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1991-038ORDINANCE NO VQ32_ AN ORDINANCE ACCEPTING COMPETITIVE BIDS AND AWARDING A CONTRACT FOR THE PURCHASE OF MATERIALS, EQUIPMENT, SUPPLIES OR SERVICES, PROVID- ING FOR THE EXPENDITURE OF FUNDS THEREFORE, AND PROVIDING FOR AN EFFECTIVE DATE WHEREAS, the City has solicited, received and tabulated com- petitive 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 re- sponsible bids for the materials, equipment, supplies or services as shown in the "Bid Proposals" submitted therefor, and WHEREAS, the City Council has provided in the City Budget for the appropriation of funds to be used for the purchase of the ma- terials, equipment, supplies or services approved and accepted herein, NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS SECTION I That the numbered items in the following numbered bids for materials, equipment, supplies, or services, shown in the "Bid Proposals" on file in the Office of the City's Purchasing Agent filed according to the bid number assigned thereto, are here- by accepted and approved as being the lowest responsible bids for such items BID ITEM NUMBER NO VENDOR AMOUNT 1220 All Davis Truck and Equipment $133,551 20 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 pur- chase 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 III That should the City and persons submitting ap- proved and accepted items and of the submitted bids wish to enter into a formal written agreement as a result of the acceptance, ap- proval, and awarding of the bids, the City Manager or his desig- nated 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, specifica- tions, standards, quantities and specified sums contained in the Bid Proposal and related bid documents herein approved and ac- cepted SECTION IV That by the acceptance and approval of the above numbered items of the submitted bids the City Council hereby autho- rizes the expenditure of funds therefor in the amount and in accor- dance with the approved bids or pursuant to a written contract made pursuant thereto as authorized herein SECTION V That this ordinance shall become effective imme- diately upon its passage and approval 1I_ n PASSED AND APPROVED this day of `fl~l.et~+,c_ , 1991 BOB CASTLEBERRY, MA ATTEST JENNIFER WALTERS, CITY SECRETARY APPROVED AS TO LEGAL FORM DEBRA A DRAYOVITCH, CITY ATTORNEY BY Page 2 DATE March 5, 1991 CITY COUNCIL REPORT TO Mayor and Members of the City Council FROM Lloyd V Harrell, City Manager SUBJECT BID #1220 REAR LOADING REFUSE TRUCKS RE92MMMA1I2N We recommend this bid be awarded to the lowest bidder meeting specifications and offering an acceptable delivery schedule, Davis Truck and Equipment in the amount of $66,775 60 per truck Total bid award for two units with delivery in 30 days is $133,551 20 SUMMARY The recommendation of award on this bid is based upon a combination of price, delivery and compliance with specification The bid documents as sent to prospective vendors indicated in bold print the following NOTE Delivery will be a major portion of this bid award evaluation Please bid your best possible delivery Failure to meet delivery schedule bid could result in removal from future bid list This clause was intended to fairly and openly relay the importance of delivery to all prospective vendors Delivery became an important issue after several months of maintenance bills for existing equipment started exceeding $2000 00 and $2,500 00 per month per truck not including delays and overtime for refuse collection These existing trucks 1984 Intl/Shupac, were scheduled for replacement at the end of five years but were retained for one additional year due to budget restraints These units are no longer economical to repair Acquisition of new trucks this year has been affected by 1) the calendar for sale of Certificates of Obligations and funds available for repayments, 2) discussions concerning the Solid Waste System in its entirety, and 3) evaluations of side loading trucks vs rear loading trucks The units bid by Davis Truck meet or exceed our specifications and are the lowest bid for 30 day delivery trucks The lowest price offered by Equipment Southwest and Metro Ford are $2,280 00 per truck less expensive Their delivery is possibly up to 120 days and they fail to meet our specifications for packer cylinder size, gross vehicle weight rating on the truck chassis, as well as capacity and pressure of the hydraulic pump CITY COUNCIL REPORT MARCH 5, 1991 PAGE 2 OF 2 Our recommendation to purchase trucks from dealer stock is further reinforced by the heavy demand for certain parts Indications are that increased demand for transmissions, filters, wheels etc , being sent to military installations, are delaying production schedules for some sizes of trucks Any savings generated by purchasing the lowest price truck is offset by increased maintenance cost and delays in service to the residential customer BACKGROUND Tabulation sheet PROSaRAM!i,-DEPARTMENT-OR_GROUPSi-AFFECTED Solid Waste Residential Collection Division and Fleet Operations FISCAL-IMPACT Funds to purchase these trucks will come from Certificates of Obligation sold for fleet acquisition purposes Repayment will come from budget funds for motor pool payments Respe ully submitted Lloyd V Harrell City Manager Approved Name Tom Shaw, C P M Title Purchasing Agent TS/,jh 132 DOC 8 Ig ~A 8 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