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Home My WebLink AboutPR 19560: 2017 FORD F-250 PICKUP TRUCK FOR UTILITY OPERATIONS FROM SILSBEE FORD THROUGH BUYBOARD, $33,876.50 MEMORANDUM CITY OF PORT ARTHUR UTILITY OPERATIONS DEPARTMENT TO: Brian McDougal, City Manager FROM: Jimmie Johnson, Ph D.,Assistant City Manager DATE: December 6, 2016 RE: Proposed Resolution No. 19560 COMMENTS RECOMMENDATION I recommend that the City Council approve Proposed Resolution No. 19560 authorizing the purchase of a 2017 F-250 Crew Cab Pickup Truck with a service body from Silsbee Ford, of Silsbee, Texas through BUYBOARD, in the total amount of$33,876.50. BACKGROUND This truck will replace vehicle#1674, a 2008 Ford F-250, used in the Water Distribution division by a Distribution Crew for Water Distribution System maintenance. This unit is very often in need of repair and has a history of down-time, the unit has been in the shop getting repaired four times since January 2016. Silsbee Ford is the BUYBOARD vendor for this equipment, and their quote is attached to the proposed resolution. BUDGET/FISCAL EFFECT Funds are available in the Equipment account#410-1253-532-92-00. STAFFING/EMPLOYEE EFFECT Purchase of this unit will allow continuity of required Water Distribution O&M tasks. SUMMARY I recommend that the City Council approve Proposed Resolution No. 19560. P. R. No. 19560 12/06/16 ds RESOLUTION NO. A RESOLUTION AUTHORIZING THE PURCHASE OF A 2017 F-250 PICKUP TRUCK WITH A SERVICE BODY FOR THE UTILITY OPERATIONS DEPARTMENT FROM SILSBEE FORD, OF SILSBEE, TEXAS, THROUGH BUYBOARD, IN THE TOTAL AMOUNT OF $33,876.50. FUNDS ARE AVAILABLE IN EQUIPMENT ACCOUNT NO. 410-1253-532.92-00. WHEREAS, the Utility Operations Department routinely uses various trucks in the construction, operation, and maintenance activities of the Water Distribution system throughout the City; and, WHEREAS, pursuant to Resolution No. 02-341, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with the Buyboard Cooperative Purchasing Program ("Buyboard"); and, WHEREAS, City staff has solicited a BUYBOARD quote for a 2017 F-250 Pickup Truck with a service body, as delineated in our Purchasing Policy; and, WHEREAS, Silsbee Ford, of Silsbee, Texas, through BUYBOARD, provided the quote attached as EXHIBIT"A", which meets our specifications,NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Council hereby authorizes the purchase of a 2017 F-250 Pickup Truck with a service body from Silsbee Ford, of Silsbee, Texas, through BUYBOARD, in the total amount of$33,876.50; and, THAT a copy of the caption of this resolution be spread upon the minutes of the City Council. READ, ADOPTED AND APPROVED THIS day of 2016 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: P. R. No. 19560 12/06/16 ds Page 2 of 2 AYES: Mayor ; Councilmembers: NOES: Derrick Freeman Mayor ATTEST: APPROVED AS TO FORM: Sherri Bellard Valecia Tie o City Secretary City Attorney APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: Brian McDougal Jerry Dale, CPA, GFOA 0'111SI1‘ City Manager Director of Finance Jimmie Johnson, Ph.D. Assistant City Manager Clifton Williams Acting Purchasing Manager EXHIBIT A (Silsbee Ford/BUYBOARD Quote) EXHIBIT B (Vehicle Justification Form) PRODUCT PRICING SUMMARY BUYBOARD CONTRACT #430-13 Vehicles and Heavy Duty Trucks VENDOR--Silsbee Ford,1211 Hwy 96 N.,Silsbee TX 77656 End User: CITY OF PORT ARTHUR Prepared by: GLEN ANGELLE Contact: DONALD STANTON Phone: 409-880-9191 C-800-646-2749 LINE Email: Email: gangelle.cowboyfleet@gmail.com Product Description: 2017 FORD F-250 Date: October 7,2016 A. Bid Series: A.Base Price: $ 21,226.00 B. Published Options[Itemize each below] Code Options Bid Price Code Options Bid Price CREW CAB UPGRADE $ 3,750.00 EXT WHITE AIR VINYL FLOORS POWER EQUIPMENT GROUP $ 1,085.00 L-56-80 RKI SERVICE BODY $ 6,433.00 2017 UPGRADE $ 895.00 6.2LV8GAS 8FT.BED 6-SPD.AUTO 40/20/40 VINYL SEATS AM/FM/RADIO "Total of B. Published Options: S 12,163.00 C. Unpublished Options[Itemize each below,not to exceed 25%1 S= 0.0 % Options Bid Price Options Bid Price Total ofC. Unpublished Options: S - I). Pre-delivery Inspection: E. Texas State Inspection: F. Manufacturer Destination/Delivery: G. Floor Plan Interest(for in-stock and/or equipped vehicles): H Lot Insurance(for in-stock and/or equipped vehicles): I. Contract Price Adjustment: J. Additional Delivery Charge: 50 miles S 87.50 K. Subtotal: S 33,476.50 L. Quantity Ordered 1 x K= S 33,476.50 M. Trade in: N. BUYBOARD Administrative Fee($400 per purchase order) S 400.00 O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE S 33,876.50 City of Port Arthur, Fleet Maintenance Division Request for Vehicle/Equipment Justification Form Requested By Department Division or Unit [X]Budgeted []Not Budgeted Date of Request 12-1-16 Donald Stanton Utility Water Distribution Cost Center or Account Number Date Needed PR19560 410-1253-532.92-00 12-1-16 Classification of Request [ ] Passenger Vehicle [X] Pickup or Truck [ ] Police Vehicle [ ] Operational Equipment [ ] Other Will this be a [ ] New addition or a [X] Replacement If a replacement unit(complete this section pertaining to existing unit): Existing Make Existing Model Year Odometer/Hours Ford Unit 1674 F-250 2008 139,930 Condition of unit In service [XJ yes Date Parked Salvage or Trade-In Value Poor []no N/A N/A Can Unit be repair []yes Repairs Needed Anticipated Cost of Repairs []no Is replacement essential to city operations [XJ yes Have alternatives been considered Reason for request-Unit is not dependable, []no [XI yes []no lots of down time. _ How will this Unit be used This unit will be used for Water Distribution System maintenance If a New Addition(complete this section): _ Describe, in detail,the primary function for this vehicle/equipment. Will the unit be used to[J add a new service to the city What is the primary benefit to the city for adding this unit How often will unit be used 3 Or[J expand an existing service Does the city have comparable units [J yes If yes,number of units Condition of existing units [Jno Can the requested service be provided with the existing units Have alternative options been considered Are alternatives available [Dyes [Ino []yes []no [J yes [Jno Are there consequences to not providing the service If yes, what are the not consequences [I yes [Jno Preferred Type of Vehicle/Equipment: Sedan [] Standard Gas FWD []Gas/Electric Hybrid FWD [] Natural Gas FWD [] Police Package RWD SUV []Compact AWD(Ford Escape []Intermediate AWD(Ford []Carryall 4x4(Chev [] Police Package 4x4 size) Explorer size) Suburban size) Vans []7 Passenger Mini [] 12 Passenger Full Size [] Cargo Van: [] Mini [] 3/4 Ton [] 1 Ton Pickup []Compact [X] 3/4 Ton [] Standard Cab [X] Crew Cab [] Short Box [X]4x2 [] 1/2 Ton [] 1 Ton [] Extended Cab []Cab-Chassis [X] Long Box []4x4 Truck [] Dump []Vactor [] Fire engine [] Pumper [] Ladder Size Make Model [] Commercial front loader [] Residential side loader [] Brush Specialize [] Backhoe [] Excavator [] Sweeper []Grader [] Roller []Tractor [] Dozer H] Front End Loader Other [] riding mower []trailer []Other Cost information: Cost of Unit If New Addition,impact to operations: Installation or Start Up Cost $ $34,876.50 number of new personnel Personnel Cost $ Maintenance Cost $ Other $ TOTAL $ What is the frequency of use(days/week)? How many miles/hours is this vehicle estimated to What is the expected life of What is the expected Salvage 5-7 days/week operate each month? unit? value of this unit? 1,200 miles/month 5-7 years unknown How many employees will use this unit? Are they trained on use and maintenance?[X]yes Type of training offered? 3 []no Peer to Peer _ /� REQUESTING DEPARTMENT APPROVAL(DIRECTOR APPROVAL RE ED FOS(}"SUV) Type or Print Name Title ignature Dr. Jimmie Johnson � Assistant City Manager CITY MANAGER APPROVAL []Approved []Dented Assignment Date Date Manager Approval Form RFV/EJF Rev.11/19/2016 Send to:City Manager,444 4th Street, Port Arthur,TX 77640 Phone:409-983-8101 Fax:409-982-6743