HomeMy WebLinkAboutItem 15 - Chevrolet Vehicles I L.. III :# I
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: FEBRUARY 19, 2013
SUBJECT: APPROVAL OF A RESOLUTION FOR THE PURCHASE OF 26
CHEVROLET VEHICLES
RECOMMENDATION:
City Council to consider approval of a resolution for the purchase of 26 Chevrolet
vehicles from Reliable Chevrolet through a Cooperative Agreement with the State of
Texas CO-OP Purchasing Program.
FUNDING SOURCE:
Funding for these purchases are currently available in account 325-48910-415-13-0017
(Capital Equipment/Machinery Purchase Fund/Motor Vehicles) in the amount not to
exceed $29,709.27. Account 325-48910-118-13-0016 (Capital Equipment/Machinery
Purchase Fund/Motor Vehicles) in the amount not to exceed $76,388.00. Account 325-
48910-210-13-0013 (Capital Equipment/Machinery Purchase Fund/Motor Vehicles) in
the amount not to exceed $67,377.34. Funding for the purchase and specialized
equipment for the Police vehicles in 325-48910-209-13-0021 will come from the
issuance of Certificates of Obligation and will be available for the amount not to exceed
$688,409.07 for the vehicles and $3,590.93 for specialized equipment not to exceed
$692,000.
BACKGROUND:
This purchase will be made in accordance with an existing Cooperative Agreement with
the State of Texas CO-OP Purchasing Program as allowed by Texas Local Government
Code, Section 271.081, 082 and 083 State Cooperative Purchasing Program.
Bids were taken by the Cooperative and a secondary contract was awarded to Reliable
Chevrolet. The Public Works Department staff reviewed the contracts for specification
compliance and pricing and determined that the secondary contract with Reliable
Chevrolet would provide the best product and pricing for meeting the needs of the City.
The Interlocal Contract for Cooperative Purchasing satisfies all bidding requirements
under the Texas Local Government Code.
Fleet Services Division of the Public Works Department recommends awarding Reliable
Chevrolet on the Cooperative Contract rather than Caldwell Country Chevrolet. The
justifications are below:
February 14, 2013 (10:16:12 AM)
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Caldwell Country is located over 200 miles south of Grapevine.
Past service and communications has been less than acceptable with Caldwell
Country Chevrolet.
The inconvenience of inspecting orders from Caldwell Country prior to the
delivery to up-fitter or the City of Grapevine.
• Reliable Chevrolet having many units in stock and readily available.
• The connectivity needed between vendor, customer and up-fitter in the up-fitter
build out process is of importance.
• The immediate correspondence needed between vendor, Fleet Department,
Police Department, Fire Department and up-fitter.
• Any warranty or corrective action will ultimately be done within a 20-mile radius of
Grapevine by a local dealer, Reliable Chevrolet located in Richardson being
closer as an initial supplier.
Excellent past service and response from Reliable Chevrolet.
• The cost of shuttling vehicles back and forth to Caldwell, Texas on order would be
an issue as well as time consuming.
The City of Grapevine will need to work closer with vendor and up-fitter for the
install of special equipment and the new preemption equipment, making proximity
crucial.
The State of Texas contract allows the user agency to purchase from a contracted
vendor other than the primary awarded vendor as long as the justification for doing so is
submitted to the State contract manager and approved by them. Fleet Services feels
that it would serve our needs better to use Reliable Chevrolet with Assistant Police Chief
Flanagan and Capt. Hall concurring. The special applications and equipment being
installed makes logistics of our vendor important.
Fleet Services recommends utilizing the secondary contract based on prior service
history and the logistics of the vendor as well up-fitting needs for the emergency
equipment installs. This purchase is for 26 Chevrolet vehicles on the Vehicle and
Equipment Replacement List for FY2013 Budget, replacing vehicles in the Police, Fire
and Public Works Department.
Staff recommends approval.
PH/BS
February 1 , 2013 (10:16:12 A )
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RESOLUTION NO.
RESOLUTION F THE CITY COUNCIL OF THE CITY O
GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER
OR THE CITY MANAGER'S DESIGNEE TO PURCHASE 26
CHEVROLET VEHICLES THROUGH AN ESTABLISHED
COOPERATIVE AGREEMENT AND PROVIDING A
EFFECTIVE DATE
WHEREAS, the City of Grapevine, Texas is local government in the State of
Texas and as such is empowered by the Texas Local Government Code, Sections
271.081, 271.082 and 271.083 to purchase an item under state contract therefore
satisfying any state law requiring local governments to seek competitive bids; and
WHEREAS, the State of Texas term contracts are a qualified purchasing
cooperative program as authorized under the Texas Local Government Code; and
WHEREAS, the City of Grapevine, Texas has established a Cooperative Agreement
with the State of Texas, #M2201 and wishes to utilize a contract meeting all State of
Texas requirements; and
WHEREAS, the State of Texas has an established term contract 071- 1-
Automobiles and Law Enforcement Vehicles with Reliable Chevrolet as the secondary
contract holder.
NOW, THEREFORE, BE I IF RESOLVED Y 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 26 Chevrolet vehicles for various departments from the second tier vendor, Reliable
Chevrolet for an amount not to exceed $688,409.07.
Section 3. ....Fhat the City Manager, or his designee, is authorized to take all steps
necessary to consummate the purchase of said motor vehicles.
Section 4. That this resolution shall take effect from and after the date of its
passage.
PASSED AND APPROVED THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 19th day of February, 2013.
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APPROVED:
ATTEST-
APPROVED AS TO
FORM:
RES. NO. 2