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Home My WebLink AboutItem 14 - Fleet VehiclesMEMO TO FROM MEETING DATE: I ITEU HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL ROGER NELSON, MARCH 15, 2005 CITY MANAGER SUBJECT: APPROVAL OF BIDS AND A RESOLUTION FOR THE PURCHASE OF FLEET VEHICLES THROUGH THE COMPETITIVE BIDDING PROCEDURE AND THROUGH AN INTERLOCAL AGREEMENT WITH TARRANT COUNTY, TEXAS RECOMMENDATION: City Council to consider approval of an award and resolution for the purchase of fleet vehicles as described in the attached vehicle list from Classic Chevrolet and Philpot Ford through the competitive bidding process and through an existing Interlocal agreement with Tarrant County, Texas in an amount not to exceed $1,093,182.34 FUNDING: Funds are available in account 325-48910-000-0-0007 Lease Fund/Motor Vehicles 2005. BACKGROUND: This recommendation is for the procurement of various types of Chevrolet and Ford vehicles as approved by Council to be purchased in the 2005 budget and as listed on the attached vehicle list. Staff obtained pricing through the competitive bid process and through an interlocal agreement with Tarrant County, Texas. Staff issued bid invitations in accordance with Local Government Code Chapter 252, Subchapter B, Section 252.021 (a) and Section 252.041 (a) for all of the vehicles listed on the vehicle list attachment. Advertisements posted in the Fort Worth Star Telegram and the Grapevine Sun on January 20, 2005 and January 27, 2005. Staff issued bid invitations to eleven area dealerships and received responses from two dealerships. Both responses were from Chevrolet Dealerships. One Ford Dealership (Westway Ford) submitted a bid after the bid opening time and, in accordance with the bid specifications and City Purchasing Policy, was returned to the vendor unopened. Classic Chevrolet and Lynn Smith Automotive submitted bids for 33 of the 49 vehicles on the list. Classic Chevrolet was the lowest overall bid for these vehicles with a total bid of $690,458.34 and met all of the requirements of the bid invitation. The bid tabulation is attached for review. Because bids were not received from Ford Dealerships, Staff researched pricing from current interlocal agreements with Tarrant County, the Texas Local Government Purchasing Cooperative and the Houston -Galveston Area Cooperative. The inter -local agreement with Tarrant County presented the best pricing and value to the City. Tarrant County solicited bids for these vehicles and County Commissioners approved a contract with Philpot Ford on September 18, 2001 and renewed the contract on May 11, 2004 as an annual agreement. The total amount of the purchase for the Ford vehicles through the Tarrant County contract would be $402,724.00. Staff recommends that Classic Chevrolet be awarded all Chevrolet vehicles and that the Ford vehicles be purchased from Philpot Ford through our existing interlocal agreement with Tarrant County. (Inter -local Cooperation Act, Chapter 791, Texas Local Government Code). Staff recommends approval. ME Page 1 City of Grapevine Tabulation of Bids Bid/Pr" Number 215-2005 BKOpening nia Bate: Sic*Name. Fleet Vehicles issued 5 Bide Raid: 2 47� Public Works " � pe ;r- Fleet Division 14sf Ad. .= 1/20/2005 2qd Ad." "- 1/27/2005 Name of Bidder ... ... lClassic Chevrolet I Lynn Smith Chevrolet Address ................................................. 11101 SH 114 1925 N. Burleson Blvd. City/State/Zip. ......................................... lGrapevine, TX 76099 1 Burleson, TX 76028 90"1,03 1 rw00 {tem ` 1temKi3escnpfion, Unit Unit` Prfce ` Tt►fai'Price f lt+it Price ' Total"Price Tota! Pace " 6100 GVWR'/:ton GM, 2 wheel drive (Extended cab) pickup truck 1 with short bed 1 Each $16,547.54 $16,547.54 $16,458.00 $16,458.00 Equivalent Model: 8,600 GVWR min full size pickup truck with 8' bed, lift gate and WORK TRUCK Trim level 21 11 Each $19,226.54 $19,226.54 $19,263.00 $19,263.00 Equivalent Model: 11,400 GVWR min full size 4 -door dual rear wheel 3 pickup truck with 8' bed 1 Each 1 $30,673.54 $30,673.54 $29,888.00 $29,888.00 Equivalent Model: 8,600 GVWR min full size pickup truck with 8' bed 4 WITHOUT LIFT 1 Each $17,373,54 $17,373.54 $16,724.00 $16,724.00 Equivalent Model: 8,600 GVWR min full size pickup truck with 8' bed 4A WITH LIFT 21 Each $19,008.54 $38,017.08 $18,356.001 $36,712.00 Equivalent Model: 8,600 GVWR min full size pickup truck with 8' bed 5 3 Each $19,025.54 $57,076.62 $17,904.00 $53,712.00 2005 4 Door 2wd Trail Blazer with 6 Convenience Package 9 Each $18,136.00 $163,224.00 $18,073.00 $162,657.00 Equivalent Model: 2005 4 Door 7 Malibu Sedan 11 Each $14,287.001 $14,287.00 $13,778.001 $13,778.00 Equivalent Modei:2005 Police Utility Vehicle. 4 -Door, (2) wheel drive Chevy Tahoe w/police package K9 8 Units 2 Each $26,612.12 $53,224.24 $30,651.00 $61,302.00 Equivalent Model:2005 Police Utility Vehicle. 4 -Door, (2) wheel drive Chevy Tahoe w/police package 8A 41 Each $25,079.121 $100,316.48 $28,561.00 $114,244.00 Equivalent Model: 2005 Chevy Police Impala's (9C3) rated for 9 Police use. 4 Each $17,032.15 $68,128.60 $19,964.00 $79,856.00 Equivalent Model: 11,400 GVWR min., 2 -wheel drive cab/chassis 10 dumping flat bed trucks. 2 Each $30,890.54 $61,781.081 $32,153.00 $64,306.00 11,000 GVWR min., 2 -wheel drive 11 cab/chassis service truck. 1 Each $30,378.54 $30,378.54 $30,415.00 $30,415.00 6,800 GVWR GM, 2 -wheel drive (4 - door) pickup truck, w/short bed for 12 1 utility manager. 1 Each1paint $20,203.54 $20,203.54 $19,225.00 $19,225.00 $690,458.34 $718,540.00 Trade In Price .......................... Included $14,000.00 Grand Total ............................ $690,458.34 $704,540.00 For Items Item 6 -Bid ISA package. 1,2,3,4,4A,5,10,11 & 12 To get ISB package add $612.54 was added for 937.00/unit -- power windows.Vendor Error on item 4 -Vendor Notes ...................................... did not include in bid. Switched unit rices Trade in price is for all Item 9 -If special order that are in working add $1,572.85 condition 0) r_ c M M M �o mora)�o "0 U) U) V) a Z N U) M M co C7, c C). 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Lo to m W to LO to In 0 'oMOW(owmWW M M Cli CM M Cli Cli N (9 tcNq (NA 6N). ..j o o o o C) CD CD C) &ggggggg LO U-) 0 0 C) 0 CD LQ C) LQ 0 Lq R -N -N R "t C4, 0 0 0 w to V) 0 0 V00000000 ID 42- 42 to- 42- cl W Q)U U(1) Q) 0 0 0 0 0 0 0 .0 —2 —2 0 —2 m m m m co 010101010 01010 tn ID CD Lo I- a to Lo co (n 0 <D 'o Lo M M W acliNN(N , z cn m NNN 0 CN 0 CD 0 UNI N mmmmmmm NNN N N N m M RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNATE TO PURCHASE FLEET VEHICLES THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT WITH TARRANT COUNTY, TEXAS AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City of Grapevine, Texas is a local government in the State of Texas and as such is empowered by the Texas Local Government Code, Section 271.102 to enter into a cooperative purchasing program agreement with other qualified entities in the State of Texas; and WHEREAS, Tarrant County, Texas is a qualified entity as authorized by Section 271.101 of the Texas Local Government Code; and WHEREAS, the City of Grapevine, Texas, has an established Interlocal Agreement with Tarrant County, Texas and wishes to utilize established contracts meeting all State of Texas bidding requirements; and WHEREAS, Tarrant County, Texas has established a contract with Philpot Ford for the following vehicles: 1 Each Crown Victoria (School Res) @ $24,321.67/Ea 1 Each Ford Explorer @$23,521.00/Ea I Each C.V. Patrol (Slick Top) @ $24,914.67/Ea 1 Each C.V. Patrol @ $25,734.67/Ea 1 Each C.V. Patrol @ $25,209.67/Ea 11 Each C.V. Patrol @ $25,365.67/Ea NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS: Section 1. That all matters stated in the above preamble are true and correct and are incorporated herein as if copied in their entirety. Section 2. That the City Council of the City of Grapevine authorizes the purchase of the vehicles from Philpot Ford for a total cost not to exceed $402,724.05. Section 3. That the City Manager, or his designee, is authorized to take all steps necessary to consummate the purchase of said vehicles. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 15th day of March, 2005. ATTEST: FWAZZIMOMMMOWTUN "s i