapevine DCJ, LLC, Jerry's GM LLC, Caldwell Country Ford, LLC doing business as Rockdale Country Ford and Sam Pack's Five Star Ford, LTD. for a combined amount up to $19,000,000.00 for the two-year term. Awarding non-exclusive agreements ensures the ability to meet the City's need for specific vehicles for various operations. BID TABULATION – See Attached PRICE ANALYSIS – The unit prices proposed by all vendors are not to be compared to previous purchases due to the change in specifications which allow for a broader span of vehicle configurations. No guarantee was made that a specific amount of units would be purchased. Staff estimates that approximately $9,500,000.00 will be expended during the first year for all Agreements. Purchasing staff reviewed the pricing and found pricing to be fair and reasonable and recommends awarding a two-year agreement with no renewal options. ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager in an amount up to $100,000.00 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. Upon City Council approval, the Agreements shall begin upon execution of the Agreements and will remain valid two years from that date. |
