HomeMy WebLinkAboutPR 19830: PURCHASE OF A 2017 FOR F-350 TRUCK FOR UTILITY OPERATIONS 7
City of
nr1 rihnr
INTEROFFICE MEMORANDUM
Date: June 29, 2017
To: The Honorable Mayor and City Council
Through: Brian McDougal, City Manager
From: Jimmie Johnson, Ph.D., Assistant City Manager
RE: PR 19830—Purchase of Ford F-350 to replace unit#1795
Introduction:
The intent of this Agenda Item is to seek the City Council's approval for the City Manager to
purchase an F-350 Extended Cab truck with a service body.
Background:
Unit 1795 is a 2010 Ford F-350 with over 208,000 miles on it. It is the truck used by our Senior
Plant Mechanic,who is responsible for maintenance at all of the treatment plants and lift stations
in the City of Port Arthur. The engine recently went out in this truck unexpectedly and needs to
be replaced. A quote for the engine replacement came in around $20,000. With the quote for a
new replacement truck being less than $35,000, staff believes repairs are cost prohibitive vs.
new purchase. This purchase takes the place of the budgeted replacement of Unit#1794
Budget Impact:
The new truck has a HGAC Buy Cooperative Purchasing Quote of$34,045.75 from Silsbee
Ford, of Silsbee, Texas, and will be paid out of Equipment, account#410-1255-532.92-00.
Recommendation:
It is recommended that City Council approve the City Manager to purchase a Ford F-350 Truck
to replace Unit#1795.
"Remember,we are here to serve the Citizens of Port Arthur"
P. R. No. 19830
6/27/17 ds
Page 1 of 2
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE PURCHASE OF A
2017 FORD F-350 TRUCK WITH A SERVICE BODY FOR
THE UTILITY OPERATIONS DEPARTMENT FROM
SILSBEE FORD,OF SILSBEE,TEXAS,THROUGH HGAC
BUY, IN THE TOTAL AMOUNT OF $34,045.75. FUNDS
ARE AVAILABLE IN EQUIPMENT ACCOUNT NO. 410-
1255-532.92-00.
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. 11-196, the City of Port Arthur entered into an
interlocal agreement for cooperative purchasing with the HGAC Buy Cooperative Purchasing
Program ("HGAC Buy"); and,
WHEREAS,City staff has solicited a HGAC Buy quote for a 2017 Ford F-350 Crew Cab
Pickup Truck with a service body, as delineated in our Purchasing Policy; and,
WHEREAS, Silsbee Ford, of Silsbee, Texas, through HGAC Buy, 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 HGAC Buy, in the total
amount of$34,045.75; 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
2017 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following
vote:
P. R. No. 19830
6/27/17 ds
Page 2 of 2
AYES: Mayor
Councilmembers:
NOES:
Derrick Freeman
Mayor
ATTEST: APPROVED AS TO FORM:
\COO
Sherri Bellard Valecia Tize
City Secretary City Attorney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY
OF FUNDS:
o �
�! r
Brian McDougal Rosie CPA/CGFO
City Manager Interim Director of Finance
Jimmie Johnson, Ph.D.
Assistant City Manager
l - -!ton Williams, CPPB
Purchasing Manager
EXHIBIT A
(Silsbee Ford/HGAC Buy Quote)
Buy CONTRACT PRICING WORKSHEET Contract VE11-15 Date 7/3/2017
For MOTOR VEHICLES Only No.: Prepared:
This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both documents
MUST be faxed to H-GAC @ 713-993-4548. Therefore please type or print legibly.
Buying CITY OF PORT ARTHUR Contractor: SILSBEE FORD
Agency:
Contact DONALD Prepared GLEN ANGELLE
Person: By:
Phone: Phone: 409-880-9191
Fax: Fax:
Email: Email: GANGELLE.COWBOYFLEET(a�GMAIL.COM
Product E27 Description: 2017 FORD F-350 EXT.
Code:
A.Product Item Base Unit Price Per Contractor's H-GAC Contract: $ 25,346.00
B.Published Options-Itemize below-Attach additional sheet(s)if necessary-Include Option Code in description if applicable.
(Note:Published Options are options which were submitted and priced in Contractor's bid.)
Description Cost Description Cost
POWER LOCKS/WINDOWS $ 915.00
6.2L V8 GAS
6-SPD.AUTO
AIR
40/20/40 VINYL SEATS,
164"WHEELBASE(LONG BED)
SINGLE REAR WHEEL
Subtotal From Additional Sheet(s): $
Subtotal B: $ 915.00
C. Unpublished Options-Itemize below/attach additional sheet(s)if necessary.
(Note:Unpublished options are items which were not submitted and priced m Contractor's bid.)
Description Cost Description Cost
RKI F-56 SERVICE BODY $ 6,242.00
X3A 2018 UPGRADE $ 855.25 Subtotal From Additional Sheet(s):
Subtotal C: $ 7,097.25
Check:Total cost of Unpublished Options(C)cannot exceed 25%of the total of the Base Unit
Price plus Published Options(A+B). For this transaction the percentage is:
D.Total Cost Before Any Applicable Trade-In/Other Allowances/Discounts(A+B+C)
Quantity Ordered: X Subtotal of A+B+C: $ 33,358.25 = Subtotal D:
E.II-GAC Order Processing Charge(Amount Per Current Policy) Subtotal E: $ 600.00
F.Trade-Ins/Special Discounts/Other Allowances/Freight/Installation/Miscellaneous Charges
Description Cost Description Cost
50 X 1.75=87.50 $ 87.50
Subtotal F: $ 87.50
Delivery Date: G.Total Purchase Price (D+E+F): $ 34,045.75
City of Port Arthur Fleet Maintenance Division
Request for Vehicle/Equipment Justification Form
Requested By Department Division or Unit []Budgeted [X]Not Budgeted Date of Request
06-27-17
Donald Stanton Utility Wastewater Cost Center or Account Number Date Needed
PR19559 Conveyance 410-1255-532.92-00 06-27-17
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 1795 F-350 2010 208,290
Condition of unit In service []yes Date Parked Salvage or Trade-In Value
Poor-unusable [X]no 6-14-17 N/A
Can Unit be repair [X]yes Repairs Needed Anticipated Cost of Repairs
[]no New Motor $20,000
Is replacement eccential to city operations [X]yes Have alternatives been considered Reason for request-Repairs are cost
[]no [X]yes []no prohibitive vs.price of a new truck
How will this Unit be used
This unit will be used as the main service truck for our Senior Plant Mechanic.He is responsible for all of our water
and wastewater treatment facilities and sewer lift stations.
If a New Addition(complete this section):
Describe,in detail,the primary function for this vehicle/equipment.
Will the unit be used to[]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[]expand an existing service
Does the city have comparable units []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
[]yes []no []yes []no []yes []no
Are there consequences to not providing the service If yes, what are the not consequences
[]yes []no
Preferred Type of Veh cle/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 []Crew Cab [] Short Box [X]4x2
[] 1/2 Ton [X] 1 Ton [X] 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 $
$34,045.75 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?
2,400 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?
2 []no Peer to Peer and Man .cturer Literature
REQUESTING DEPARTMENT APPROVAL(DIRECTOR APPROVAL . -. r• * -. . -4'
Type or Print Name Title
Dr.Jimmie Johnson Assistant City Manager
CITY MANAGER APPROVAL
[]Approved []Denied Assignment Date Date ` Manager Approval . _
�/_
Form RFV/EF ' Rev.11/19/2016
Send to:City Manager,444 4th Street,Port Arthur,TX 77640
Phone:409-983-8101 Fax:409-982-6743