From
Donna Brennan
Title
Resolution determining local preference for the purchase of vehicles and authorize the purchase of two (2) vans, one (1) animal control truck, one (1) suburban, seven (7) half-ton trucks, nine (9) three-quarter ton trucks and one (1) one ton flatbed truck from the following vendors: Caldwell Country ($227,034) for a suburban, animal control truck, and half-ton trucks; Gunn Chevrolet ($20,054) for a cargo van; Randall Reed's Prestige Ford ($110,990) for a cutaway van, three-quarter ton trucks and one ton flatbed truck; and Grand Prairie Ford ($155,365) for three-quarter ton trucks; and reject bids for one ton trucks (to be re-bid)
Presenter
Jayson Ramirez, Fleet Manager
Recommend Action
Approve
Analysis
These vehicles will replace existing vehicles in the fleet according to the city replacement schedule as approved in the FY 2015 Approved Budget. Purchases are summarized below:
1. $34,774 for one (1) suburban will be replacing a 1995 suburban for Transportation,
2. $47,885 for one (1) three quarter-ton truck with animal control body will be replacing an animal control truck for Environmental Services,
3. $20,054 for one (1) three quarter-ton cargo van will be replacing a 1999 half-ton cargo van for Parks,
4. $31,980 for one (1) three quarter-ton cutaway van will be replacing two (2) vans for Finance,
5. $144,375 for seven (7) half-ton trucks will be replacing 1998-2001 half ton trucks for Public Works and Parks,
6. $207,675 for nine (9) three-quarter ton trucks - eight (8) will be replacing 1998-2007 three-quarter ton and half-ton trucks for Public Works, Finance and Parks, and adding one (1) to the fleet for Environmental Services,
7. $26,700 for one (1) one ton flatbed truck will be replacing a half-ton truck for Public Works,
$513,443 Total
1. Notice of bid #15016 for a suburban was advertised and viewed by 14 vendors. There were two (2) Grand Prairie vendors notified of this bid. Three (3) bids were received none from a Grand Prairie vendor. Bids were opened December 4, 2014, see Exhibit A for results. The low bid received from Randall Reed's Prestige Ford ($30,250) does not meet specifications and is disqualified. The bid received from Caldwell Country ($34,774) meets specifications and is recommended for award.
2. Notice of bid #15019 for a three quarter-ton truck with animal control body was advertised and viewed by 14 vendors. There were two (2) Grand Prairie vendors notified of this bid. Three (3) bids were received none from a Grand Prairie vendor. Bids were opened December 11, 2014, see Exhibit A for results. The bid received from Caldwell Country ($47,885) meets specifications and is recommended for award.
3. Notice of bid #15031 for a three quarter-ton cargo van was advertised and viewed by 24 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 4 2014, see Exhibit A for results. The bid received from Gunn Chevrolet ($20,054) meets specifications and is recommended for award.
4. Notice of bid #15038 for a three quarter-ton cutaway van was advertised and viewed by 14 vendors. There were two (2) Grand Prairie vendors notified of this bid. Two (2) 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 Randall Reed's Prestige Ford ($31,980) meets specifications and is recommended for award.
5. Notice of bid #15017 for half-ton trucks was advertised and viewed by 10 vendors. There were two (2) Grand Prairie vendors notified of this bid. Five (5) bids were received, one from a Grand Prairie vendor (14% of low bid). Bids were opened December 11 2014, see Exhibit A for results. The low bid received from Caldwell Country ($144,375) meets specifications and is recommended for award.
6. Notice of bid #15018 for three-quarter ton trucks was advertised and viewed by 11 vendors. There were two (2) Grand Prairie vendors notified of this bid. Five (5) bids were received, one from a Grand Prairie vendor (within 3% of low bid). Bids were opened December 12 2014, see Exhibit A for results. The bid received from Grand Prairie Ford ($155,365) meets specifications and the local bidder offers the municipality the best combination of contract price and additional economic development opportunities for the municipality created by the contract award, including the employment of residents of the municipality and increased tax revenues to the municipality. The Grand Prairie Ford bid is recommended in accordance with Local Government Code Chapter 271.9051 (b) (2).*
Notice of bid #15033 for a three-quarter ton truck was advertised and viewed by 11 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 12 2014, see Exhibit A for results. The low bid received from Randall Reed's Prestige Ford ($24,960) meets specifications and is recommended for award.
Notice of bid #15034 for a three-quarter ton truck with extended cab was advertised and viewed by 9 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 12 2014, see Exhibit A for results. The low bid received from Randall Reed's Prestige Ford ($27,350) meets specifications and is recommended for award.
7. Notice of bid #15037 for a one ton flatbed truck was advertised and viewed by 14 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 10 2014, see Exhibit A for results. The low bid received from Randall Reed's Prestige Ford ($26,700) meets specifications and is recommended for award
Bid Rejections:
Notice of bid #15032 for a one-ton truck was advertised and viewed by 10 vendors. There were two (2) Grand Prairie vendors notified of this bid. Three (3) bids were received, none from a Grand Prairie vendor. Bids were opened December 12 2014.
After the bids were received it was discovered that the specifications had an error which resulted in some vendors bidding alternatives while others did not. The department is asking that these bids be rejected in order to review the specifications and re-issue the bid documents.
Notice of bid #15036 for a one-ton truck with crane was advertised and viewed by 11 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 11, 2014.
After the bids were received it was discovered that the specifications had an error which resulted in some vendors bidding alternatives while others did not. The department is asking that these bids be rejected in order to review the specifications and re-issue the bid documents.
Notice of bid #15030 for hybrid sedans was advertised and viewed by 11 vendors. There were two (2) Grand Prairie vendors notified of this bid. Three (3) bids were received, one from a Grand Prairie vendor. Bids were opened December 10 2014.
After the bids were received it was determined that the purchase of these vehicles would be made with grant funds which require additional bid specifications that were not included in the original bid documents. The department is asking that these bids be rejected in order to amend the specifications and re-issue the bid documents.
* Section 271.9051 of the Texas Local Government Code allows for the consideration of location of bidder's principal place of business in awarding the bid if the bidder whose principal place of business is in the municipality and their bid is within five (5) percent of the lowest bid price received. The municipality may enter into a contract with (1) the lowest bidder; or (2) the bidder whose principal place of business is in the municipality if the governing body of the municipality determines, in writing, that the local bidder offers the municipality the best combination of contract price and additional economic development opportunities for the municipality created by the contract award, including the employment of residents of the municipality and increased tax revenues to the municipality.
Financial Consideration
Funding for the vehicles in the amount of $513,443 is available as shown below. Any overages will be covered from savings in other accounts.
1. $34,774 is available in the General Fund (261210-68320) Transportation
2. $47,885 is available in the Equipment Acquisition Fund (224010-68320) Environmental
3. $20,054 is available in PVEN Fund (311510-68320) Parks
4. $31,980 is available in Capital Reserve Fund (402590-01511403-68320) for Finance
5. $20,625 is available in the General Fund (251210-68320) Public Works
$20,625 is available in the PVEN General Fund (312010-68320) Parks
$20,625 is available in the PVEN General Fund (312610-68320) Parks
$20,625 is available in the PVEN General Fund (311510-68320) Parks
$41,250 is available in the Water Wastewater Fund (361010-68320) Public Works
$20,625 is available in Lake Parks CIP Fund (318793-01501403-68320) for Parks
6. $22,195 is available in the General Fund (251210-68320) Public Works
$22,195 is available in the PVEN General Fund (311510-68320) Parks
$22,195 is available in the Solid Waste Fund (231810-68320) Environmental Svcs
$113,740 is available in the Water Wastewater Fund (361211-68320) Public Works
$27,350 is available in the General Fund (221310-68320) Finance
7. $26,700 is available in the General Fund (251210-68320) Public Works
Body
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND PRAIRIE, TEXAS DETERMINING THAT LOCAL PREFERENCE PROVIDE THE BEST COMBINATION OF CONTRACT PRICE AND ADDITIONAL ECONOMIC DEVELOPMENT OPPORTUNITIES IN ACCORDANCE WITH SECTION 271.9051(b)(2) OF THE TEXAS LOCAL GOVERNMENT CODE, FOR THE PURCHASE OF ½ TON AND ¾ TON TRUCKS AND VANS FROM GRAND PRAIRIE FORD
Whereas, Texas State law 271.905 allows for an award to a bidder whose principal place of business is in the municipality if the governing body of the municipality, in writing, that the local bidder offers the municipality the best combination of contract price and additional economic development opportunities for the municipality created by the contract award, including the employment of residents of the municipality and increased tax revenues to the municipality; and
Whereas, the City has solicited, received and tabulated competitive bids for the purchase of necessary materials, equipment, supplies or services in accordance with the procedures of State law and City ordinances; and
Whereas, the City has determined that Grand Prairie Ford is a local bidder(s) whose principle place of business is within the City of Grand Prairie; and
Whereas, the City has determined that Grand Prairie Ford bid price is within the allowed 3 to 5 % of the low bidders; and
Whereas, the City Council has determined that Grand Prairie Ford offers the best combination of contract price and additional economic development opportunities for contracts to purchase ½ ton and ¾ ton trucks and vans in accordance with Section 271.905 (b) (2).
NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of GRAND PRAIRIE, Texas that:
Section 1. the City Council of the City of Grand Prairie, Texas, determines that the Grand Prairie vendor(s) offer the best combination of contract price and additional economic development opportunities for the city by the contract awards, including the employment of residents of the city and increased tax revenues to the city.
Section 2. the award(s) for purchase of seven (7) ¾ ton trucks from Grand Prairie Ford is hereby approved.
Section 3. the City Manager is authorized to execute contracts and purchase orders, hereby approved on behalf of the City.
Section 4. this resolution shall be in full force and effect from and after its passage and approval.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAND PRAIRIE, TEXAS, ON THIS 6TH DAY OF JANUARY, 2015.