From
Rachel Balthrop Mendoza
Title
Termination of contract with Chastang Chrysler Dodge Jeep Ram of Angleton, TX for failure to fulfill order of Dodge Ram Skeeter 5500, per City of Grand Prairie purchase order number 261548 and contract number 8031, at a cost of $179,750 through BuyBoard contract 491-15; Ratify the purchase of a Dodge Ram Skeeter 5500 with Love Field Chrysler Dodge Jeep Ram ($52,686) through interlocal agreement with HGACBuy; and approve outfitting the brush truck from Siddons Martin Emergency Group LLC ($135,785) through interlocal agreement with BuyBoard
Presenter
Rachel Balthrop Mendoza, Senior Financial Analyst
Recommended Action
Approve
Analysis
The replacement of an existing brush truck currently in the fleet is a planned project approved by Council on October 17, 2017. Purchase Order number 261548 was issued on November 28, 2017 and a contract with Chastang Chrysler Dodge Jeep Ram was executed on December 19, 2017. After several months of never receiving a firm date from Chastang as to when the ordered chassis will be received, it is City Staff's recommendation that cancelling the PO and terminating the contract with Chastang would be in the best interest of the City. Chapter 252.048 of the Local Government Code requires City Council action for since termination of this contract will result in the decrease of funds over $50,000.
Furthermore, it is staff's recommendation to ratify the purchase of an identical chassis from Love Field CDJR through an interlocal agreement with HGACBuy. Ratification is requested due to Love Field CDJR's quickly diminishing stock, their soon to be expiring HGACBuy contract, and this overall procurement being 8 months behind schedule; Staff secured an order with Love Field CDJR in order to reserve a chassis the dealer had in stock, and to document the purchase date before the expiration of their HGACBuy contract.
Lastly, approval is requested to enter into agreement with Siddons Martin Emergency Group LLC in order to outfit the chassis with the specialized equipment the Fire Department requires in order to add the new brush truck into service as part of their fleet.
Chapter 271.102 of the Local Government Code authorizes local governments 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 utilizes various master, inter-local cooperative agreements including HGACBuy and the BuyBoard.
The Love Field CDJR - HGACBuy Contract # HT06-16 began June 1, 2016 and will expire May 31, 2018; the chassis was ordered and confirmed before the expiration date to lock in pricing and reserve stock.
The BuyBoard contract with Siddons Martin (492-15) began September 1, 2015 and will expire September 30, 2018.
Financial Consideration
Funding for the $188,471 purchase is available in Fire Capital Projects Fund (400591) WO #01801003 (FY18 Brush Truck) upon cancellation of PO 261548.