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Home My WebLink AboutPR 23545: PURCHASE OF SERVICE BODY PICKUP TRUCK FOR WATER DISTIBUTION AND MD6 DUMP TURCK FOR WASTEWATER CONVEYANCE DIVISION l Cal of 11 ,` , n r i r[It tt�� ,, ,,,, 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 23545 —Purchase of one (1)4500 R/C Service Body pickup truck for the Water Distribution and one (1) MD6 Dump Truck for the 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) 4500 R/C Service Body pickup truck from Grapevine Dodge Chrysler Jeep of Grapevine, Texas through BuyBoard Contract #661-19 to replace unit 2024 for the Water Distribution Division and one (1) MD6 Dump Truck from Bruckner Truck Sales through H- GAC Contract#HT06-20 to replace unit No. 2319 for the Wastewater Conveyance Division. Background: Water Utilities needs the equipment for daily operation. The existing city vehicle Unit No's. 2024 and 2319 are in need of replacement and were scheduled for replacement in this FY 2024 Capital Equipment Schedule. Grapevine Dodge Chrysler Jeep of Grapevine, Texas via BuyBoard Contract#601-19,provided one (1) 2024 4500 R/C Service Body pickup truck quote for$84,139.00. Bruckner Truck Sales via H-GAC Contract #HT06-20 provided one (1) 2024 MD6 Dump Truck quote for $120,769.00. Budget Impact: The total budget impact is $ 204,908.00. 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. 23545, 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. 23545 01/03/23 CV Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE ONE 2024 4500 R/C SERVICE BODY PICKUP TRUCK FROM GRAPEVINE DODGE CHRYSLER JEEP OF GRAPEVINE, TEXAS THROUGH BUYBOARD CONTRACT NO.601-19 AND ONE 2024 MD6 DUMP TRUCK FROM BRUCKNER TRUCK SALES THROUGH H-GAC CONTRACT NO. HT06-20 FOR THE WATER UTILITIES DEPARTMENT FOR THE TOTAL AMOUNT NOT TO EXCEED $204,908.00. 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's. 2024 and 2319 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, pursuant to Resolution No. 11-196, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with H-GAC Buy Cooperation Purchasing Program; and, WHEREAS, City staff solicited a quote from Grapevine Dodge Chrysler Jeep of Grapevine, Texas through BuyBoard Contract No. 601-19, attached hereto as "Exhibit "A", for one (1) 2024 4500 R/C Service Body Truck for the amount of$84,139.00; and, PR No. 23545 01/03/23 CV Page 2 of 3 WHEREAS,an additional quote was solicited from Bruckner Truck Sales through H-GAC Contract No. HT06-20, attached hereto as Exhibit"B", for one(1)2024 MD6 Dump Truck for the amount of$120.769.00; and, WHEREAS, it is deemed necessary to purchase the two equipment for the total purchase price of$204,908.00, as it 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 one(1)2024 4500 R/C Service Body Truck from Grapevine Dodge Chrysler Jeep of Grapevine, Texas, through BuyBoard Contract No. 601-19, and one(1) 2024 MD6 Dump Truck from Bruckner Truck Sales through H- GAC Contract No. HT06-20 for total amount not to exceed$204,908.00; 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. 23545 01/03/23 CV Page 3 of 3 ATTEST: APPROVED AS TO FORM: Sherri Bellard Valecia Tizeno City Secretary City Attorney APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: 1 Ronald Burton Lyn.a Boswell City Manager Finance Director Calvin Matthews, P.E. Clifton Williams, CPPB Water Utilities Director Purchasing Manager t EXHIBIT A (BuyBoard Quote) 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.HARMONCa)PORTARTHURTX.GOV Email: dthomasPerapevinedcj.com Product Description: 24 4500 R/C SERVICE BODY Date: 10/27/2023 29,448 A. Bid Series 4500 A.Base Price: B. Published Options[Itemize each below] Code Options Bid Price Code Options Bid Price DP4L64 24 REG CAB 4X2 84"CA 21,476 2YA TRADESMAN DIESEL 9,986 PW7 WHITE NC V9X9 CLOTH SEAT 289 CKE CARPET 145 XNR MANUAL REGEN 335 XF7 DUAL ALTERNATORS 440A 276 JKV 115 V DASH OUTLET 189 CLY RUBBER FLOORMATS 97 AH2 AMBULANCE PREP GRP 907 A61 POWER EQUIPMENT GROUP 1,824 LBN PTO PREP 335 XAW BACKUP ALARM 141 XHC BRAKE CONTROLLER 451 UBD UCONNECT 5 8."DISOLAY 1,174 GFD SLIDING REAR WINDOW 286 MEU BLACK TUBULAR RUNNING BDS 480 Total of B.Published Options: 38,391 C. Unpublished Options $= 0.0% Options Bid Price Options Bid Price SERVICE BODY 15450 STOCK TRUCK NOT U PF ITTED YET • Total of C.Unpublished Options: 15,450 D. Pre-delivery Inspection: _ E. Texas State Inspection: $ 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): S _ III. Contract Price Adjustment: S J. Additional Delivery Charge: miles S450 ! K. Subtotal: PREIM L. Quantity Ordered 1 x K= MEMIIII M. Trade in: N. BUYBOARD Administrative Fee($400 per purchase order) 540D 00 0. TOTAL PURCHASE PRICE INCLUDING BUYBOARD FEE 5g4 119 EXHIBIT B (H-GAC Quote) I CONTRACT PRICING WORKSHEET Contract Date HT06-20 12/27/2023 For Standard Equipment Purchases No.: Prepared: This Form must be prepared by Contractor and given to End User. The H-GAC administrative fee shall be shown in Section F. End User issues PO to Contractor, and MUST also fax a copy of PO, together with completed Pricing Worksheet, to H-GAC @ 713-993-4548. Please type or print legibly. Buying Port Arthur contractor: Bruckner Truck Sales Agency: Contact Clifton Williams Prepared Bob Davie Person: By: Phone: 409-983-8161 Phone: 512-632-6622 Fax: Fax: 210-666-7216 Email: cwilliams@portarthur.net Email: bob.davie@brucknertruck.com Product Code: 12 Description: ANT42R A. Product Item Base Unit Price Per Contractor's H-GAC Contract: 43945 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 Trans Synd 1850 10K Front Axle 2800 2500RDS 7500.21K Rear axle 3800 Traction Diff 3900 Wheelbase 150 4350 Allison Transmission Cooler 3200 Double Reduction Rear Axle 4200 Lube Rear axle 3100 11.811 x 3.54 x.437 4200 PTO Control and Switch 1250 21K Multileaf 3800 90 gallon alum fuel Tank 3750 Allison Voc Package 3500 Battery Disconnect 1865 Warren Dump 16780 Auto Neutral 2750 Bench Seat 1250 Subtotal From Additional Sheet(s): • Subtotal B: 73845 C.Unpublished Options-Itemize below/attach additional sheet(s)if necessary. (Note:Unpublished options are items which were not submitted and priced in Contractor's bid.) Description Cost Description Cost Upgrade Dump 3545 Change to MD6 -3566 Subtotal C: -21 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: 0%D.Other Cost Items Not Itemized Above(e.g.Installation,Freight,Delivery,Etc.) Description Cost Description Cost Surcharge 2000 Subtotal D: 2000 E.Total Cost Before Any Applicable Trade-In/Other Allowances/Discounts(A+B+C+D) 119769 Quantity Ordered: 1 X Subtotal of A+B+C+D: 119769 = Subtotal E: 119769 F.H-GAC Fee Calculation(From Current Fee Tables) Subtotal F: 1000 G.Trade-Ins/Other Allowances/Special Discounts Description Cost Description Cost Subtotal G: 0 Delivery Date: H. Total Purchase Price(E+F+G): 120769