M&C Review


COUNCIL ACTION:  Approved on 12/4/2018 

DATE: 12/4/2018 REFERENCE NO.: **P-12281 LOG NAME: 13P18-0406 SIX TRAILERS LSJ PMD
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:   Authorize Purchase of Six Trailers from Interstate Trailers, Inc., in an Amount Up to $132,862.00 for the Transportation and Public Works and Water Departments Through the Property Management Department (ALL COUNCIL DISTRICTS)

RECOMMENDATION:

It is recommended that the City Council authorize the purchase of six trailers from Interstate Trailers, Inc., in an amount up to $132,862.00 for the Transportation and Public Works and Water Departments through the Property Management Department.

 
DISCUSSION:

The Property Management Department (PMD) approached the Purchasing Division for assistance with buying six trailers. Three trailers will be used by the Water Department and three trailers will be used by the Transportation and Public Works Department to move off-road equipment to and from worksites throughout the City. 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 September 12, 2018, September 19, 2018 and September 26, 2018. Twenty-five vendors were solicited from the purchasing vendor database and three responses were received. Kirby Smith Machinery was the apparent low bidder but the units offered did not meet unloaded height requirements as specified and the bid was subsequently rejected.

Staff recommends awarding the purchase of all six trailers to Interstate Trailers, Inc., in the amount of $132,862.00. This combination represents the lowest cost for each model selected meeting all required specifications. Warranty information, manufacturer's Statement of Origin and original sales invoice will accompany the new units upon acceptance and delivery to the 4100 Columbus Trail facility. The six new trailers will be replacements for six unreliable trailers that can no longer be economically maintained.  

BID TABULATION - (see attached)

TOTAL COST OF OWNERSHIP (TCO) - Over their service life of eight years the total cost of ownership for six trailers will be - $231,419.00.  

PRICE ANALYSIS - The unit price for the 40 DLA trailer is 8 percent higher than the previous unit price approved by City Council in 2016 (M&C P-11882). The price increase is due to a new model year being purchased.  Staff has reviewed the prices and found them to be fair and reasonable based on current market values.  

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 units will be delivered within 120 days after receipt of a purchase order.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available in the current Operating and Capital budgets, as appropriated of the Vehicle Equipment Replacement Fund and the Water Capital Projects Fund. Prior to an expenditure being incurred, the participating departments have the responsibility to validate the availability of funds.

BQN\18-0406\LSJ
TO
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FROM
    Fund Department
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Program Activity Budget
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(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:
LaKita Slack-Johnson (8314)

 
 
ATTACHMENTS
  18-0406 BID TAB.pdf
  18-0406 Form 1295_Redacted.pdf