1997-041 ORDINANCE NO q7 'O ~'~/
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, eqmpment, 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, eqmpment, supplies or services approved and accepted
herein, NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS
SECIIO_N_[ 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 NO 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 $116,672 50
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, eqmpment, supplies or services in accordance with the terms,
specifications, standards, quantities and for the specified sums contmned in the Bid Invitations, Bid
Proposals, and related documents
SECT~ That should the City and persons submitting approved and accepted items and
of the submatted bids w~sh 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 ~s 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, quantlues and
3.
specified sums contasned ~n the Bid Proposal and related documents herein approved and accepted
SI~,CTION IV That by the acceptance and approval of the above numbered ~tems of the
submitted bids, the C~ty Councd hereby authorizes the expenditure of funds therefor in the amount
and ~n accordance w~th the approved b~ds or pursuant to a written contract made pursuant thereto as
authorized hereto
SECTION V That th~s ordinance shall become effective ~mmedmtely upon ~ts passage and
approval
PASSED AND APPROVED th~s /~/~t day of ~ , 1997
JA~
ATTEST
JENNIFER WALTERS, CITY SECRETARY
APPROVED AS TO LEGAL FORM
HERBERT L PROUTY, CITY ATTORNEY
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DATE FEBRUARY 18, 1997
CITY COIJ]51CIL REPDRT
TO Mayor and Members of the City Council
FROM Ted Benavides, City Manager
SUBJECT BID # 1969 - FLEET VEHICLES
~ We recommend this bid be awarded to the lowest responsible bidder for each
item as listed
LTEM DESC~RIPTION ~F_2~OR QT_Y ERICE
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 Hudlberg Chev $24,053 00 ea
6 1 Ton Cab/Chassis 15,000 GVW Hudlberg Chev $21,880 00 ea
7 1 Ton Cab/Chassis 10,500 GVW James Woods $17,674 25 ea
8 Utility Vehicle (4 Door) James Woods $20,609 96 ea
9 7 Pass Mini-Van Classic Chev $17,281 00 ea
l 0 Cargo Style Mini-Van McCombs Fleet $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 I $25,247 00 ea
with air cond& trailer tow package
13 3/4 Ton Cab/Chassis Ext Cab Hudlberg 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 fails 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
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CITY COUNCIL REPORT
FEBRUARY 18, 1997
PAGE 2 OF 2
SIIMMARY This bid is for the purchase of various fleet vehmles approved ~n the budget process
Vehicles will be assigned to the following departments
DEPARTMEN~T 15113 __ ES
Park 2 3/4 Ton P~ckups
Park 2 3/4 Ton Pickups Ext Cab
Park 1 7 Passenger Mira-Van
Electric Distribution 2 3/4 Ton Pmkups
Electric Production 1 3/4 Ton Pickup Ext Cab
Electric Meter 1 ½ Ton Pickup
Street 1 I Ton Cab/Chassis
Building Inspection 1 ½ Ton Pickup
Communications 1 (*) 7 Passenger Mini-Van
Facility Management 1 I Ton Cab/Chassis
Code Enforcement 1 ½ Ton Pickup
Wastewater I ½ Ton P~ckup
Electric Administration I Utility Vehicle (Blazer)
Airport 1 Va Ton Pickup
Drainage 1 3/4 Ton Pickup 4x4
Police 6 4 Door Mid-size Sedans (CID)
Fire (#) I 1 Ton Crew Cab 4 Door 4x4
Fire (#) 3 (*) 3/4 Ton Suburbans
(*) Indicates fleet addition
(#) The vehicles hsted for the F~re Department are not as originally approved ~n the budget process
A memorandum from Chief Chadwick explains the rewslons and the reasoning behind the changes
p TMENTS OR GROUPS AFFECTED: Fleet Services, Motor Pool, and each
division receiving new vehicles
EISCALIMEAGT. 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 Benawdes
City Manager
Name Tom D~ Shaw, C P M
T~tle Purchasing Agent
830 AGENDA
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Memorandum
TO Members of the CRy Council
FROM Ted Benavides, City Manager
BY Ross Chadwick, Fire Chief
DATE December 19, 1996
SUBJECT CHANOE8 IN FIRB 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 F~re DePartment In addition to the
Sh~ 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 Th~s
is a cumbersome and inappropriate use of this vehicle for the EMS Program Manger's purposes as well as
the F~re 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
Tralmng offcer Aftar considerable evaluation of the needs of these positions, we concluded that the Fire
Department could use a much smaller truc, k for the EMS position and at the same tsme accommodate the
needs of the Training Officer Both employees have requested a multi-passenger vehicle w~th 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 Th~s
leaves a deficit of $7,000 To make up this difference, we propose eliminating one of the two tra~lers
budgeted with the multi-use vehicle
In addition to this change, and since the Suburban is classified as a utruck," we recommend a lease per~od
of 60 months rather than 36 months This will allow thi~ Fsre Department to also address a second
problem encountered as we entered into the new budget
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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 ~ts 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 esbmated
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 m the current budget, however, ~t is
,nsuffictect to lease a full size vehicle
By extending the lease payments to 60 months on all the trucks and keeping the payments on the Chief's
car at 36 months, the Fire Department would be able to provide for the payments for the Chiet's car, the
EMS and Training Officers' vehicles, 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
VJli~flC/.E ~?]~E Estimated Monthly Estimated Monthly
Cost Payment Coat Payment
~port Utility Vehicle (Suburban)
1 budget~l $30,00(~ $92( $90,000 $1 761
3 requested (36 months (60 monthsl
EM8 Program Manager Vehicle
(1-ton with utility bed)
1 budgeted $53,00~ $1,62( $0
(36 months
Multi-Use Vehicle
(1-ton 4-wfleel drive with trallem)
1 budgeted (with 2 trailem) $~4,00[~ $1,06{ $40,000 $92(
1 requested (with 1 ~aller) (36 months)l (60 months'
Fire ChlePs Vehlole $[1 $32~ $22 000 $67~
(36 months
TOTAL8 $¶37,00(] $3,9381 $1S2,000 $3,352
PROPOSAL DIFFERENCE
This proposal was discussed with the Motor Pool Committee and Tom Shaw, Purchasing Agent, and all
parties responded favorably Jack Jan/ia, Fleet Services Supedntendect, recommended that the Fire
Department purchase three Suburbans alike, 3/4 ton, for better reliability and life expectancy due to the
heavy duty nature of the vehicles
Tom Shaw estimates that bids for the sedan will be to the City Council on January 7, 1997, and the bids
for the other vehicle8 will probably be on January 21, 1997
Ted genavldes, City Manager Ross Chadwick, F~ra Chief
Cop~e$ Mike Jsz, Executive Director of Public Safety
Haflsn Jefferson, Motor Peel Commr~tee
Tom Shew, Purchasing Agent
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