M&C Review


COUNCIL ACTION:  Approved on 12/4/2018 

DATE: 12/4/2018 REFERENCE NO.: **P-12282 LOG NAME: 13P18-0375 FOUR FORD F550 AERIAL TRUCKS LSJ PMD
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:   Authorize Purchase of Four Ford F550 Aerial Trucks from Caldwell Country Ford LLC d/b/a Rockdale Country Ford in a Total Amount Up to $514,588.00, for the Transportation and Public Works and Information Technology Departments Through the Property Management Department (ALL COUNCIL DISTRICTS)

RECOMMENDATION:

It is recommended that the City Council authorize the purchase of four Ford F550 aerial trucks from Caldwell Country Ford LLC d/b/a Rockdale Country Ford in a total amount up to $514,588.00, for the Transportation and Public Works and Information Technology Departments through the Property Management Department.

 
DISCUSSION:

The Property Management Department (PMD) approached the Purchasing Division for assistance with buying four aerial trucks. Three of the aerial trucks will be used for the repair and maintenance of the City's traffic lights by the Transportation and Public Works. One truck will be used by the Information Technology (IT) Department for installation and maintenance of IT equipment.

The Purchasing Department issued an Invitation to Bid (ITB) consisting of detailed specifications as to the body specifications, materials, model and requirements for the new trucks. This bid was advertised in the Fort Worth Star-Telegram on August 15, 2018, August 22, 2018 and August 29, 2018. Forty-Four vendors were solicited from the vendor database and four responses were received. Staff recommends awarding the purchase of all four Ford F550 aerial trucks to Rockdale Country Ford in an amount $514,588.00. This combination represents the lowest cost for each model selected.

Three trucks will be replacements for outdated, unreliable trucks that can no longer be economically maintained. One truck will be an addition to the fleet. The old trucks will be sold at auction. Staff certifies that the vehicles meet required specifications and are expected to operate satisfactorily during their service life of 15 years for each new truck. Warranty information, manufacturer's Statement of Origin and original sales invoice will accompany the new vehicles upon acceptance and delivery to the 4100 Columbus Trail facility.

BID TABULATION - (see attached)

TOTAL COST OF OWNERSHIP (TCO) - $752,112.00 over 15 year service life for all four units.

PRICE ANALYSIS - There is no recent purchase history for units with these configurations. Staff certifies the pricing is 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 trucks will be delivered within 280 days after receipt of a purchase order.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that all funds are available as appropriated of the ITS Capital Projects Fund and the Vehicle Equipment Replacement fund. Prior to an expenditure being incurred, the Property Management department has the responsibility to validate the availability of funds.

BQN\18-0375\LSJ
TO
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FROM
    Fund Department
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Account Project
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Program Activity Budget
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Reference #
(Chartfield 2)
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Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Cynthia B. Garcia (8525)
Additional Information Contact:
LaKitaSlack-Johnson (8314)

 
 
ATTACHMENTS
  18-0375 BID TABULATION.pdf
  18-0375 FORM 195.pdf