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HomeMy WebLinkAboutItem 05 - Vehicles �--- ���� � � MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL � FROM: BRUNO RUMBELOW, CITY MANAGER � MEETING DATE: APRIL 1, 2008 SUBJECT: APPROVAL OF THE PURCHASE OF CITY VEHICLES RECOMMENDATION: � City Council to consider approval of the purchase of various City vehicles from the vendors listed in Schedule A. The total amount of all purchases is $253,203.06, FUNDING SOURCE: Funds are budgeted in the following accounts: 325-48910-209-08 Capital Equipment/Motor Vehicles/Police........................$66,000.00 325-48910-312-08 Capital Equipment/Motor Vehicles/Parks......................$207,000.00 325-48910-415-08 Capital Equipment/Motor Vehicles/Public Works..............$75,000.00 325-48910-530-08 Capital Equipment/Motor Vehicles/Public Works..............$22,000.00 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 January 24, 2008 and January 31, 2008. This purchase is for 15 vehicles for the Police, Parks and Public Works Departments. The 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 is a list of the vehicles to be purchased along with the replacement criteria for each. Each of the vehicles were approved for purchase during the budget process for this fiscal year. Invitations to bid were sent to 13 qualified vendors including all major dealerships located in Grapevine. Seven vendors responded to the invitation. In order to obtain the most economical and best pricing available, the bid specifications requested pricing on 2007 and 2008 models as well as models that included pricing with gasoline, flex fuel or hybrid fuel configurations. The specifications stated that the City would choose the model and fuel configuration that would best meet the City's requirements. � March 25, 2008 (11:58AM) Attached is a copy of the bid tabulation and the pricing for each of the requested configurations. In addition, Staff has included a summary of the type of vehicle recommended and the lowest bid received for that vehicle. Staff inctuded in the analysis the five percent allowed for consideration of local dealerships. Bids may be awarded to local vendors if they are within five percent of the lowest bid. The analysis did not allow for any additional consideration of local dealerships other than the lowest bids that were received. Item 6 of the invitation to bid originally requested pricing on one 2008 mid-size sedan, and item 8 requested pricing on two 2008 small SUV's. After a review by Fleet Services and the requesting departments, it was determined that it would be in the best interest of the City and the requesting departments to order two mid-size sedans and one small SUV. This change would allow the City to order a hybrid model sedan at a lower cost. After speaking with the requesting departments, it was determined that the departments could operate without any disruption of service with a sedan rather than an SUV. The bid specifications allowed for a change in quantities if it was in the best interest of the City. Staff is recommending that the lowest bid received be awarded for each item and the recommended configuration with the exception of item 4. Item 4 is for a 1/2 ton Crew Cab Pickup. The lowest bid received for this item was from McKinney Dodge, Inc. This vendor did not meet the required specifications in the towing package and should not be considered for an award. 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'� �.�, N N N N N N N N N N N N N N N iE .� � ' �— �— �— � � � � �— � � � i— N � f � 's.�. � ��' � ^����� r- N M � � CO I� oJ � � r.:N Ci�r of Gra�a�e�ine Ft��t Repiacerner�t C�a��r@� �;���: sz�� Make: Ford Sty!e: C\/PI Moclel: 20Q4 M�leaae: 8�000 Purehase price: $21,750.00 Acquired date: 02/23/04 A.�p: 3Yrs.11 Mos. L�fet?me repair cost: $6,45C.Q0 Total Lifekime Maintenance: $8,12Q.00 Maintenancs Percentage of�'urchase price: 3?% B��ge+ed FY 07 -20Q8 B�adge'ed Fu�ds: $33,OOQ.00 De�artment: P�l�ce Ops. F��n�+ Accourk: 209-2 Uni� ;?meets Rep�acement Criteria: Yes No Life cycle cost ); Mileaoe � Time in Senrice � Special Circumstances X P��.�e: I11/�ile�ae a�d T�me ir Service wilE exceed crteria @ t�me of orde� Ci�r of Crap��ir�� Flee� Replacement Grit�€-€« l9nof: 9'f 62 Make: Chevrolet Stvle: Camaro Model: 2002 Mileage: 63000 Purchase price: $24,000.00 Acquired date: CS/26/02 Age: 5Yrs. 2Mos. Lifetime repair cost: $10,530.00 Total Lifetime Maintenance: $13,240.00 Maintenance Percentage of Purchase price: 52% Budgeted FY 07-2008 Bu�geted Funds: $33,000.00 DEpartment: Police Ops. Furd Account: 209-2 Unit meets Replacement Criteria: Yes ho Life cycie cost X f�ileage X Time in Service X Special Circumstances X. t���e: Replacement wiil accommodate transport of rear seat passenger Cit� of Grape�i�e Fleet Replacemenfi Ge�t�r�� �:���: 12327 I�ake: Ford Style: F250 Model: 1997 fV�i'eage: 68568 P�archase �rice: $19,000.00 Acquired �iate: 03/15/97 Age: �o Y�s. �nnos. L+tetime repai�cost: $7,215.00 Tota! !_ifstime Maintenance: $9,566.00 I�a�r�tenance Percentage �f Pur�hase price� 50% Budgeted FY 07 -2008 "'"�, }�# Budgeted Funds: $22,000.00 C'epartment: Parks Maint. F��rd Account: 312-3 Unit meets Replacernent Criteria: Yes No Life cycle cost � Mileage X Time in Service X Special Circumstances X h��r�e: Dav+!^ size ta 1/2 ton Reg. Cab picic�p incluci�ng strobes and lightba� ,� C�ty o�C�ape�si�� ��e�� Re�lac�a�e�t�Cr°s����� �.+n�%: �237� Make: Gf�C Sty?e: 3/4 PU f�oc�ei: 1998 �9Eleage: 9944� P�;rchase price: $17,694.00 Acc�uired date: 03/16/98 Ag�: 9Yrs. 7Mos. ��fet�me re�air cost: $8,550.00 �eta! !�fet�me lVlaintenance: $?0,865.00 Mai�tenance Percentage ��Rurchase price: 61% a�dr�eted �Y 07 -2008 E�.adgeted �unds: $22,Q00.00 Ge^a�tment: Parks Maint. F��n� Acc�unt: 312-3 ��r�t meets Replacement Criteria: Yes Nc Life cycle cos� X n!lileage X Time in Se�vic:e X Special Circumstances Y. �����; Q��n�r s�ze to ?/2 ton Reg. Gab pi�kup incl:�din� s�robes and liahtbar ��.�.. City Qf Grape�ri�e F6eet Repiacernent �s-���s��� „cvz'T5{l. �!�G w; ����s ��lake= Ford Stvle: Aerostar fU�odel: 1996 Mile�ge: 61500 Purchase p�ice: $16,580.00 Ac�i�ired date: Q1/31/96 A,ge: 11 Yrs. 10 Mos. !_ife±irne repa�r cost: $7,200.00 Total I ife±ime Maintenance: $8,950.00 Maintenanre Percentage of Purch2se �arir,e: 54% Budaetec� FY C7-2�J08 ,�,,, Budc�eted Fu�ds: $22,000.00 �epa�finent: Recreation �a�d Account: 312-4 �.�;,�t meets Replacernent Criteria: Yes R!o Life cycle cost Y. Mileaae X Time in Senrice Y. Special Circumstances i� i���e: �e�ar�ment uses t.h.is vehicle in the field as a pickup, does not fit a��liva+,i�n Re�!�cing u�ith 1/2 ±on Reg. Cab pickup � Cify of Gr�pev►in� Fleet Replacement Criteria tJni�: 30126 Make: Ford Styfe: F 15Q Model: 1996 Mileage: 74000 Purchase p�ice: $15,200.00 Acquired date: 10/19/95 Age: 12Yrs. Lifetime repair cost: $10,100.00 Total Lifetime Maintenance: $12,800.00 Maintenance Percentage of Purchase price: 84% Budgeted FY 07-2008 Budgeted Funds: $22,000.00 Department: Water Dist. Fund Account: 530-1 Unit meets Replacement Criteria: Yes No Life cycle cost X Mileage X Time in Service X Special Circumstances X Not�: Purchase of strobes and light bar included in funds City of Grapevi�� Fleet Replacement Criter�� �. !��i�:: 123'i S Make: Chevrolet Sr�le 3/4 PU I�rtode!: 1995 M�leage: 63829 Purchase price: $17,000.00 Ac�uired date: 05/10/95 Age: 12YRS. 5MOS. Lifetime repair cost: $8,350.00 Tatal Lifetime Maintenance: $9,672.00 �l!ainkenance Percentage a�Purchase price: 57% Bu�geteci FY 07 -2008 � Bucigeted Funds: $23,OQO.QO Departmenk: Parks Maint. Fund Account: 312-3 Jn�t meets Replacement Criteria: Yes tWo Life cycle cost ): Mileage %� Time in Service X Special Circumstances Y. t�e4�: Do�n�n sizing ta 1/2 ton 4dr pick�:p includirg sxrobes and lightbar �,� Ci#� �� C�����srt� �°9��+� ���i������� �����~a� ll�q�: 'i53€�7 �u�a��: Ford Sty;e: F i 5f; f���c�e!: 1997 �/di!eage: 765�C '�u�c,hase pr;re: �2Q,�00.00 Ar�t�;red d�}e: Q3/15197 A.�e: ?o'Y�_ 7Mos. LifP.t9!�C�2 ��'�J�IS��CSt. :68,20Q.��J TetU6 �ifi�time �/?�er�tp�ar�ce: �1C,950.GC f��ain�e,��nc� Fercen#�gQ C�€F'41��I��se. �ricP: 5S°lo ��s�geke� F`( �7-20Q� L�!��ge±Q� �ands: $2�,Ov0.OQ Je��rtr�en�: Traffic FIJ!?C� 4CCc�1.lf�t: �1�J-4 lls�sit mepts �?Ppi�c�ment Criteri�: Yes �lo Life cycle c�st X d�!#ifea�� ;C Tim� in Sen�i�� �; Sper.ial C:irc�!�tst�ft�eS ?�. t���:�: � City of Cr��pe�ren� �(ea�i� F£ep6�c�rr��n� Cr���r�� llc��t: '!2'!6�� ��a!<e Ford Stvle: T�ur:�s "t/cd?;: 1996 �ileage 68G0� F;�rchase price: $?5,312.Q0 A��uired �ate: 1'!/29185 Aoe: 1z Yrs. 11 Mos. Life±ime �@,C`iclf C�St: $7,3Q0.00 -�ota,! Lifetfine �rlaintenar:ce: �Q,128.00 11��in#e;;ancn Pefcentage of Pc�rc�ase pr�ce: 60% Buc�geted �=Y ?7 - 2Q08 8��g°ted FGnclS: $18,O�C.00 Depa��e�z: Recreation �Ea��' .Accos�^t: 312-4 �'n�t me�±s Re�lacerment Criie�ia Yes Na Life cycle cost X Mi�eage X Time sn Serrice \ S�ecial Cir�u!r�stances X �::.,��F- �a� ��������s��� �P��� �������r�-e��� �r��:��°�. ��i;: "���� �Aaku: Chev�cle# St �� B{�,zer �.�: E�io�s�l� 19�8 �P�leaa�: 73�G�0 ~f%fChaS? �:�EC�: ���,OvO.�Q Ac��±;�eci d�t�: 11lQ5197 ,q � gv�s. 1� PAos. g_.. f_iL�t!me rE��a��Cos}: $�,55C.^n T�t�f �_i�e�ir�e €���ir±e��ar�ce: ��;8�5.QL� t�'.ais?tes;�arc� �er�entaae �` rt!��?�2s2 �r;�e: V 3�°!� ! �uc�gp��� �y C� - 2C�8 �.�.:a�gee�� Func�s: �2�,0[�0.�30 ��e�artrr�n:: Env�r�me�eta'r F�E���c���!rt 41�-5 �9^;�: :���ts Rer���ce�erf�riteri�_ "��s P�c L�f� cycEe ce�t �__ `__._ I�r��ea�e �,. Ti�a in C�:JfCP, i; S�'i�Clr3� �E�CL3�??S1`_3R�nS iv �•:��±t;*:; Ci�r �f G�'�}��K�t�� ����� �e�t������� �:�°��:���� �:���: '�Z'€�$8 r,,"a•n ��rct 5;��!e: r�e��s#ar P. � n !u;✓ •J �1!°{IlP3Q'�. �"�'J���7 ��.��cha�� �r;ce: $13,�23.�0 �c�!sir=�r� �ate: '�2/18195 F��� ?!yrs.lCmos. 1_ife�ir,e rQpair cos±: �6,92".00 ?r�t�i Lsgetsme �+r��ir�ter!a�ce: $i?,�80.QC h,�a�r:rer�ar�cF Percent��e �i�Lsr�h�S� p'�,rlC2: 5t^.�°.�o �t,�r�Qpe� �Y u7 -2C08 � BL:.���-ted �u€?ds: �25,��C.JO �£'rJ<�i IiTP..^t. SE1ICi CiB�iZ$`1S ��€!`c± �1Cf;out'�i: 312-2 {v•,jf�t-�oG��� ��of}ir3C�'�!Efit C(I��i!`c?: �/cS (',I^ s� �ifA cycle ���t t �wRi�ea�? �� T±me ?� �2r�.lr,^e :� Sp��i�; CifLurist2rce:, n €_���R^ �h?S V��RC�� iS L'SBC� `O�iiclf':S;?�f�,�R:`., ,D�SS�� "�S ` i�S t0 !'t?�'?'`. .'Q'.h an r: ctr� f[y�� i. �/ . .. �� �!?d ic � �r r��?�€� i?�,.. !tS �_.�i�tq 2R� lff?{ri?C,�i't� Qf�2S�2nQ",� !'f?�'����� {`;c &C£2� �SSi[8 2^C� �'�?S�lafp. >i(��Rr�� ES G`?�,'• �� yf5. �i�; �,�ic' h��h ma4���!��rCr�. , _�, Ce�+ o�Crag���o��� ����� ���������€����6¢����_ �.���t: '�a2�� f4"ake: Chevr�let Style: Blazer tV1.c�e!: 9�S7 1f��ie�ge: 6�000 Purchase price: $2�,SOC.�JQ Acquired clat�: 1?r19/97 AQe: 9Y�s. 1� lU9os. Lifeti�e rPpair cost: $8,5Q4.C� Tct2� �i#et��e ����ntsnanc�: �'�,23Q.O�J ti"a�ntPnance Perce�t��e a��,�rchase price: 55°!� ���dgete� �Y �? - 2Q08 �iE1C��E.'4�� ��1Rt�S: wL'�;���.Q� �ena�ment: FV�I E�g. �lr�tc� acc�unt: 415-2 ��r,�s,rr?eets nep!�cement Lri�eria: Y�s F�� Li��cyc�e c�s± '� ,. ��?il���� � �ICY?P.. i,r, j�r��/IG� �+ Spec�al �ireumstances :%: �:;���: City of Grape�ri�� Fleet �eplacer�ent Cri���i� �tr;i�: 9231� Make: GMC S±yle: C2500 Flatbed Trk. Model: 1998 Mileage: 56000 Purc"�ase price: $17,694.00 Acquired date: 03/16/98 ACe: 9yrs.6Mos. Lif�time re�air cost: $8,970.00 Total Lifetime Nlaintenance: $10,545.00 Maintenance Percentage cf��srchase price_ 60% C��adgeted �Y 07 -2008 �,, Budgeted Funds: $23,000.00 Department: Parks Maint. Fund Accaunt: 312-3 Unit meets Replacement Criteria: Yes No Life cycle cost X Mileage X Time in Service Y Special Circumstances X ��ete: G�o��r size to 3/4 ton re�. cab pickuo includir�g strobes ancl !ightbar C€�r o�Gr�pev€rt� �=1�e# F�eplacem��# C��fi��ia t°r s;; 123;2t� �riake: GMC Styie: 3/4 Ton hhlodel: 1998 N�ileage: 62600 Purchase price: $17,694.OQ Ac�uired date: 04/02/98 AC�: 9Yrs. 6 Mos. Li�etime repair cost: $5,'l2�.Q0 Tcta! Lifetime Ma±ntenance: $6,366.00 Nka�rtena�ce Percentage of Purchase price: 38°�� B�dgetec! FY 07 -2008 �i.c'ge#eu+ Funds: $23,000.�10 De��:�mert: Parks Maint. F�;r�Acc�unt: 312-3 �;r.i� meets Repla�ement Criteria: Yes N� Life cycle cost X �lileage ; �ime in Servece ); Special Circumstances X €����; Re��aci�g wfth equal includi�g st��bes and lightbar City of Crapevine Fleet Replacemera� Crct�ri� l!r's4: 1232�° Make: Chevrotet Style: 1 ton Flatbed Trk. Modei: 1994 A�:leage: 63000 Purrhase p�ice: $16,000.00 Acc��i�ed date: 03/01/94 Age: isy�s.snnos. L�fetime repai�cost: $10,000.00 Total Lifetime Maintenance: $11,540.00 Ma�ntenance Percentage o��'urchase price: 71% Bu��eted FY 07 -2008 ;,�W� Eudgeted Funds: $29,000.00 Department: Parks Maint. Fund Account: 312-3 t�n�t mee#s Replacernent Criteria: Yes No Life cycie cost X Mileage � Time in Service X Special Circumstances X RFa�'�: �ou��n size to 3/4 ton 4 dr. pickL�p inciuding strobes and lightbar ,o��