Loading...
Exhibit 1 - Agenda Information Sheet - Amendment 1City of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement DCM: David Gaines DATE: May 3, 2022 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract extension between the City of Denton and James Wood Autopark, Inc., through May 5, 2023, to continue providing the supply of medium duty truck chassis for various City of Denton departments; and declaring an effective date (File 6865 – extending a contract with James Wood Autopark, Inc., to May 5, 2023). INFORMATION/BACKGROUND The proposed contract amendment is for an extension of time only for the purchase of medium duty truck chassis for various City Departments and refers to trucks in classes 4 and 5 (4500 and 5500 series). The bid is for a truck cab and chassis only. Service bodies and various bed configurations are provided under a separate contract. Annual replacement and or addition quantities are estimated to be 12 trucks for Utility Departments and 4 trucks for General Fund departments over the life of the contract. These trucks have been vetted as to the appropriate size and type for each department’s intended application. In addition, a number of value-added services will be provided at no cost. Comparable loaner vehicles issued for warranty repairs, three (3) years of complimentary scheduled preventative maintenance, vehicle pickup and delivery, and inspection and condition reports provided with each visit. This contract also includes a 10% discount on body and paint repair and a 15% discount on non-warranty parts and services performed through this local vendor. The total not-to-exceed amount includes estimated expenditures for body and paint and mechanical repair over the life of the contract. Due to the supply chain interruption of new vehicle parts and micro-chips in late 2020, most of 2021, and continuing into 2022, vehicle manufacturers have limited production and ordering of various models. As a result, Fleet Services was unable to order new medium duty trucks. The contract extension will allow for ordering of the remaining FY21/22 fleet replacements and additions as well as anticipated medium duty truck purchases for FY22/23. All purchases will be approved through the individual department’s budget process annually. Individual jobs will be set up for each department after funding is available at the beginning of the new fiscal year. The not-to-exceed amount of this contract is based on estimated vehicle and equipment replacements and additions for the life of the contract. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On November 6, 2018, City Council approved a contract with James Wood Autopark, Inc., in the not-to- exceed amount of $351,449 (Ordinance 18-1683). RECOMMENDATION Award Amendment No. 1 with James Wood Autopark, Inc., to continue providing the supply of medium duty truck chassis for various City of Denton departments, for a contract extension through May 5, 2023. PRINCIPAL PLACE OF BUSINESS James Wood Autopark, Inc. Denton, TX ESTIMATED SCHEDULE OF PROJECT The term of the Agreement is extended until May 5, 2023. At the sole option of the City of Denton, the Contract may be further extended as needed, not to exceed a total of six (6) months. FISCAL INFORMATION These products and services will be funded through the using department’s budget on an as-needed basis. The total budgeted amount for this item is $351,449. The City will only pay for services rendered and is not obligated to pay the full contract amount unless needed. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Original Ordinance and Contract Exhibit 3: Ordinance and Amendment 1 Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Terry Kader, 940-349-8729. Legal point of contact: Marcella Lunn at 940-349-8333.