HomeMy WebLinkAbout1997-041ORDINANCE NO 92-04/
AN ORDINANCE ACCEPTING COMPETITIVE BIDS AND AWARDING A CONTRACT FOR
THE PURCHASE OF MATERIALS, EQUIPMENT, SUPPLIES OR SERVICES, PROVIDING
FOR THE EXPENDITURE OF FUNDS THEREFOR, AND PROVIDING FOR AN EFFECTIVE
DATE
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 Manager or a designated employee has reviewed and recommended
that the herein described bids are the lowest responsible bids for the materials, equipment, supplies
or services as shown in the 'Bid Proposals" submitted therefore, and
WHEREAS, the City Council has provided in the City Budget for the appropriation of funds
to be used for the purchase of the materials, equipment, supplies or services approved and accepted
herein, NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS
SECTIONI That the numbered items in the following numbered bids for materials,
equipment, supplies, or services, shown in the 'Bid Proposals" attached hereto, are hereby accepted
and approved as being the lowest responsible bids for such items
BID
ITEM
NUMBER
-N&
VENDOR
AMOUNT
1969
1,9
CLASSIC CHEVROLET
$ 44,761 00
1969
2,3
VILLIAGE FORD
$ 77,579 00
1969
4,5,6,11-13
HUDIBERG CHEVROLET
$251,402 00
1969
7,8,14
JAMES WOODS
$116,67250
1969
10
MCCOMBS FLEET
$ 16,394 00
SECTION II That by the acceptance and approval of the above numbered items of the
submitted bids, the City accepts the offer of the persons submitting the bids for such items and
agrees to purchase the materials, equipment, supplies or services in accordance with the terms,
specifications, standards, quantities and for the specified sums contained in the Bid Invitations, Bid
Proposals, and related documents
SECTION-M That should the City and persons submitting approved and accepted items and
of the submitted bids wish to enter into a formal written agreement as a result of the acceptance,
approval, and awarding of the bids, the City Manager or his designated representative is hereby
authorized to execute the written contract which shall be attached hereto, provided that the written
contract is in accordance with the terms, conditions, specifications, standards, quantities and
1
specified sums contained in the Bid Proposal and related documents herein approved and accepted
SECTION I_V That by the acceptance and approval of the above numbered items of the
submitted bids, the City Council hereby authorizes the expenditure of funds therefor in the amount
and in accordance with the approved bids or pursuant to a written contract made pursuant thereto as
authorized herein
SECTION V That this ordinance shall become effective immediately upon its passage and
approval
PASSED AND APPROVED this �� day of 4kAvr
, 1997
JA ILLER, MAYOR
ATTEST
JENNIFER WALTERS, CITY SECRETARY
BY
APPROVED AS TO LEGAL FORM
HERBERT L PROUTY, CITY ATTORNEY
BY
SUPPLY RD
DATE FEBRUARY 18, 1997
CITY COITN IL REPORT
TO Mayor and Members of the City Council
FROM Ted Benavides, City Manager
SUBJECT BID # 1969 - FLEET VEHICLES
RF,COMMF,NDATION We recommend this bid be awarded to the lowest responsible bidder for each
item as listed
ITEM
DESCRIPTION
VENDOR _QTY
PRICE
1
Half Ton Pickup SWB
Classic Chev
2
$13,740 00 ea
2
Half Ton Pickup LWB
Village Ford
3
$14,665 00 ea
3
3/4 Ton Pickup
Village Ford
2
$16,792 00 ea
4
3/4 Ton LWB Ext Cab Pickup
Hudiberg Chev
3
$18,756 00 ea
5
3/4 Ton 4x4 Ext Cab Pickup
Hudiberg Chev
1
$24,053 00 ea
6
1 Ton Cab/Chassis 15,000 GVW
Hudiberg Chev
1
$21,880 00 ea
7
1 Ton Cab/Chassis 10,500 GVW
James Woods
1
$17,674 25 ea
8
Utility Vehicle (4 Door)
James Woods
1
$20,609 96 ea
9
7 Pass Mini -Van
Classic Chev
1
$17,281 00 ea
10
Cargo Style Mini -Van
McCombs Fleet
1
$16,394 00 ea
11
Medium Size Sedan
Hudiberg Chev
6
$14,576 00 ea
12
1 Ton Crew Cab 4x4 (4 Door)
Hudiberg Chev
1
$25,247 00 ea
with air cond & trailer tow package
13
3/4 Ton Cab/Chassis Ext Cab
Hudiberg Chev
2
$18,249 00 ea
14 3/4 Ton Suburban James Woods 3 $26,129.43 ea
Total Award 28 $506,808 50
The Bid item 2 price offered by Classic Chevrolet fads to meet specification for a V8 engine
It was our intent to compare these bid prices to the State of Texas vehicle contract and to recommend
award to the lowest responsible bidder The State continues to delay award of their bid This delay
(over 60 days) makes it impossible to make a price comparison We are, therefore, basing our
recommendation on the lowest bidder submitted in response to our request
3
CITY COUNCIL REPORT
FEBRUARY 18, 1997
PAGE 2 OF 2
SUMMARY This bid is for the purchase of various fleet vehicles approved in the budget process
Vehicles will be assigned to the following departments
Park
Park
Park
Electric Distribution
Electric Production
Electric Meter
Street
Building Inspection
Communications
Facility Management
Code Enforcement
Wastewater
Electric Administration
Airport
Drainage
Police
Fire (#)
Fire (#)
(*) Indicates fleet addition
1
2
1
1
1
3/4 Ton Pickups
3/4 Ton Pickups Ext Cab
7 Passenger Mini -Van
3/4 Ton Pickups
3/4 Ton Pickup Ext Cab
/z Ton Pickup
I Ton Cab/Chassis
%z Ton Pickup
7 Passenger Mini -Van
I Ton Cab/Chassis
Ton Pickup
'/2 Ton Pickup
Utility Vehicle (Blazer)
%x Ton Pickup
3/4 Ton Pickup 4x4
4 Door Mid -size Sedans (CID)
1 Ton Crew Cab 4 Door 4x4
3/4 Ton Suburbans
(#) The vehicles listed for the Fire Department are not as originally approved in the budget process
A memorandum from Chief Chadwick explains the revisions and the reasoning behind the changes
PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED-. Fleet Services, Motor Pool, and each
division receiving new vehicles
FISCAL IMPACT. These vehicles will be funded from 1996/97 budget funds and from Motor Pool
Replacement funds approved in the budget process
Attachments Tabulation Sheet
Memorandum from Chief Chadwick
Respectfully submitted
Ted Benav ides
City Manager
Approved
Name Tom D Shaw, C P M
Title Purchasing Agent
830 AGENDA
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97
Memorandum
TO Members of the City Council
FROM Ted Benavides, City Manager
BY Ross Chadwick, Fire Chief
DATE December 19, 1996
SUBJECT CHANGES IN FIRE DEPARTMENT MOTOR POOL REQUEST
Due to changes in two Fire Department Staff positions, the Fire Department requests some changes in the
approved budget allocation for new vehicles and equipment This request will accommodate the vehicle
needs for two Staff positions which do not currently have vehicles assigned to them
As you know, we have reinstated the Battalion Chief positions in the Fire Department In addition to the
Shift Commanders, a Training Officer's position was filled with a Battalion Chief The 1990 Suburban
which was used by the Deputy Chief was reassigned to the Shift Commander The Deputy Chief currently
uses his private vehicle One sport utility vehicle (a Suburban type vehicle) was approved in the budget
for $30,000 The Training Officer's position was not a consideration in our budget preparation for vehicle
allocation since we had no absolute assurance that we would be able to make this assignment until after
budget hearings
The approved budget, however, did Include an Emergency Medical Services (EMS) Program Manager's
vehicle which we felt would accommodate the needs of that position The EMS Program Manager up until
now has simply used any vehicle available which often was a stake bed truck which also doubles as a
Brush Truck with a skid mounted water tank and pump and necessary hose for grass or brush fires This
is a cumbersome and inappropriate use of this vehicle for the EMS Program Manger's purposes as well as
the Fire Department's needs The proposed EMS vehicle was a crew cab one -ton truck with a utility bed
designed for the specific needs of the EMS Program Manager The amount approved for this purchase
was $53,000
After the promotions to Battalion Chief and some strategic planning, Staff realized we needed to rethink
the Fire Department's vehicle needs, especially as they pertained to the EMS Program Manager and
Training Officer After considerable evaluation of the needs of these positions, we concluded that the Fire
Department could use a much smaller truck for the EMS position and at the same time accommodate the
needs of the Training Officer Both employees have requested a multi -passenger vehicle with a cargo
area that could be used to transport supplies and equipment We have agreed that a 3/4 ton Suburban
would be the most appropriate vehicle for both of these positions
We estimate that the bid price of a Suburban to be approximately $30,000 Instead of purchasing the
budgeted $53,000 EMS vehicle, we request two (2) Suburbans Instead at an estimated cost of $60,000
plus the one sport utility vehicle budgeted of $30,000 for a total of $90,000 for three (3) Suburbans This
leaves a deficit of $7,000 To make up this difference, we propose eliminating one of the two trailers
budgeted with the multi -use vehicle
In addition to this change, and since the Suburban is classified as a "truck," we recommend a lease period
of 60 months rather than 36 months This will allow this Fire Department to also address a second
problem encountered as we entered into the new budget
VEH-CM Page f
6
As Chief Chadwick came on board in December of 1995, he was given the Toyota lease car that was
used by the former City Manager We realized this was a lease vehicle but we did not realize that the
lease was so near Its expiration date of February, 1997 Our problem now becomes whether or not to
renew the existing lease, lease a new vehicle, or purchase a vehicle through the City's Lease Purchase
Program It is our recommendation that we purchase a full-size sedan for the Fire Chief at an estimated
cost of $22,000 through our Motor Pool or lease purchase resources rather than spend funds on an
outside lease program We budgeted the lease payment to Toyota in the current budget, however, it is
insufficient to lease a full size vehicle
By extending the lease payments to 60 months on all the trucks and keeping the payments on the Chiefs
car at 38 months, the Fire Department would be able to provide for the payments for the Chiefs car, the
EMS and Training Officers' vehlcles, and the other new replacement vehicles requested in the budget and
actually decrease our monthly Motor Pool expenditures by approximately $585 The following chart
summarizes these requests
fsssFlssssuDOMWO
PIIIOPoseo
yB111c" ryPN
Estimated
Monthly
Estimated
Monthly
Cost
Payment
Cost
Payment
Sport Utility Vehicle (Suburban)
1 budgeted
$30,000
$920
$90,000
$1 761
3 requested
(36 months)
(60 months)
EMS Program Manager Vehicle
(1-ton wnh utility bed)
1 budgeted
$53,000
$1,620
$0
$0
(30 months)
Multl-use Vehicle
(1-ton 4-wheel drive with trailers)
1 budgeted (with 2 trailers)
$54,000
$1,009
$40,000
$920
1 requested (with 1 traller)
(30 months)
(60 months)
Fire Chiefs Vehicle
$0
$329
$22 000
$672
(36 months)
TOTALS
$137.000
$3,938
$152,000
$053
PROPOSAL DIFFERENCE
$15,000
($2 )
This proposal was discussed with the Motor Pool Committee and Tom Shaw, Purchasing Agent, and all
parties responded favorably Jack Jarvis, Fleet Services Superintendent, recommended that the Fire
Department purchase three Suburbans alike, 314 ton, for better reliability and life expectancy due to the
heavy duty nature of the vehicles
Tom Shaw estimates that bids for the sedan will be to the City Council on January 7, 1997, and the bids
for the other vehicles will probably be on January 21, 1997
Tevides, City Manager
Copies Mike Jez, Exectdhre Director of Public Safety
Haden Jefferson, Motor Pool Committee
Tom Show, Purchasing Agent
Ross Chadwick, Fire Chief
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