TITLE
Consider a memorandum/resolution authorizing the procurement of forty-two (42) vehicles within the FY16 Fleet Replacement Plan budget.
SUMMARY
AGENDA ITEM
Procurement of forty-two (42) vehicles within the FY16 Fleet Replacement Plan budget
ORIGINATING DEPARTMENT
Fleet Services
BACKGROUND INFORMATION
As part of the FY16 Fleet Replacement Plan budget, seventy (70) vehicles were designated for replacement. These vehicles have exceeded their useful life, are incurring increased repair costs, and are overdue for replacement. Of these seventy (70) vehicles, forty-two (42) were identified as those that could be successfully bid out. The remaining twenty-eight (28) vehicles required purchasing through co-ops due to the amount of customized equipment and specifications that were associated with them. Bid No. 16-16, “2016 or Newer Model Vehicles and Light Trucks,” was posted beginning April 3, 2016. In addition to posting the bid, thirty-two (32) area dealers were contacted. On May 2, 2016, seven (7) bid packets had been received and were then reviewed. Of those received, two (2) dealers had order deadline dates that could not be achieved and two (2) other dealers submitted incomplete bid packets. The resultant three (3) dealers and associated equipment were then evaluated as to which offered the best value for the City; the results are listed below.
DISCUSSION/CONCLUSION
As per Texas Local Government Code Sec. 252.021, and the City's purchasing policy, an invitation for bids to procure these vehicles was advertised. Based on these bids, the following acquisitions are requested for procurement consideration and are needed at this time.
1. PURCHASE OF EIGHT (8) COMPACT SEDANS (for Police Department)
Low bid was received from Silsbee Ford and will comply with the City of Killeen's list of specifications.
|
Silsbee Ford |
Focus SE |
$16,692 ea. |
$133,536 |
|
Caldwell Country Ford |
Focus |
$16,817 ea. |
$134,536 |
|
Caldwell Country Chevrolet |
Cruze |
$16,979 ea. |
$135,832 |
2. PURCHASE OF THREE (3) FULL SIZE SUVs (for Police Department)
Although the Ford engine displacement size did not meet the requested minimum specification, it offers more horsepower and torque than the competition; therefore, the bid providing the best value for the City of Killeen was received from Silsbee Ford.
|
Silsbee Ford Expedition XL |
$31,427 ea. |
$94,281 |
|
|
Caldwell Country Chevrolet |
Tahoe - 6,800 GVW |
$34,335 ea. |
$103,005 |
|
Caldwell Country Chevrolet |
Tahoe - 7,100 GVW |
$36,885 ea. |
$110,655 |
3. PURCHASE OF TWELVE (12) COMPACT SUVs (10 for Police Department, 1 for Mowing Division, 1 for Parks and Recreation Division)
Low bid complying with the City of Killeen's list of specifications was received from Silsbee Ford.
|
Silsbee Ford Escape |
$19,089 ea. $229,068 |
|
|
|
Caldwell Country Chevrolet |
Equinox LS |
$19,990 ea. |
$239,880 |
|
Caldwell Country Ford |
Escape |
$20,153 ea. |
$241,836 |
4. PURCHASE OF ONE (1) SMALL CARGO VAN (for Police Department)
Low bid was received from Caldwell Country Chevrolet and will comply with the City of Killeen's list of specifications.
|
Caldwell Country Chevrolet |
City Express |
$20,775 ea. |
$20,775 |
|
Silsbee Ford |
Transit Connect |
$22,689 ea. |
$22,689 |
5. PURCHASE OF THREE (3) ½ TON, CREW CAB, LWB, V8 PICK-UP TRUCKS (1 for Police Department, 2 for Mowing Division)
Low bid was received from Caldwell Country Chevrolet and will comply with the City of Killeen's list of specifications.
|
Caldwell Country Chevrolet C1500 $26,940 ea. $80,820 |
|
|
|
|
Silsbee Ford |
F150 |
$27,629 ea. |
$82,887 |
|
Caldwell Country Ford |
F150 |
$28,209 ea. |
$84,627 |
6. PURCHASE OF THREE (3) ½ TON, CREW CAB, SWB, V6 PICK-UP TRUCKS (1 for Police Department, 2 for Animal Services Division) and FOUR (4) ½ TON, CREW CAB, SWB, V6 PICK-UP TRUCKS to be used in a mid-size application (for Police Department)
Bids complying with the City of Killeen's list of specifications for the two applications were received from Caldwell Country Chevrolet and Silsbee Ford.
|
Caldwell Country Chevrolet C1500 |
$25,585 ea. $76,755 |
|
|
|
Silsbee Ford F150 $25,147 ea. $100,588 |
|
|
|
7. PURCHASE OF TWO (2) ½ TON, REG CAB, LWB, V8 PICK-UP TRUCKS (1 for SW Commercial Division, 1 for SW Residential Division)
Taking into consideration that these trucks often tow a loaded trailer quite and that the Ford offers more hp and torque, the bid providing the best value for the City of Killeen was received from Silsbee Ford.
|
Caldwell Country Chevrolet C1500 $22,360 ea. $44,720 |
|
|
|
|
Silsbee Ford |
F150 |
$23,618 ea. |
$47,236 |
|
Caldwell Country Ford |
F150 |
$23,986 ea. |
$47,972 |
8. PURCHASE OF TWO (2) ½ TON, EXT CAB, SWB, V6 PICK-UP TRUCKS (1 for Code Enforcement Division, 1 for Building Inspection Division)
Low bid was received from Caldwell Country Chevrolet and will comply with the City of Killeen's list of specifications.
|
Caldwell Country Chevrolet C1500 $21,978 ea. $43,956 |
|
|
|
|
Silsbee Ford |
F150 |
$23,318 ea. |
$46,636 |
|
Caldwell Country Ford |
F150 |
$23,781 ea. |
$47,562 |
9. PURCHASE OF ONE (1) 1 TON, CREW CAB, LWB, SRW, V8 PICK-UP TRUCK (for Parks and Recreation Division)
Bid meeting the minimum wheelbase specification was received from Caldwell Country Ford.
|
Caldwell Country Ford F350 $31,510 ea. $31,510 |
|
|
|
10. PURCHASE OF ONE (1) ½ TON, EXT CAB, LWB, V8 PICK-UP TRUCKS (for
Police Department)
Low bid was received from Silsbee Ford and will comply with the City of Killeen's list of specifications.
|
Silsbee Ford F150 $24,962 ea. $24,962 |
|
|
|
|
Caldwell Country Ford |
F150 |
$25,438 ea. |
$25,438 |
|
Caldwell Country Chevrolet |
C2500 |
$26,915 ea. |
$26,915 |
11. PURCHASE OF ONE (1) 3/4 TON, REG CAB, LWB, V8 PICK-UP TRUCK (for SW Residential Division)
Taking into consideration that this truck often tows a loaded trailer and that the Ford offers more hp and torque, the bid providing the best value for the City of Killeen was received from Caldwell Country Ford.
|
Caldwell Country Chevrolet 2500HD $24,820 ea. $24,820 |
|
|
|
|
Caldwell Country Ford |
F250 |
$25,535 ea. |
$25,535 |
12. PURCHASE OF ONE (1) FULL SIZE PASSENGER VAN (for Police Department)
Taking into consideration that the Chevrolet offers more hp, torque, and a longer drive train warranty, the bid providing the best value for the City of Killeen was received from Caldwell Country Chevrolet.
|
Silsbee Ford Transit $25,719 ea. $25,719 |
|
|
|
|
Caldwell Country Chevrolet |
2500 Express |
$25,845 ea. |
$25,845 |
FISCAL IMPACT
Funds in the amount of $934,867.00 for the purchase of the stated vehicles are available in the following Fleet Funding Program Fund accounts:
|
Police Department (30) |
601-6000-441.61-10 |
$643,402.00 |
|
Mowing Division (3) |
601-3478-439.61-10 |
$72,969.00 |
|
Parks and Rec. Division (2) |
601-3025-425.61-10 |
$50,599.00 |
|
Animal Services Division (2) |
601-6070-441.61-10 |
$51,170.00 |
|
SW Commercial (1) |
601-3465-439.61-10 |
$23,618.00 |
|
SW Residential (2) |
601-3460-439.61-10 |
$49,153.00 |
|
Code Enforcement Division (1) |
601-4053-450.61-10 |
$21,978.00 |
|
Building Inspection Division (1) |
601-4052-450.61-10 |
$21,978.00 |
|
TOTAL (42) |
|
$934,867.00 |
The three vendor totals are as follows:
|
Silsbee Ford (30) |
$629,671.00 |
|
Caldwell Country Chevrolet (10) |
$248,151.00 |
|
Caldwell Country Ford (2) |
$57,045 |
|
TOTAL (42) |
$934,867.00 |
RECOMMENDATION
Staff recommends approval to procure the forty-two (42) vehicles as listed above from the three (3) stated vendors for the total cost of $934,867.00 and that the City Manager is expressly authorized to execute any and all change orders within the amounts set by state and local law.