HomeMy WebLinkAboutPR 19559: PURCHASE OF A 2017 F-350 PICKUP TRUCK FROM SILSBEE FORD, THROUGH BUYBOARD, $34,870.50 f 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. 19559
COMMENTS
RECOMMENDATION
I recommend that the City Council approve Proposed Resolution No. 19559 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$34,870.50.
BACKGROUND
This truck will replace vehicle#1661, a 2008 Ford F-250, used in the Water Distribution division
by a Distribution Crew for Water Distribution System maintenance. This unit is constantly in the
shop for repairs, it has been taken out of service five 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. 19559
12/06/16 ds
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE PURCHASE OF A
2017 F-350 PICKUP TRUCK WITH A SERVICE BODY
FOR THE UTILITY OPERATIONS DEPARTMENT
FROM SILSBEE FORD, OF SILSBEE, TEXAS,
THROUGH BUYBOARD, IN THE TOTAL AMOUNT OF
$34,870.50. 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-350 Crew Cab
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-350 Crew Cab
Pickup Truck with a service body from Silsbee Ford, of Silsbee, Texas, through BUYBOARD,
in the total amount of$34,870.50; 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. 19559
12/06/16 ds
Page 2 of 2
AYES: Mayor
Councilmembers:
NOES:
Derrick Freeman
Mayor
ATTEST: APPROVED AS TO FORM:
Sherri Bellard v�
Valecia T n
City Secretary City Attorney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY
OF FUNDS:
Brian McDougal Jerry Dale, CPA, GFOA
City Manager Director of Finance
Jim ie Johnson, Ph.D.
Assistant City Manager
Clifton Williams
Acting Purchasing Manager
EXHIBIT A
(Silsbee Ford/BUYBOARD Quote)
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
PR19559 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 1661 F-250 2008 127,116
Condition of unit In service [X]yes Date Parked Salvage or Trade-In Value
Poor [j no N/A N/A
Can Unit be repair []yes Repairs Needed Anticipated Cost of Repairs
17 no
Is replacement essential to city operations [XJ yes Have alternatives been considered Reason for request-Unit is not dependable,
[J no [X]yes [Jno lots of down time.
How will this Unit be used
This unit will be used for Water Distribution System maintenance. We are replacing the F-250(3/4 ton)with an F-350
(1 ton)because it will be towing larger equipment and a full crew.
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
Or[J expand an existing service
Does the city have comparable units [J yes If yes,number of units Condition of existing units
[]no
Can the requested service be provided with the existing units Have alternative options been considered Are alternatives available
Niles [Jab []yes Lino []yes [Jno
Are there consequences to not providing the service If yes, what are the not consequences
[J 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 [] 3/4 Ton [] Standard Cab [X] Crew Cab [] Short Box [X]4x2
[] 1/2 Ton [X] 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 [] Front End Loader
Other [] riding mower []trailer []Other
Cost information:
Cost of Unit If New Addition,impact to operations: Installation or Start Up Cost $
$34,870.50 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 REQUIRED FOR SUV) r-
Type or Print Name Title Signature
Dr.Jimmie Johnson Assistant City Manager
/ CITY MANAGER APPROVAL
7
[Approved []Denied Assignment Date Date Manager Appr.i_
/ L__ /'2P/7 6 A
Form RFV/EJFRev.11/19/2016
Send to:City Manager,444 4th Street,Port Arthur,TX 77640
Phone:409-983-8101 Fax:409-982-67
.
•
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@u.gmail.com
Product Description: 2017 FORD F-350 Date: October 7,2016
A. Bid Series: A.Base Price: $ 22,220.00
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
6.2L V8 GAS
8FT.BED
6-SPD.AUTO
40/20/40 VINYL SEATS
AM/FM/RADIO
Total of B.Published Options: $ 12,163.00
C. Unpublished Options[Itemize each below,not to exceed 25%[ $= 0.0 %
Options Bid Price Options Bid Price
Total of C.Unpublished Options: $ -
D. 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):
1. Contract Price Adjustment:
J. Additional Delivery Charge: 50 miles $ 87.50
K. Subtotal: $ 34,470.50
L. Quantity Ordered 1 x K= $ 34,470.50
M. Trade in:
N. BUYBOARD Administrative Fee($400 per purchase order) $ 400.00
O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE $ 34,870.50
