HomeMy WebLinkAboutItem 12 - Vehicles STEM # 7---
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER VV'
MEETING DATE: APRIL 20, 2010
SUBJECT: APPROVAL TO PURCHASE VARIOUS VEHICLES FOR FLEET
SERVICES
RECOMMENDATION:
City Council to consider approval of a resolution to award purchase orders to Sam Pack's
Ford and to Westway Ford for various vehicles as shown on the attached bid summary in
the total amount of $268,315.65.
FUNDING SOURCE:
Funds are available in the following accounts:
325-48910-530-10-2010 Capital Equipment/Machinery Purchase FundlMotor Vehicles/
Utility Water
325-48910-531-10-2010 Capital Equipment/Machinery Purchase Fund/Motor Vehiclesl
Utility Wastewater
325-48910-312-10-2010 Capital Equipment/Machinery Purchase Fund/Motor Vehicles/
Parks
325-48910-340-10-2010 Capital Equipment/Machinery Purchase Fund/Motor Vehicles/
Lake Enterprise/Golf
325-48910-417-10-2010 Capital Equipment/Machinery Purchase Fund/Motor Vehicles/
Community Development
325-48910-415-10-2010 Capital Equipment/Machinery Purchase Fund/Motor Vehicles/
Public Works
BACKGROUND:
Bids were taken in accordance with Local Government Code Chapter 252, Subchapter B,
Section 252.021 (a)and Section 252.041 (a).The bid was advertised in the Fort Worth Star
Telegram on February 25, 2010 and March 4, 2010.
This request is to purchase 11 vehicles listed in Attachment A.All vehicles were approved
for replacement during the budget process for this fiscal year. Each vehicle has reached
the replacement criteria of Life Cycle Cost, Time in Service and Special Circumstances.
The fleet replacement criteria attachments show the current age of the replacement
vehicles and the approved replacement criteria for each vehicle.
Bids were issued to 14 vendors with eight vendors responding. The bid requested pricing
on both 2010 and 2011 truck and SUV model vehicles configured in gas, diesel and hybrid.
The lowest and most responsive bid on 10 of the vehicles was from Sam Pack's Ford and
the low bid on one vehicle was from Westway Ford. Each of these vendors met all of the
specifications and requirements of the bid. A summary as well as detail bid sheets are
attached for review.
Staff recommends award of the 10 vehicles shown in the bid summary to Sam Pack's Ford
in an amount not to exceed $255,385.00 and the one vehicle to Westway Ford in an
amount not to exceed $12,930.65 for a grand total of all orders of$268,315.65.
CD
ATTACHMENT A
Replacement Unit Vehicle Type Department Budgeted Funds Low Bid Amount
12345 GMC Truck Parks $28,000.00 $ 21,199.00
12348 GMC Truck Parks $35,000.00 $ 33,911.00
15210 Chevrolet Truck Streets $45,000.00 $ 351286.00
17119 Ford Explorer Dev.ServiceS$30,000.00 $ 27,986.00
30408 GMC Truck Water $24,000.00 $ 15,712.00
30428 GMC Truck Water Treat $25,000.00 $ 19,449.00
31201 Ford F350 Wastewater $50,000.00 $ 27,621.00
31211 Ford F550 Wastewater $65,000.00 $ 30,888.00
31221 Ford F350 Wastewater $45,000.00 $ 27,621.00
40106 Ford Ranger Golf $22,000.00 $ 12,930.65
40126 Chevrolet Truck Golf $22,000.00 $ 15,712.00
Total................ $391,000.00 $268,315.65
SUMMARY OF LOW BIDS
2011 Diesel, Truck, 2wd, 1 Tond Dual
1 Rear Wheel, Regular Cab, No Bed 2 Sam Pack's Ford $27,621.00 $55,242.00
2011 Diesel Truck, 2wd, 1 Ton Dual Rear
Wheel, Regular Cab, No Bed, Dumpbody
2 Option 1 Sam Pack's Ford $33,911.00 $33,911.00
2011 Diesel Truck, 2wd, 1 Ton Dual Rear
Wheel, Regular Cab, Service Body&
3 Liftgate 1 Sam Pack's Ford $35,286.00 $35,286.00
2010. Gas Truck, Copmpact Pickup,
4 Regular Cab, 6' Bed 1 Westwa Ford $12,930.65 $12,930.65
5 2011 Gas Full Hybrid Compact SUV 1 Sam Pack's Ford $27,986.00 $27,986.00
2011 Gas Truck, 4X2, 112 Ton Regular
6 Cab, 8' Bed 2 Sam Pack's Ford $15,712.00 $31,424.00
2011 Gas Truck, 314 Ton, Regular Cab, 8'
7 Bed, Optional Liftgate 1 Sam Pack's Ford $21,199.00 $21,199.00
2011 Gas Truck, 2wd, 314 Ton, Regular
8 Cab, 8' Pickup Bed 1 Sam Pack's Ford $19,449.00 $19,449.00.
2011 Diesel Truck, 2wd, 1 112 Ton, Cab &
Chassis, Dual Rear Wheel Regular Cab,
9 No Bed 1 Sam Pack's Ford $30,888.00 $30,888.00
Total............................................... $268,315.65
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City of Grapevine
Fleet Replacement Criteria
Unit: 12345
Make: GMC
Style: 7000
Model 1987
Miles: 40100
Purchase price: $19,530.00
Acquired date: 06/23/87
Age: 23 Yrs.3 mos.
Lifetime repair cost: $22,600.00
Total Lifetime Maintenance: $12,700.00
Maintenance Percentage
of Purchase price: 125%
Budgeted FY 09-10
Budgeted Funds: $28,000.00
Department: Parks
Fund Account: 312-3
Unit meets Replacement Criteria: Yes No
Life cycle cost X
Mileagelhrs X
Time in Service X
Special
Circumstances X
Note:
Unit maintenance cost escalating
City of Grapevine
Fleet Replacement Criteria
Unit: 12348
Make: GMC
Style: 2500
Model: 1998
Miles: 72100
Purchase price: $19,400.00
Acquired date: 04/02/98
Age: 12 yrs_
Lifetime repair cost: $22,500.00
Total Lifetime Maintenance: $25,000.00
Maintenance Percentage
of Purchase price: 125%
Budgeted FY 09-10
Budgeted Funds: $35,000.00
Department: Parks
Fund Account: 312-3
Unit meets Replacement Criteria: Yes No
Life cycle cost X
Mileagelhrs X
Time in Service X
Special
Circumstances X
Note:
Unit maintenance cost escalating
City of Grapevine
Fleet Replacement Criteria
Unit: 15210
Make: Chevrolet
Style: 3500
Model: 2000
Miles: 77000
Purchase price: $34,460.00
Acquired date: 03/16/00
Age: 10 yrs.
Lifetime repair cost: $32,000.00
Total Lifetime Maintenance: $34,500.00
Maintenance Percentage
of Purchase price: 100%
Budgeted FY 09-10
Budgeted Funds: $45,000.00
Department: Streets
Fund Account: 415-3
Unit meets Replacement Criteria: Yes No
Life cycle cost X
Mileagelhrs X
Time in Service X
Special
Circumstances X
Note:
Unit maintenance cost escalating
City of Grapevine
Fleet Replacement Criteria
Unit: 17119
Make: Ford
Style: Explorer
Model: 1999
Miles: 90200
Purchase price: $20,700.00
Acquired date: 02/11/99
Age: 11 yrs.
Lifetime repair cost: $17,700.00
Total Lifetime Maintenance: $20,000.00
Maintenance Percentage
of Purchase price: 100%
Budgeted FY 09-10
Budgeted Funds: $30,000.00
Department: Dev. Svcs
Fund Account: 417-22
Unit meets Replacement Criteria: Yes No
Life cycle cost X
Mileagelhrs X
Time in Service X
Special
Circumstances X
Note:
Unit maintenance cost escalating
City of Grapevine
Fleet Replacement Criteria
Unit: 30408
Make: GMC
Style: GMC 2500
Model: 1998
Miles: 100100
Purchase price: $17,695.00
Acquired date: 06/10/98
Age: 1.1 yrs.8 mos..
Lifetime repair cost: $20,000.00
Total Lifetime Maintenance: $22,500.00
Maintenance Percentage
of Purchase price: 120%
Budgeted FY 09-10
Budgeted Funds: $24,000..00
Department: Water
Fund Account: 530-1
Unit meets Replacement Criteria: Yes No
Life cycle cost X
Mileagelhrs X
Time in Service X
Special
Circumstances X
Note:
Unit maintenance cost escalating
City of Grapevine
Fleet Replacement Criteria
Unit: 30428
Make: GMC
Style: 2500
Model: 1998
Miles: 78200
Purchase price. $17,695.00
Acquired date: 03/16/98
Age: 12 yrs.
Lifetime repair cost: $12,000.00
Total Lifetime Maintenance: $12,700.00
Maintenance Percentage
of Purchase price: 72%
Budgeted FY 09-10
Budgeted Funds: $25,000.00
Department: Water Treatment
Fund Account: 530-2
Unit meets Replacement Criteria: Yes No
Life cycle cost X
Mileage/hrs X
Time in Service X
Special
Circumstances X
Note:
Unit maintenance cost escalating, Internal wear
City of Grapevine
Fleet Replacement Criteria
Unit: 31201
Make: Ford
Style: F350
Model: 2001
Miles: 115000
Purchase price: $52,300.00
Acquired date: 06/11/01
Age: 9 yrs.3 mos.
Lifetime repair cost: $38,000.00
Total Lifetime Maintenance: $42,100.00
Maintenance Percentage
of Purchase price: 75%
Budgeted FY 09-10
Budgeted Funds: $50,000.00
Department: Wastewater
Fund Account: 531-1
Unit meets Replacement Criteria: Yes No
Life cycle cost X
Mileagelhrs X
Time in Service X
Special
Circumstances X
Note:
Unit maintenance.cost escalating
City of Grapevine
Fleet Replacement Criteria
Unit: 31211
Make: Ford
Style: F550
Model: 2001
Miles: 125000
Purchase price: $64,120.00
Acquired date: 06/29/01
Age: 9 yrs.3 mos.
Lifetime repair cost: $41,000.00
Total Lifetime Maintenance: $45,500.00
Maintenance Percentage
of Purchase price: 71%
Budgeted FY 09-10
Budgeted Funds: $65,000.00
Department: WasteWater
Fund Account: 531-1
Unit meets Replacement Criteria: Yes No
Life cycle cost X
Mileagelhrs X
Time in Service X
Special
Circumstances X
Note:
Unit maintenance cost escalating
City of Grapevine
Fleet Replacement Criteria
Unit: 31221
Make: Ford
Style: F350
Model: 2001
Miles: 110000
Purchase price: $64,120.00
Acquired date: 06/11/01
Age: 9 yrs.3 mos.
Lifetime repair cost: $60,000.00
Total Lifetime Maintenance: $62,500.00
Maintenance Percentage
of Purchase price: 98%
Budgeted FY 09-10
Budgeted Funds: $45,000.00
Department: WasteWater
Fund Account: 531-1
Unit meets Replacement Criteria: Yes No
Life cycle cost X
Mileagelhrs X
Time in Service X
Special
Circumstances X
Note:
Unit maintenance cost escalating
City of Grapevine
Fleet Replacement Criteria
Unit: 40106
Make: Ford
Style: Ranger
Model: 1996
Miles: 80000
Purchase price: $12,400.00
Acquired date: 03/01/96
Age: 14 yrs:6 mos.
Lifetime repair cost: $8,000.00
Total Lifetime Maintenance: $10,400.00
Maintenance Percentage
of Purchase price: 80%
Budgeted FY 09-10
Budgeted Funds: $22,000.00
Department: Golf
Fund Account: 340-2
Unit meets Replacement Criteria: Yes No
Life cycle cost X
Mileagelhrs x
Time in Service X
Special
Circumstances X
Note:
Unit maintenance cost escalating
City of Grapevine
Fleet Replacement Criteria
Unit: 40126
Make: Chevrolet
Style: 1500
Model: 1994
Miles: 60000
Purchase price: $13,120.00
Acquired date: 03/01/94
Age: 16 yrs.
Lifetime repair cost: $7,800.00
Total Lifetime Maintenance: $9,200.00
Maintenance Percentage
of Purchase price: 75%
Budgeted FY 09-10
Budgeted Funds: $22,000.00
Department: Golf
Fund Account: 340-2
Unit meets Replacement Criteria: Yes No
Life cycle cost X
Mileagelhrs x
Time in Service X
Special
Circumstances X
Note:
Unit maintenance cost escalating