From
Donna Brennan
Title
Award bids to the following vendors: Freedom Chevrolet for (3) Chevrolet Caprices in the amount of $80,919; Caldwell Country for five (5) mid-size sedans in the amount of $90,730; Longhorn Harley-Davidson for one (1) Police motorcycle in the amount of $19,197; And approve purchases through the international-local agreement with Buyboard from Caldwell Country for twenty-two (22) Chevrolet Tahoes in the amount of $672,210 and (3) mid-size sedans in the amount of $55,495; and reject bid #15013
Presenter
Jayson Ramirez, Fleet Manager
Recommend Action
Approve
Analysis
These vehicles will either replace existing vehicles in the fleet or add to the fleet according to the city replacement schedule. The purchase of the vehicles was included in the FY 2015 Approved Budget. Purchases are summarized below:
1. $80,919 for three (3) Chevrolet Caprice will be replacing 2005 sedans for Police,
2. $90,730 for (5) mid-size sedans will be replacing 2001 mid-size sedans
3. $55,495 for adding three (3) mid-size sedans to the fleet for Police
4. $19,197 for one (1) Harley-Davidson motorcycle will be replacing a 2009 Harley-Davidson motorcycle for Police,
5. $672,210 for twenty-two (22) Chevrolet Tahoes - thirteen (13) replacing 2005 sedans and 2002 vans for Police, and adding nine (9) to the fleet for Police, Fire and Courts,
$918,551 Total
1. Notice of bid #15012 for Chevrolet Caprices was advertised and viewed by 19 vendors. There were two (2) Grand Prairie vendors notified of this bid. Four (4) bids were received, none from a Grand Prairie vendor. Bids were opened December 10, 2014, see Exhibit A for results.
The low bid received from Freedom Chevrolet ($80,919) meets specifications and is recommended for award.
2. Notice of bid #15014 for mid-size sedans was advertised and Six (6) bids were received, one from a Grand Prairie vendor (6% above the low bid). Bids were opened December 10, 2014, see Exhibit A for results.
The low bid received from Caldwell Country ($90,730) meets specifications and is recommended for award.
3. Request to approve the purchase of three (3) Chevrolet Malibu vehicles from Caldwell Country ($55,495) through their Buyboard contract #430-13 expiring November 30, 2016. *
4. Notice of bid #15015 for a Harley-Davidson motorcycle was advertised and viewed by 15 vendors. There was one (1) Grand Prairie vendor notified of this bid. Two (2) bids were received, one from a Grand Prairie vendor. Bids were opened December 4, 2014, see Exhibit A for results.
The low bid received from Longhorn Harley-Davidson ($19,197) meets specifications and is recommended for award.
5. Notice of bid #15013 for Police Tahoes was advertised and viewed by 16 vendors. There were two (2) Grand Prairie vendors notified of this bid. Five (5) bids were received, none from a Grand Prairie vendor. Bids were opened December 11, 2014.
The bids received were higher than Buyboard pricing so the department is asking that the bids be rejected and purchase awarded to Caldwell Country ($672,210), through their Buyboard contract #430-13 expiring November 30, 2016.
* Chapter 271.102 of the Local Government Code authorizes local governments to participate in a cooperative purchasing program with another local government or local cooperative organization. In lieu of competitive bidding, items and services may be purchased through such agreements as the agreements have already been bid by the sponsoring entity or agency. The City of Grand Prairie has master inter-local cooperative agreements with various entities including Buyboard.
The BuyBoard is able to save money by pooling the impressive purchasing power of their members, which include hundreds of school districts, municipalities, counties, other local governments, and nonprofits across Texas. They use the power of numbers as leverage to get better prices with the same vendors we use now.
Financial Consideration
Funding for the vehicles in the amount of $918,551 is available as follows. Any overages will be paid for from savings in other accounts.
1. $80,919 is available in the General Fund (281210-68320) Police
2. $90,730 is available in the General Fund (283110-68320) Police
3. $55,495 is available in the General Fund (281210-68320) Police
4. $19,197 is available in the General Fund (281210-68320) Police
5. $61,142 is available in the General Fund (291210-68320) Fire
$305,710 is available in the General Fund (281210-68320) Police
$61,142 is available in the General Fund (283110-68320) Police
$183,106 is available in the Equipment Acquisition Fund (224010-68320) Police
$30,555 is available in the Risk Fund (212010-64010) Police replacement
$30,555 is available in Capital Reserve Fund (402590), WO #01511003 (FY15 MCourt)