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Home My WebLink AboutPR 21856: AUTHORIZING THE PURCHASE OF 2 REGULAR CAB SHORT BED TRICKS City of ort rthur^ 7i las www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: March 22, 2021 To: The Honorable Mayor and City Council Through: Ronald "Ron" Burton, City Manager From: Pamela D. Langford, Director of Planning & Development Services /%r%� � Cc: Philip Vilardi, Building Official RE: P.R. No. 21856 —A resolution authorizing the purchase of two (2) regular cab short bed trucks for the Division of Inspections & Permitting. Introduction: This Agenda Item intends to request authorization to purchase two (2) 2021 Dodge Ram 1500 Regular Cab Short Bed Trucks from Grapevine Dodge Chrysler Jeep of Grapevine, Texas, with a budgetary impact of$38,786.00. Background: As part of the BuyBoard Cooperative Purchasing Program, the City received a quote from Grapevine Dodge Chrysler Jeep of Grapevine, Texas, to purchase two (2) regular cab short bed trucks for the Division of Inspections and Permitting. The trucks will be assigned to the City's building inspectors to accommodate their day- to-day operations (i.e., inspecting residential and commercial buildings and construction sites). Budget Impact: The product pricing summary provided to the Purchasing Division on March 3, 2021, provides a purchase price, including a buyboard fee of $19,393 per/truck, with a total budgetary impact of $38,786.00; Funding available in Capital Motor Vehicle Account No. 625-1801-531.93.08. Recommendation: It is recommended that City Council approve Proposed Resolution No. 21856, authorizing the purchase of two (2) 2021 Dodge Ram 1500 Regular Cab Short Bed Trucks from Grapevine Dodge Chrysler Jeep of Grapevine, Texas, with a budgetary impact of$38,786.00. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur.Texas 77641-1089 )K 409.983.8101 X FAX 409.982.6743 Account Balance Inq 625-1801-531.93-08 Collapse Ail Account information - MOTOR VEHICLES / CODE ENFORCEMENT Fiscal year: 2021 Dr Budget: 39,918.00 f Committed: .00 • Balance: 39,918.00 Project Data - Project Entry Optional Account Balance by Period - Cumulative Period/Month Actuals Totals ./ 01 October .00 .00 / 02 November .00 .00 / 03 December .00 .00 / 04 January .00 .00 / 05 February .00 .00 / 06 March .00 .00 .' 07 April .00 .00 / 08 May .00 .00 / 09 June .00 .00 / 10 July .00 .00 :' 11 August .00 .00 11 C L..... n0 an Payment information - Vendor (* indicates pending) Total Encumbrances - PO # Vendor Balance Pre Encumbrances - Type Req/PO Project Balance Segment/Balance Details - Fund 625 CAPITAL RESERVE FUND Original Budget 39,918.00 Department 18 EQUIPMENT REPLACEMENT Revised Budget .00 Division 01 EQUIP REPLACE Current expenditures .00 Activity basic 53 PUBLIC WORKS YTD expenditures .00 Sub activity 1 PUBLIC WORKS Unposted expenditures .00 Element 93 MOTOR VEHICLES Encumbrances .00 Object 08 CODE ENFORCEMENT Unposted encumbrances .00 Pre-encumbrances .00 Total Exp & Enc .00 0.0 % Unencumbered balance 39,918.00 100.0 % Account miscellaneous 1` Budget miscellaneous l Encumbrances 1 Pre-encumbrances 1 Transactions 1 1- iDetail by date i Detail by code 11 Detail by year&period-1 rPending by date Pending by code 1 Pending by year&period 1' Procurement card transact. 1 P.R.NO.21856 03/22/2021 PDL PAGE 1 OF 4 RESOLUTION NO. A RESOLUTION AUTHORIZING THE PURCHSE OF TWO (2) DODGE RAM 1500 REGULAR CAB SHORT BED PICKUP TRUCKS FROM GRAPEVINE DODGE CHRYSLER JEEP OF GRAPEVINE, TEXAS, THROUGH BUYBOARD COOPERATIVE PURCHASING PROGRAM, CONTRACT NO. 601-19, WITH THE PROJECTED BUDGETARY AMOUNT OF $38,786.00; FUNDING AVAILABLE IN CAPITAL MOTOR VEHICLES ACCOUNT 625-1801-531.93-08. WHEREAS, the Department of Development Services is responsible for inspecting residential and commercial development throughout the City of Port Arthur in accordance with the 2015 International building codes and its supplements; and WHEREAS, the Purchasing Division requested a quote through BuyBoard Cooperative Purchasing Program, with Grapevine Dodge Chrysler Jeep, as delineated in Exhibit "A"; and WHEREAS, Chapter 271 of the Local Government Code allows a city, by Resolution of its governing body, to participate in cooperative purchasing programs, such as BuyBoard, a purchasing cooperative, as an alternative to a formal bid process; and WHEREAS, pursuant to Resolution No. 02-341, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with Texas BuyBoard; and WHEREAS, Grapevine Dodge Chrysler Jeep of Grapevine, Texas is an approved vendor through BuyBoard; and, WHEREAS, funding available in Capital Motor Vehicles Account No. 625-1801- 531 .93-08; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, facts and opinions in the preamble are true and correct. THAT, the City Council hereby authorizes the purchase of two (2) 2021 Dodge Ram 1500 Regular Cab Short Bed Pickup Truck from Grapevine Dodge Chrysler jeep of Grapevine, Texas with the projected budgetary amount of $38,786.00. P.R.NO.21856 03/22/2021 PDL PAGE 2 OF 4 THAT, funding is available in Capital Motor Vehicles Account No. 625-1801- 531.93-08. THAT, a copy of the caption of this Resolution be spread upon the Minutes and the City Council. READ, ADOPTED, AND APPROVED this the day of March, A.D. 2021 at a meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Council members: Noes: Thurman Bill Bartle, Mayor ATTEST: Sherri Bellard, TMRC, City Secretary APPROVED AS JO FORM: Tiuc Valecia "VarTizen CityAttorney Y APPROVED FOR ADMINISTRATION: Qm (� • Sc,..),Ie.t.).D Ronald "Ron" Burton, City Manager Pamela D. Langford, Director of Planning & Development Services P.R.NO.21856 03/22/2021 PDL PAGE 3 OF 4 APPROVED AS TO AVAILABILITY OF FUNDS: /, / Kandy Daniels, 141 Director of inance Clifton illiams, CPPB, Purchasing Manager P.R.NO.21856 03/22/2021 PDL PAGE 4 OF 4 EXHIBIT "A" PRODUCT PRICING SUMMARY BASED ON CONTRACT BUYBOARD#601-19 Grapevine Dodge Chrysler Jeep 2601 William D Tate,Grapevine,TX 76051 End Use:CITY OF PORT ARTHUR Rep: Dennis Thomas Contact:CLIFTON WILLIAMS Phone•R17-41(1-7541 Phone/Email:CLIFTON.WWILLIAMS@PORTARTHURTX.GOV Email: dthomasagrapevinedcj.com Product Description:2021 RAM 1500 REG CAB Date:03/03/2021 17,888 A. Bid Series 1500 A.Base Price: B. Published Options[Itemize each below] Code Options _ Bid Price Code Options Bid Price DS1L61 REGULAR CAB SHORT BED INCL 29B TRADESMAN V6/AUTO INCL PW7 WHITE NC T)08 VINYL INTERIOR NC TBB FULL SIZED SPARE 194 Total of B.Published Options: 194 C. Unpublished Options $= 0.0% Options Bid Price Options Bid Price Total of C.Unpublished Options: D. Pre-delivery Inspection: E. Texas State Inspection: S F. Manufacturer Destination/Delivery: S G. Floor Plan Interest(for in-stock and/or equipped vehicles): S H. Lot Insurance(for in stock and/or equipped vehicles): S I. Contract Price Adjustment: 2020-2021 COST INCREASE $805 J. Additional Delivery Charge: miles $300 K. Subtotal: $18993 L. Quantity Ordered x K= M. Trade in: N. BUYBOARD Administrative Fee($400 per purchase order) $400.00 0. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE S19 393