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Home My WebLink AboutPR 20318: PURCHASE OF A 2017 15 PASSENGER VAN city of """"' I ; ,1\k4 c el 1-111111" "Teras www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: June 19, 2018 To: The Honorable Mayor and City Council Through: Harvey Robinson, Interim City Manager From: John Owens, Acting Chief of Police RE: PR 20318—Authorizing the purchase of 2017 Chevy 15 Passenger Van Introduction: The intent of this Agenda Item is to seek the City Council's approval to rescind Res. 18-139 for the purchase of a 2018 Chevrolet 15 Passenger Express Van from Classic Chevrolet of Beaumont, Texas in the amount of$30,632.00, and award the purchase to Caldwell Country of Caldwell, Texas through Buyboard Contract No. 521-16, in the amount of$30,790. Background: On April 10, 2018, City Council passed Res. 18-139 authorizing the purchase of a 2018 Chevrolet Express 15 Passenger Van from Classic Chevrolet to replace a Ford Transit Van assigned to the Police Department. The Ford Van was involved in a not-at-fault accident and was deemed a total loss and paid out by TML. Quotes were solicited from three dealerships where Caldwell Country Chevrolet was the lowest bidder at $29,985; but, could not provide the vehicle for at least six months. It was time sensitive because it would be used to transport the inmates participating in our inmate program to the various locations throughout the city where they would be performing the work. Therefore, it was decided to recommend Classic Chevrolet, who had the next lowest quote at $30,632 and had the vehicle available and stated they would hold the van for the Police Department. After the award, the Police Department was informed that the Chevrolet-Van that was recommended to Council had been sold by Classic Chevrolet to another buyer. Another van will not be available until at least September. The Police Department has been able to locate a similar van with Caldwell Country Chevrolet that is currently available on the lot for$30,790 through a Buyboard contract. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 City of - �., _ . nrr rIli u Teras www.PortArthurTx.gov Recommendation: It is recommended that City Council approve amending Resolution No. 18-139 to purchase a 2018 Chevrolet 15 Passenger Express Van from Classic Chevrolet of Beaumont, Texas in the amount of$30,632.00, and award the purchase to Caldwell Country of Caldwell, Texas, through Buyboard Contract No. 521-16, as discussed and/or outline above. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. No. 20318 6-14-18 mf RESOLUTION NO. A RESOLUTION RESCINDING RESOLUTION NO. 18-139 IN ITS ENTIRETY, WHICH AUTHORIZED THE PURCHASE A 2018 CHEVROLET 15 PASSENGER EXPRESS VAN FOR THE POLICE DEPARTMENT FROM CLASSIC CHEVROLET OF BEAUMONT, TEXAS IN THE AMOUNT OF $30, 632 . 00, AND AUTHORIZING THE PURCHASE OF A 2018 CHEVROLET 15 PASSENGER VAN TO CALDWELL COUNTRY OF CALDWELL, TEXAS, THROUGH THE BUYBOARD COOPERATIVE PURCHASING PROGRAM, UNDER CONTRACT NO. 521-16 IN THE AMOUNT OF $30, 790 . 00; FUNDING AVAILABLE IN POLICE DEPARTMENT MOTOR VEHICLE ACCOUNT NO. 625-1801-521. 93-00 . WHEREAS, on April 10, 2018, the City Council passed Resolution 18-139 authorizing for the purchase of a 2018 Chevrolet Express 15 Passenger Van from Classic Chevrolet to replace a Ford Transit Van assigned to the Police Department that was involved in a not-at-fault accident and was deemed a total loss and paid out by TML; and WHEREAS, the Police Department had solicited quotes for a replacement vehicle and the lowest and most competitive quote that was able to provide for a timely delivery of the van was Classic Chevrolet of Beaumont, Texas; and WHEREAS, the 2018 Chevrolet Express 15 Passenger Van originally available has since been purchased by another buyer and a substitute 2018 model will not be available until at least September; and WHEREAS, all quotes received for Resolution No. 18-139 , have now expired; and s.pr20318 WHEREAS, pursuant to Chapter 271, Subchapter D, of the Local Government Code, a city may participate in cooperative purchasing programs established by the State Facilities Commission for the purchase of goods at prices established through purchase contracts of the Commission for the purchase contracts of the Commission; and WHEREAS, per Resolution No. 02-341, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with the Buyboard Cooperative Purchasing Program; and, WHEREAS, the Police Department solicited quotes and received a Buyboard quote of $30 , 790 from Caldwell Country of Caldwell, Texas, for a 2018 Chevrolet 15 Passenger Van that is available for immediate purchase; and WHEREAS, TML issued a payment for the total loss of the 2017 Ford Transit van in the amount of $26, 662 . 50 ($29, 162 . 50 less $2500 . 00 deductible) . NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct . Section 2 . That Resolution No . 18-139 is hereby rescinded in its entirety. s.pr20318 Section 3 . That the City Council hereby authorizes the purchase a 2018 Chevrolet 15 Passenger Express Van for the Police Department from Caldwell Country of Caldwell, Texas, through Buyboard Contract No. 521-16 in the amount of $30 , 790 . Section 3 . That a copy of the Resolution shall be spread upon the Minutes of the City Council . READ, ADOPTED AND APPROVED on this day of A.D. , 2018 , at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote : AYES: Mayor: Councilmembers : NOES : Derrick Ford Freeman, Mayor ATTEST: Sherri Bellard, City Secretary s.pr20318 APPROVED AS TO FORM: Val Tizeno, C. y Attorney APPROVED FOR ADMINISTRATION: Harvey Robinson, Interim City Manager John Owens, Acting Chief of Police APPROVED FOR THE AVAILABILITY OF FUNDS: l' LL Clid n Williams, CPPB Purchasing Manager 0 Andrew Vasque , CPA Director of Finance s.pr20318 EXHIBIT A QUOTE# 00K (VIN#J1166880) CONTRACT PRICING WORKSHEET End User: CITY OF PORT ARTHUR Contractor: CALDWELL COUNTRY Contact Name: MICHAEL BLAINE CALDWELL COUNTRY DEPUTY CHIEF MICHAEL FRATUS Email: MBLAINE@PORTARTHURPD.COM Prepared By: Averyt Knapp Phone #: 409-984-8565 M. BLAINE Email: 409-984-2192 M. FRATUS aknapp@caldwellcountry.com Fax #: 409-983-8627 Phone #: 800-299-7283 or 979- 567-6116 Location City & State: PORT ARTHUR Fax #: 979-567-0853 Date Prepared: JULY 10, 2018 Address: P. O. Box 27, Caldwell, TX 77836 Contract Number: BUY BOARD #521-16 Tax ID # 14-1856872 Product Description: 2018 CHEVROLET 3500 EXPRESS (15-PASS) VAN CG33706 A Base Price & Options: $30,215 B Fleet Quote Option: Code Description Cost Description Cost 15-PASSENGER-VINYL, INCL 6.0L-V8 GAS, 6-SPD AUTOMATIC, AIR CONDITION FRONT AND REAR, AMFM-STEREO, TILT, CRUISE, POWER WINDOWS, POWER LOCKS, POWER MIRRORS, KEYLESS ENTRY, DEEP TINT GLASS, FULL RUBBER FLOOR, BLUETOOTH FOR PHONE, MOLDED ASSIST STEPS, AUXILARY TRANSMISSION OIL COOLER, OEM HD TRAILER TOW PACKAGE GM WARRANTY INCL CALDWELL COUNTRY 5YR/100, 000 MILES POWERTRAIN @ N/C PO BOX 27 CALDWELL,TEXAS 77836 INCL Subtotal B C Unpublished Options Code Description Cost Code Description Cost • Subtotal C D Other Price Adjustments (Installation, Delivery, Etc...) $175 Subtotal D E Unit Cost Before Fee & Non-Equipment Charges(A+B+C+D) $30,390 Quantity Ordered 1 X $30,390 Subtotal E F Non-Equipment Charges (Trade-In, Warranty, Etc...) BUY BOARD x $400 G. Color of Vehicle: WHITE H. Total Purchase Price (E+F) $30,790 Estimated Delivery UNIT IN STOCK Date: IMMEDIATE (VIN#J1166880)