HomeMy WebLinkAboutPR 23443: PURCHASE OF CREW CABS, WATER DISTRIBUTION DIVISION AND WASTEWATER CONVEYANCE DIVISION o r t mbar
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: October 31, 2023
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Calvin Matthews, P.E., Water Utilities Director
RE: PR 23443 —Purchase of one (1) 2024 3500 Crew Cab 4x2 Dually Service
Truck, one (1) 2023 1500 Classic Quad 4x2, and three (3) 2024 3500 Crew Cab
4x2 Single Trucks for Water Distribution Division and Wastewater Conveyance
Division.
Introduction:
The intent of this Agenda Item is to seek the City Council's approval for the City Manager to
purchase one (1) 2024 3500 Crew Cab 4x2 Dually Service Truck, one (1) 2023 1500 Classic
Quad 4x2, and three (3) 2024 3500 Crew Cab 4x2 Single Trucks through Grapevine Dodge
Chrysler Jeep of Grapevine, Tx with the BuyBoard Contract#601-19 for the Water Distribution
Division and Wastewater Conveyance Division.
Background:
The Water Utilities needs the equipment for daily operation. The existing city machines Unit
No. 2064, 2065 and 2066 are in need of replacement and were scheduled for replacement in this
FY 2024 Capital Equipment Schedule.
The Grapevine Dodge Chrysler Jeep of Grapevine, Texas via BuyBoard Contract #601-19,
provided one (1) 2024 3500 Crew Cab 4x2 Dually Service Truck quote for $60,367.00, one (1)
2023 1500 Classic Quad 4x2 quote for$36,921.00,and three(3)2024 3500 Crew Cab 4x2 Single
Trucks quote for$182.986.00.
Budget Impact:
The total budget impact is $ 280,274.00.
Funding is available in Capital Equipment Account No. 625-40-000-8523-00-00-000.
Recommendation:
It is recommended that the City Council approve PR No. 23443, authorizing the City Manager
to purchase the equipment as discussed/outlined 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
PR No. 23443
10/31/23 CV
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO PURCHASE ONE (1) 2023 1500 CLASSIC QUAD, ONE
(1) 2024 3500 CREW CAB 4X2 DUALLY, AND THREE (3)
2024 3500 CREW CAB 4X2 SINGLE TRUCKS FROM
GRAPEVINE DODGE CHRYSLER JEEP OF
GRAPEVINE, TEXAS THROUGH BUYBOARD
CONTRACT NO. 601-19 FOR THE WATER
DEPARTMENT IN THE TOTAL NOT TO EXCEED
AMOUNT OF $280,274.00. FUNDS ARE AVAILABLE
IN CAPITAL EQUIPMENT ACCOUNT NO.
625-40-000-8523-00-00-000.
WHEREAS, the Water Utilities Department routinely uses various equipment in the
construction, repair, operation, and maintenance activities of the Distribution Division and
Wastewater Conveyance Division throughout the city;and,
WHEREAS,Unit No. 2064,2065 and 2066 were scheduled for replacement in the Capital
Equipment Schedule FY 2024; 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 Texas Buyboard,
as an alternative to the 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 the Buyboard Cooperative Purchasing
Program("Buyboard"); and,
WHEREAS, City staff has solicited a quote through Buyboard Contract No. 601-19 for
one (1) 2024 3500 Crew Cab 4x2 Dually, one (1) 2023 1500 Classic Quad 4x2, and three (3)
2024 3500 Crew Cab 4x2 Single Trucks in the total amount of $280,274.00, as delineated
in our Purchasing Policy; and,
WHEREAS, Grapevine Dodge Chrysler Jeep of Grapevine, Texas will provide the
equipment as listed on the quote as Exhibit"A", as it meets our specifications.
PR No. 23443
10/31/23 CV
Page 2 of 3
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
THAT, the City Council hereby authorizes the purchase of one (1) 2024 3500 Crew Cab
4x2 Dually one (1) 2023 1500 Classic Quad 4x2, and three (3) 2024 3500 Crew Cab 4x2 Single
Trucks from Grapevine Dodge Chrysler Jeep of Grapevine, Texas, through Buyboard Contract
No. 601-19, in the total amount not to exceed $280,274.00 ; and,
THAT a copy of the caption of this resolution is spread upon the minutes of the City
Council.
READ, ADOPTED AND APPROVED THIS day of
2023 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
PR No. 23443
10/31/23 CV
Page 3 of 3
ATTEST: APPROVED AS TO FORM:
t/X±.4/2 07J2aki
Sherri Bellard Valecia T zeno
City Secretary City Attorney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF
FUNDS:
Ronald Burton
City Manager Finance Director
Calvin M , .E. Clifton Williams, CPPB
Water Utilities Director Purchasing Manager
EXHIBIT A
(Buyboard Quote for two equipment)
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:DARRELL HARMON Phone:817-410-7541
Phone/Email:DARRELL.HARMON@PORTARTHURTX.GOV Email: dthomas( grapevinedcj.com
Product Description:24 3500 CRE CAB 4X2 DUAL Date: 10/27/2023
24,741
1 A. Bid Series 3500 A. Base Price:
B. Published Options [Itemize each below]
Code Options Bid Price Code Options Bid Price
D23L92 24 3500 CREW CAB 4X2 LONG 24,740 2GA TRADESMAN 6.4L GAS STD
PW7 WHITE NC TXX8 VINYL INTERIOR STD
CLF RUBBER FLOORMATS 145 MRU BLACK TUBULAR RUNNING BDS 432
XCH 2 EXTRA KEYS 262 XHC BRAKE CONTROLLER 383
A61 TRADESMAN LEVEL 1 189 WLA DUAL RAR WHEEL 1450
Total of B. Published Options: 27,601
C. Unpublished Options $= 0.0%
Options Bid Price Options Bid Price
9FT FLATBED W/TOOLBOXES EACH SIDE 7250
ORDER TRUCK 4-7 MONTHS
Total of C.Unpublished Options: 7250
D. Pre-delivery Inspection:
E. Texas State Inspection: S
F. Manufacturer Destination/Delivery: $
G. Floor Plan Interest(for in-stock and/or equipped vehicles): S
H. Lot Insurance(for in stock and/or equipped vehicles): $
I. Contract Price Adjustment: $
J. Additional Delivery Charge: miles $375
K. Subtotal: 1169t967
L. Quantity Ordered 1 x K= S59.967
M. Trade in:
N. BUYBOARD Administrative Fee($400 per purchase order) $400.00
O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE S60.367
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: Phone.817-410-7541
Phone/Email: Email: dthomas( grapevinedcj.com
Product Description:23 1500 CLASSIC QUAD 4X2 Date: 10/27/2023
17,888
A. Bid Series 1500 A. Base Price:
B. Published Options [Itemize each below]
Code Options Bid Price Code Options Bid Price
DS1L41 23 QUAD CAB 4X2 17,018 29B TRADESMAN 3.6L V6 NC
PW7 WHITE NC TXX8 VINYL INTERIOR STD
DMD 3.55 GEARS 92
GXM REMOTE KEYLESS ENTRY 184 LM1 DAYTIME RUNNING LIGHTS 39
TTB LT265/70R17E A/T TIRES&SPARE 243 XCH 2 EXTRA KEYS 189
AHC TOW GROUP 543
Total of B. Published Options: 18,308
C. Unpublished Options $= 0.0%
Options Bid Price Options Bid Price
2 IN TRANSIT
2 MORE IN TRANSIT WWITH ANTI SPIN AXLE +$480
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): $
Contract Price Adjustment: $
J. Additional Delivery Charge: miles $325
K. Subtotal: $36,521
L. Quantity Ordered x K= $
M. Trade in:
N. BUYBOARD Administrative Fee($400 per purchase order) $400.00
O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE S36.921
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:DARRELL HARMON Phone.817-410-7541
Phone/Email: DARRELL.HARMON@PORTARTHURTX.GOV Email: dthomasCagrapevinedcj.com
Product Description:24 3500 CRE CAB 4X2 SINGLE Date: 10/27/2023
24,741
A. Bid Series 3500 A. Base Price:
B. Published Options [Itemize each below]
Code Options Bid Price Code Options Bid Price
D23L92 24 3500 CREW CAB 4X2 LONG 24,740 2GA TRADESMAN 6.4L GAS STD
PW7 WHITE NC TXX8 VINYL INTERIOR STD
CLF RUBBER FLOORMATS 145 MRU BLACK TUBULAR RUNNING BDS 432
XCH 2 EXTRA KEYS 262 XHC BRAKE CONTROLLER 383
A61 TRADESMAN LEVEL 1 189
Total of B. Published Options: 26,151
C. Unpublished Options $= 0.0%
Options Bid Price Options Bid Price
READING SERVICE BODY 9595
ORDER TRUCK 4-7 MONTHS
Total of C.Unpublished Options: 9595
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): $
H. Lot Insurance(for in stock and/or equipped vehicles): $
Contract Price Adjustment: $
J. Additional Delivery Charge: miles $375
K. Subtotal: S60,862
L. Quantity Ordered 3 x K= 5182.586
M. Trade in:
N. BUYBOARD Administrative Fee($400 per purchase order) $400.00
O. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE S182.986