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
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