HomeMy WebLinkAboutItem 05 - Vehicles �---
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MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
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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. The recommendation for this item is the next lowest bid from
Payton Wright Ford.
Staff recommends all other items be awarded as shown on schedule A of the summary
of bids.
CD
March 25,2008 (11:58AM)
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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��