Title
Consider and take action on a resolution authorizing the purchase of nineteen (19) general purpose vehicles: seventeen (17) from Chastang Enterprise in the amount of $966,495 using RFP 24-001, and two (2) from Silsbee Ford using GoodBuy Contract 23 8F000 in the amount of $179,685, for a total amount not to exceed $1,146,180 (Director of Public Works)
Background:
Approval of this resolution will allow Fleet to purchase nineteen (19) general purpose vehicles: seventeen (17) from Chastang Enterprise in the amount of $966,495 using RFP 24-001, and two (2) from Silsbee Ford using Goodbuy Contract 23 8F000 in the amount of $179,685, to meet the City’s current, future growth, and operations in an amount not to exceed $1,146,180.
Historically, vehicle purchases have been procured using cooperative purchasing contracts. Over the last several years supply chain issues created extended delivery delays of 12 plus months. Due to the on-going production limitations and 12-to-24-month delivery times from Ford, Staff was asked to seek alternative delivery methods to ensure prompt as possible delivery of replacement vehicles. In the response to the request, staff chose to solicit proposals from local dealerships through the Request for Proposal process, as other governmental entities are utilizing during these unique times.
RFP 24-001 consisted of thirteen (13) categories broken down by specification and model that included vehicles pending from the FY2022 & FY2023 replacement orders along with the approved FY2024 capital replacement vehicles. The RFP scoring format is as follows:
1. Ability to meet City’s needs - 20 pts.
2. Availability and delivery of product - 20 pts.
3. Vendor Location - 10 pts.
4. Pricing and Fees - 45 pts.
5. Overall Responsiveness to RFP - 5 pts.
The RFP was formally advertised and submitted to seven area dealerships of various manufacturers with Chastang Enterprise being the only vendor to submit proposals. Chastang Enterprise presented pricing on all categories except for Category J - two (2) Ford F350 4x2 crew trucks. Chastang Enterprise proposal documents indicate a 120-day delivery on all applicable categories.
Staff compared the costs and delivery times of Chastang Enterprises with cooperative purchasing quotes and recommends purchasing seventeen (17) of the nineteen (19) vehicles through Chastang Enterprises and the purchase of the two (2) Ford F350 4x2 crew trucks (Category J) through Silsbee Ford using GoodBuy contract 23 8F000. Please note that this RFP includes chassis ONLY. Six (6) vehicles will be spec’d out for dump and service bodies after delivery of chassis have been made. Details on these vehicles are found on Attachment 6.
FY2024, 23, & 22 Funding scenarios are as follows:
FY2024 General Vehicles
The FY2024 approved budget authorizes funding to replace eleven (11) general-purpose vehicles and purchase a new F150 extended cab 4x4 for Engineering and a new F150 extended cab 4x2 for Line Repair. Total costs for these vehicles, including a $300 GoodBuy cooperative purchasing fee, will not exceed $719,209.
FY2023 General Vehicles
On February 28, 2023, Council approved, via Resolution No. 2023-42, the FY2023 capital replacement purchase of a Ford F750, a Ford F250, and a Ford transit van through Silsbee Ford. Due to production issues, Ford canceled the order and as of today has not opened the order bank for this chassis types. Staff recommends canceling these units from purchase order #223077 and crediting the $210,227 towards the purchase from Chastang Ford in an amount not to exceed $180,985. The credit of $29,242 will be used for the purchase of the dump bed for the F750 when the chassis has been delivered.
FY2022 General Vehicles
On October 26, 2021, Council approved, via Resolution No. 2021-162, the FY2022 capital replacement purchase of three (3) Ford F750 trucks used by Public Works through Silsbee Ford. Due to production issues, Ford canceled the order and as of today has not opened the order bank for this chassis type. Staff recommends canceling these units from purchase order #2220296 and crediting the $279,652 towards the purchase of these units from Chastang Ford in an amount not to exceed $245,985. The $33,667 credit will be used toward the purchase of the dump beds and water tank when the units have been delivered.
The total purchase cost for FY2024 general vehicles replacement units, including the $300 GoodBuy purchasing fee, will not exceed $1,146,180. The total credit from cancelling line items on the existing purchase orders for FY2022 ($279,652) and FY2023 ($210,227) for a total of $489,879 will show the net cost of all vehicles purchased to be $656,301. Savings from the cancelled line items will be used towards the purchase of necessary dump beds and service bodies after chassis deliveries.
The vehicles will be purchased through RFP 24-001 and GoodBuy Contract 23 8F000 meeting formal bidding requirements.
Attachments:
1. Data Sheet
2. Proposed Resolution
3. FY2024 Approved Capital Replacement List
4. Resolution 2023-42
5. Resolution 2021-162
6. Vehicle Descriptions
7. RFP 24-001 with Chastang Enterprise Proposal
8. Award Recommendation Letter
9. RFP 24-001 Vehicle Category Pricing Comparison - Chastang vs. Cooperative
10. Silsbee GoodBuy Vehicle Quote
11. FY2024 Vehicle Scores
12. FY2024 Operating Costs vs Depreciation
13. Fleet Replacement Criteria Memo
14. Vendor Report Card
CONTRACT ORIGINATION: Staff
FUNDING
{X} Funds in the amount of $1,146,180 are available from the following departments in the Vehicle Accounts: Capital Replacement ($1,056,655) Account 40203600-55520; Engineering ($47,530) Account 3200000-55520; and Line Repair ($41,995) Account 10207700-55520
STRATEGIC PLANNING
{X} Addresses Strategic Planning Success Factor #1 - Develop and Maintain our Infrastructure