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Home My WebLink AboutPR 21498: PURCHASE FIRE DEPARTMENT VEHICLE ("try .s nrt rtku�+ Te-ruc www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: July 17, 2020 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Larry D. Richard, Fire Chief 11 RE: PR 21498, Purchase Fire Department Vehicle Introduction: The intent of this Agenda Item is to seek the City Council's approval of Proposed Resolution 21498 authorizing the purchase of one (1) Dodge Ram 1500 Crew Cab SSV pickup truck from Silsbee Ford of Silsbee, Texas with Texas Goodbuy Purchasing Program contract pricing in the amount of$40,738.25. The purchase price includes all emergency lights, graphics, and two way radio. Background: This vehicle will replace a vehicle that is ten (10) years old and in very poor condition. This unit will primarily be assigned to a Fire Inspector, but will also be available for emergency responses as needed. Budget Impact: Funds were budgeted and are available in Account Number 625-1801-517.93-00. Recommendation: The Fire Department recommends approval of this resolution. • "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 Port Arthur, Fleet Maintenance Division Request for Vehicle/Equipment Justification Form Requested By Department Division or Unit Agency Number Date of Request 10/10/17 Larry Richard Fire Public Safety Cost Center or Account Number Date Needed 307-1601-591.92-00 2017 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 Expedition 2010 82,000 Condition of unit In service [x]yes Date Parked Salvage or Trade-In Value Bad []no Sometime! Unknown Can Unit be repair []yes Repairs Needed Anticipated Cost of Repairs []no NA Is replacement essential to city operations Ix]yes Have alternatives been considered Reason for request []no []yes [x]no This unit will replace a unit that is in very poor condition and is 10 years old. This unit will be assigned to the Fire Inspector and used on a daily basis. I will also be used as a backup vehicle responding to emergencies and hauling Fire Department equipment. 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 1")no []yes [Jno Are there consequences to not providing the service If yes, what are the not consequences []yes []no Preferred Type of Vehicle: Sedan [ ] Standard Gas FWD [J Gas/Electric Hybrid FWD [] Natural Gas FWD [j 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 , [x]Short Box []4x2 [x] 1/2 Ton [] 1 Ton [] Extended Cab []Cab-Chassis [] Long Box [x]4x4 Truck Dodge Ram Including mobile Bed cover, Emergency SSV radio, graphics Lights,Siren Tractor Cost information: S40,438.25 If New Addition what is impact to operations Installation or Start Up Cost $ Personnel Cost $ number of new personnel needed Maintenance Cost $ Other $ TOTAL $ What is the frequency of use(days/week)? How many miles is this vehicle estimated to travel What is the expected life of What is the expected Salvage Daily 7 days a week, 24 each month? unit?5 to 7 years value of this unit? hours a day 1000 Unknown How many employees will use this unit? 1 to 2 Are they trained on use and maintenance?[x]yes Type of training offered? []no REQUESTING AGENCY APPROVAL(AGENCY HEAD/DIRECTOR APPROVAL REQUIRED FOR SUV) Type or Print Name Title ` Signature Larry D. Richard Fire Chief I ,s MOTOR POOL USE ONLY 1111 I Vehicle License e Assignment Date Date to Pending Manager Approval Form DRAFT 01 Rev.11/17/2016 Send to: City Manager,444 4t"Street, Port Arthur,TX 77641 Phone:409-983-8101 Fax:409-982-6743 P.R. No. 21498 8/4/2020 ldr RESOLUTION NO. A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) PICKUP TRUCK FOR THE FIRE DEPARTMENT VIA THE TEXAS GOODBUY PURCHASING PROGRAM CONTRACT FROM SILSBEE FORD OF SILSBEE, TEXAS, IN THE AMOUNT OF $40 , 738 .25 ; FUNDING AVAILABLE IN ACCOUNT NUMBER 625-1801-517 . 93-00 WHEREAS , the Fire Department has found it necessary to purchase one (1) pickup truck replace an existing Ford Expedition primarily assigned to Fire Inspections that has reached the end of its useful lifetime; and WHEREAS, the Fire Department along with the Purchasing Department have determined that it is most cost effective to purchase said vehicle through the Texas Goodbuy Cooperative Purchasing Program; and WHEREAS, Chapter 271 of the Texas Government Code allows a city, by resolution of its governing body, to participate in cooperative purchasing programs, such as Goodbuy Purchasing, as an alternative to formal bid process; and WHEREAS, pursuant to Resolution No. 18-180, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with Texas Goodbuy Purchasing Program; and WHEREAS, the purchase price of the fully equipped vehicleis $40, 738 . 25, a copy of the contract pricing worksheet for the vehicle is attached as Exhibit "A" and a specification sheet is attached as Exhibit "B"; and WHEREAS , the price includes a Motorola radio, graphics and emergency lighting; and WHEREAS, funds are budgeted and available for this purchase in Account Number 625-1801-517 . 93-00 . NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: P.R. No. 21498 8/4/20201dr Section 1 . That the facts and opinions in the preamble are true and correct . Section 2 . That City Manager is hereby authorized and directed to purchase one pickup truck from Silsbee Ford, through Texas Goodbuy Purchasing Program in the amount of $40, 738 . 25, as delineated in Exhibit "A" and "B" attached hereto. Section 3 . That a copy of the caption of this resolution shall be spread upon the Minutes of the City Council . READ, ADOPTED AND APPROVED on this day of August, A. D. , 2020, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES : Mayor: Councilmembers : NOES : Thurman Bill Bartie Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: Att4i 0A.179-4° Val Tizeho, City Attorney N.R. No. 21498 8/4/2020 ld r APPROVED FOR ADMINISTRATION: Ron Burton, City Manager APPROVED AS TO AVAILABILITY OF FUNDS: 17) Kandy D-nie i Interim Finance Director Clifton Williams, C PB Purchasing Manager P.R. No. 21498 8/4/2020 ldr EXHIBIT A dbu PRODUCT PRICING SUMMARY GOODBUY 20 8F000 VEHICLES VENDOR--Silsbee Ford, 1211 Hwy 96 N.,Silsbee TX 77656 End User: CITY OF PORT ARTHUR F D Prepared by: GLEN ANGELLE Contact: LARRY RICHARD Phone: 409-880-9191 Email: Email: gangelle.cowboyfleet@gmail.corn Product Description: 2020 DODGE REG.CAB Date: July 16,2020 A. Bid Item: A.Base Price: $ 18,318.00 B. Factory Options Code Options Bid Price Code Options Bid Price CREW CAB/4X4 UPGRADE $ 8,827.00 EXT.FLAME RED CLEAR COAT LIMITED SLIP AXLES $ 495.00 TRAILER BRAKE CONTROLLER $ 295.00 REAR CAMERA CHROME APPEARANCE GROUP S 695.00 AM/FM/ CLOTH FRONT SEATSNINYL REAR BLUE TOOTH 5.7L V8 HEMI 8-SPD.AUTO POWER WINDOW/LOCKS CRUISE KFYI.FSS ENTRY Total of B.Published Options: $ 10,312.00 Published Option Discount(5%) $ (74.25) C. Additional Options!not to exceed 25%I $= 1.7 Options Bid Price Options Bid Price CHROME RUNNING BOARDS $ 495.00 Total of C.Unpublished Options: $ 495.00 • D. Floor Plan Interest(for in-stock and/or equipped vehicles): $ - E. Lot Insurance(for in-stock and/or equipped vehicles): S - F. Contract Price Adjustment: EMERGENCY EQUIPMENT(YOUR SPECS) $ 11,300.00 G. Additional Delivery Charge: 50 miles $ 87.50 H. Subtotal: $ 40,438.25 I. Quantity Ordered 1 x K= $ 40,438.25 J. Trade in: $ - K. GOODBUY Administrative Fee($300 per purchase order) $ 300.00 L. TOTAL PURCHASE PRICE INCLUDING GOODBUY FEE S 40,738.25 P.R. No. 21498 8/4/2020 ld r EXHIBIT B PORT ARTHUR FIRE �. ;1s,' VEHICLE: • K1500 Crew Cab • SSV package, • Red in color • short bed 5.75 • automatic transmission • power windows • Back up camera • Chrome app group • Chrome side steps • Trailering package LIGHTING,GRAPHICS, MISC. Graphics: • Please see above pictures for the graphic layout. White graphic over red truck, Maltese cross door emblem and lettering must be purchased from R.J. Marxx due to copyright. Lighting: • Whelen brand lighting is preferred whenever possible. • Low profile light bar such as the Whelen Legacy. • Headlight flashers. • Side emergency lights at front and rear. Miscellaneous: Radio: • M25URS9PW1AN APX6500 7/800 MHZ MID POWER MOBILE • G444AE ADD: APX CONTROL HEAD SOFTWARE PORT ARTHUR FIRE • G174AD ADD:ANT 3DB LOW-PROFILE 762-870 • W22BA ADD: STD PALM MICROPHONE APX • B18CR ADD: AUXILARY SPKR 7.5 WATT • GA00255AF ADD: 5Y ESSENTIAL ACCIDENTAL DAMAGE • GA00235AA ADD: NO GPS ANTENNA NEEDED • G806BE ADD:ASTRO DIGITAL CAI OPERATION • G51AU ENH: SMARTZONE OPERATION APX6500 • G361AH ENH: P25 TRUNKING SOFTWARE APX • QA01648AA ADD: ADVANCED SYSTEM KEY- HARDWARE KEY • G442AJ ADD: 05 CONTROL HEAD • G67BC ADD: REMOTE MOUNT MID POWER • SVCO3SVC0115D Subscriber Programming • Standard Cable Length Other • Truck Bed cover or "tonneau" cover. Must be fold up removable type. • Center console for Motorola radio, siren controller, light controller. • NNTN7624C IMPRES Single-Unit Rapid Rate Vehicular Charger • 12 volt cigarette lighter style power block for charging of accessory items. • Whelen (preferred brand)siren and speaker Additional Instructions: • All accessory items added are to be wired to the 2nd isolated battery and not the main vehicle battery • Whenever possible,wire the accessories as ignition hot