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HomeMy WebLinkAboutItem 07 - Fleet Vehicles MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER j ' MEETING DATE: FEBRUARY 3, 2009 SUBJECT: APPROVAL TO PURCHASE FLEET VEHICLES RECOMMENDATION: City Council to consider award of six, Ford Crown Victoria police pursuit vehicles from Sam Packs Five Star Ford and one, Dodge Charger from Dallas Dodge in the total amount of$203,143.00. FUNDING SOURCE: Funds are available in account 100-45561-109-1 (General Fund/P & L Claims Paid/Insurance) and in account 325-48910-209-09-09DI (Capital Equipment/Motor Vehicles/Police). 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 December 11, 2008 and December 18, 2008. This purchase is for six, Ford Crown Victoria police pursuit vehicles and one, Dodge Charger vehicle for the Police Department. The Ford Crown Victoria police pursuit vehicles are fleet replacement vehicles for existing fleet units that have met their replacement criteria in life cycle cost, time in service or special circumstances. Attached for review are the replacement criteria for the police pursuit vehicles. Each vehicle was approved for purchase during the budget process for this fiscal year. The Dodge Charger vehicle is a replacement for unit 92035 that was damaged in an accident. Invitations to bid were issued to 11 vendors including all major dealerships located in Grapevine. Two vendors responded to the invitation. Attached is a copy of the bid tabulation and the pricing. January 29,2009(9:52AM) Staff made calls to all vendors that were issued bids one week before the bid opening as a reminder of the date and time of the bid opening. Because only one bid was received for the six Ford vehicles, Staff compared the bid pricing received with Ford vehicles currently available through the Tarrant County Purchasing Cooperative. The comparative pricing (with special options included) was $30,391.00 through the Tarrant County Cooperative contract compared with the bid pricing received from Sam Packs Five Star Ford of $30,288.00. A comparison of the Dodge Charger vehicle could not be made because the type of vehicle specified is not on a cooperative contract. Staff believes based on the comparison, that the pricing received through the bid process was competitive and recommends approval of a purchase order award to Sam Packs Five Star Ford for the six, Ford Crown Victoria pursuit vehicles and to Dallas Dodge for the Dodge Charger vehicle. CD January 29,2009(9:54AM) 8 S _ci d % 2~j m I as a 2 ce )§f z k $oa § 8 a § - E�� \ 8- - - ! a 3.. - E2 c -• §;! 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K a. § a2 60 ■ La �� � ® ( \ \) 0 ; §\ 3 ■ a as 13! - 2 - 02 �� �\)§\ 7 \ -2-I-5 . f 2 co . ;xa . )�2t)§ § 2 _ .4 . > >0�oo> B m -5 > 2 2 2z k , , , , � c \ CD /)\ K � a » ca , ® a0.- m $ O I- > / # 0�� # J g222t7$77 . . g � �e.��2G § z § a _ ƒ ; @ ��� ■2 : k7 = ■ I gl0 a � 1- 02*If k2g7 © a■ & > $ : ®7\ -I §t§ § u� a n °°=oo0 $ ( j k § § ca 40 W Z , 4- 01 CO ' 40 City of Grapevine Fleet Replacement Criteria Unit: 92045 Make: Ford Style: CVPI Model: 2005 Mileage: 85800 Purchase price: $25,365.00 Acquired date: 01/12/06 Age: 2YRS. 10mos Lifetime repair cost: $6,600.00 Total Lifetime Maintenance: $13,105.00 Maintenance Percentage of Purchase price: 51% Budgeted FY 08-2009 Budgeted Funds: $38,000.00 Department: Police Ops Fund Account: 209-2 Unit meets Replacement Criteria: Yes No Life cycle cost X Mileage X Time in Service X Special Circumstances X Note: Escalating maintnenance cost City of Grapevine Fleet Replacement Criteria Unit: 92065 Make: Ford Style: CVPI Model: 2005 Mileage: 81200 Purchase price: $25,365.00 Acquired date: 12/12/05 Age: 2YRS.limos Lifetime repair cost: $6,340.00 Total Lifetime Maintenance: $12,905.00 Maintenance Percentage of Purchase price: 50% Budgeted FY 08-2009 Budgeted Funds: $38,000.00 Department: Police Ops Fund Account: 209-2 Unit meets Replacement Criteria: Yes No Life cycle cost X Mileage X Time in Service X Special Circumstances X Note: Escalating maintenance cost City of Grapevine Fleet Replacement Criteria Unit: 92075 Make: Ford Style: CVPI Model: 2005 Mileage: 86000 Purchase price: $25,365.00 Acquired date: 10/31/05 Age: 3YRS. 1 mo Lifetime repair cost: $8,450.00 Total Lifetime Maintenance: $12,238.00 Maintenance Percentage of Purchase price: 50% Budgeted FY 08-2009 Budgeted Funds: $38,000.00 Department: Police Ops Fund Account: 209-2 Unit meets Replacement Criteria: Yes No Life cycle cost X Mileage X Time in Service X Special Circumstances X Note: escalating maintenance cost service date will be met by delivery City of Grapevine Fleet Replacement Criteria Unit: 92085 Make: Ford Style: CVPI Model: 2005 Mileage: 80000 Purchase price: $25,365.00 Acquired date: 03/23/06 Age: 2YRS.7mos Lifetime repair cost: $7,190.00 Total Lifetime Maintenance: $11,360.00 Maintenance Percentage of Purchase price: 50% Budgeted FY 08-2009 Budgeted Funds: $38,000.00 Department: Police Ops Fund Account: 209-2 Unit meets Replacement Criteria: Yes No Life cycle cost X Mileage X Time in Service X Special Circumstances X Note: Escalating maintenance cost City of Grapevine Fleet Replacement Criteria Unit: 92115 Make: Ford Style: CVPI Model: 2005 Mileage: 75000 Purchase price: $25,365.00 Acquired date: 01/23/06 Age: 2YRS. 10mos Lifetime repair cost: $11,840.00 Total Lifetime Maintenance: $13,266.00 Maintenance Percentage of Purchase price: 51% Budgeted FY 08-2009 Budgeted Funds: $38,000.00 Department: Police Ops Fund Account: 209-2 Unit meets Replacement Criteria: Yes No Life cycle cost X Mileage X Time in Service X Special Circumstances X Note: Escalating maintenance cost milage will be over by in service date City of Grapevine Fleet Replacement Criteria Unit: 92165 Make: Ford Style: CVPI Model: 2005 Mileage: 88000 Purchase price: $25,365.00 Acquired date: 08/26/05 Age: 3YRS.3mos Lifetime repair cost: $8,300.00 Total Lifetime Maintenance: $13,320.00 Maintenance Percentage of Purchase price: 51% Budgeted FY 08-2009 Budgeted Funds: $38,000.00 Department: Police Ops Fund Account: 209-2 Unit meets Replacement Criteria: Yes No Life cycle cost X Mileage X Time in Service X Special Circumstances X Note: Escalating maintenance cost, service date will be met by delivery