HomeMy WebLinkAbout1991-11-18 Special Called Meeting and Workshop Meeting•
MINUTES OF THE SPECIAL CALLED MEETING
AND WORKSHOP MEETING OF THE
LA PORTE CITY COUNCIL
NOVEMBER 18, 1991
1. The meeting was called to order by Mayor Malone at 6:00 P.M.
Members of Citv Council Present: Mayor Norman Malone,
Councilpersons Mike Cooper, Bob Thrower, Bob McLaughlin, Alton
Porter, Deotis Gay, B. Don Skelton, Jerry Clarke
Members of City Council Absent: C o u n c i l p e r s o n G u y
Sutherland
Members of City Staff Present: City Manager Bob Herrera,
City Attorney Knox Askins, Assistant to the City Secretary Sue
Lenes, Assistant City Manager John Joerns, Police Chief Bobby
L. Powell, Director of Finance Jeff Litchfield, Human
Resources/Purchasing Manager Louis Rigby, Fire Chief Joe
Sease, Assistant Fire Chief Champ Dunham, Assistant Public
Works Director Buddy Jacobs, Parks Superintendent Bert Clark,
Police Officer Sherman Moore
2. Council considered awarding bid for vehicles.
Motion was made by Councilperson Skelton to accent staff
recommendations for the vehicles as stated. Second by
Councilperson Gay. The motion carried, 8 ayes and 0 nays.
Ayes: Councilpersons Cooper, Thrower, McLaughlin, Porter,
Gay, Skelton, Clarke and Mayor Malone
Nays: None
Council decided to handle item 4. - Workshop Meeting as the
next Agenda item.
4. The Workshop Meeting was called to order by Mayor Malone at
6:05 P.M.
City Manager Bob Herrera called the Department Heads to the
table to answer questions referencing their individual
department on which Council may seek clarification or
opinions. Department Heads in attendance: Assistant City
Manager John Joerns, Assistant Director of Public Works Buddy
Jacobs, Parks Superintendent Bert Clark, Fire Chief Joe Sease,
Police Chief Bobby Lee Powell, Director of Finance Jeff
Litchfield.
Minutes, Special Called Meeting
And Workshop Meeting
La Porte City Council
November 18, 1991, Page 2
Mr. Herrera instructed Human Resources/Purchasing Manager
Louis Rigby to explain to Council the process by staff, how
we got started, when we got started, why we got started and
the different levels that we went through in looking at the
City's rules and regulations, how it got to the audit
committee and some of the findings, then to proceed with the
review.
Mr. Rigby proceeded with a step by step review with Council.
Questions were asked and a lengthy study process began.
Mayor Malone called for a 15 minute recess at 8:00 P.M.
Mayor Malone reconvened the Workshop meeting at 8:15 P.M.
Human Resources/Purchasing Manager Louis Rigby continued to
moderate the review of the Personnel Policy Manual.
The decision was made to set the next Regular Meeting of the
La Porte City Council for December 9th, and to delete the
November 25th meeting date as a number of the Council will be
in Austin for the court hearing regarding the Houston Chemical
Services, Inc./Southern Ionics, Inc. law suit, and it is
doubtful there would be a quorum for a City Council Meeting
on that evening.
Bob Herrera stated his belief that with the help of the staff
members we will be able to write the changes discussed
tonight, which we believe are the consensus supplied by the
Council.
Mayor Malone declared the Workshop Meeting adjourned at 10:13
P.M. and the Special Called Meeting convened.
Bob Herrera stated he had one (1) administrative item to bring
before Council and asked Assistant City Manager John Joerns
to present the item. John Joerns explained the need for a
change order for the Fire Training facility for additional
steel. The additional cost will be $7,461.00. Council
discussed and gave verbal direction to move forward to order
the steel and we will have the item on the next Council
agenda.
•
Minutes, Special Called Meeting
And Workshop Meeting
La Porte City Council
November 18, 1991, Page 3
3. Council adjourned into executive session at 10:28 P.M. under
V.A.T.S. Article 6252-17, Section 2(E) - (Legal), to receive
report from special counsel on Allen Ray Prince, and Section
2 (R) - (Conference), to receive report from City Manager on
East "E" Street. Council returned to the table at 10:50 P.M.
Item A. There was no action taken.
Item B. There was no action taken.
5. There being no further business to come before the Council the
meeting was adjourned at 10:53 P.M.
Respectfully submitted:
Sue Lenes
Assistant to the City Secretary
Passed & Approved this the 13th
day of January, 1992
~~~~~2~ ,~~i~~~~~-t
Norman L. Malone, Mayor
RE EST FOR CITY COUNCIL AGEND ITEM
Agenda Date Requested: ovember 18 1991
Requested By: Budd J cobs Department: Public Works
XXX Report Resolution Ordinance
Exhibits: 1. Bid Recap Sealed Bids #0451 - Vehicles
2. Recommendation by Equipment Services Superintendent
SUMMARY & RECOMMENDATION
Advertised, sealed bids #0451 for various vehicles were opened and read on
September 28, 1991.
Low bid meeting specifications for Item 1 - 1/2 Ton Pickups was submitted
by Les Marks Chevrolet in an amount of $11,132.75 each. Four (4) vehicles
will be purchased at a total contract cost of $44,531.00. (Motor Pool)
Low bid meeting specifications for Item 2 - Patrol Cars was submitted by
Knapp Chevrolet in an amount of $15,000.00 each. Four (4) units will be
purchased at a total contract cost of $60,000.00. Three (3) units are
budgeted in the Motor Pool Replacement Budget and one (1) unit is budgeted
in the Police Patrol Operating Budget.
Low bid meeting specifications for Item 3 - 4 Wheel Drive Utility Vehicle
was submitted by Knapp Chevrolet in an amount of $20,336.00. One (1) unit
will be purchased at a total contract cost of $20,336.00. (Motor Pool)
Low bid meeting specifications for
by Knapp Chevrolet in an amount of
purchased at a total cost of $18,7
Low bid meeting specifications for
by Knapp Chevrolet in an amount of
purchased at a total contract cost
Item 4 - 3/4 Ton Suburban was submitted
$18.730.00. One (1) unit will be
30.00. (FY 91-92 EMS Operating Budget)
Item 5 - 1 Ton w/Flatbed was submitted
$16,136.00. One (1) unit will be
of $16,136.00. (Motor Pool)
Low bid meeting specifications for Item 6 - 3/4 Ton Extended Cargo Van was
submitted by Bailey Ford in an amount of $14,797.00. One unit will be
purchased at a total contract cost of $14,797.00. (FY 91-92 Park Maint.
Operating Budget)
Staff recommends award of bid for various vehicles to the low bidder
meeting specifications for Bid #0451 Items 1-6. Total cost for these
purchases and amounts budgeted are as follows:
Motor Pool Replacement Fund - Budgeted $133,300.00
Contract $125,567.95
Police Patrol Operating Budget - Budgeted $15,500.00
Contract $15,000.00
EMS FY 91-92 Operating Budget - Budgeted $22,900.00
Contract $18,730.00
Parks Maint. Operating Budget - Budgeted $18,000.00
Contract $14,797.00
Action Required by Council:
Award bid to low bidder meeting specifications for items 1-6 as recommended
above.
AVr11 ~ ~ ni i i ty Oi Fuaada .
XX General Fund Water/Wastewater
Capital Improvement General Revenue Sharing
XX Other Motor Pool Replacement Fund
Account Number: Various Acct. Nos. Funds Available: XX YES NO
Approve or City Counci Apen a
Robert T. Herrera DATE
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TO: Steve Gillett, Public Works Director
FROM: Rick Stewa~Equipment Services Superintendent
SUBJECT: Evaluation/Recommendation on
Equipment Specifications
The following are my recommendations for bid award on the
FY'92 equipment specifications. In cases where I recommended
a vendor other than the low bidder, I have provided the rationale
for my recommendation.
f~ID #0951 - Items throggt~ 6
I recommend that the city award the bid to the low bidder,
Les Marks Chevrolet. This vendor did not comply with paragraphs
5a and 7b.
Paragraph 5a requires the battery to be 650 CCA and Les Marks
bid a 630 CCA which will perform adequately.
Paragraph 7b required that the vendor provide 2 parts manuals
and Les Marks stated that they were not available. These
manuals are available at a cost of $50. If this cost was
added to the bid price, the per unit price would still be
less than the second lowest bid.
Neither of these areas are of such a critical nature as to
warrant consideration of any other bidders.
I recommend that the city award the bid to the low bidder, Knapp
Chevrolet. The bid was compliant in every area.
I recommend that the city award the bid to the second low bidder,
Knapp Chevrolet. This was the lowest "technically responsive"
bid and the cost differential of $435.05 will be offset by the
items included in the bid. More specifically, the low bidder,
Joe Camp Ford did not comply with paragraphs la, 3a, Sb, 51, 7a
and 7b.
•
Paragraph la requires that the gross vehicle weight rating
(GVWR) be 6,250 lbs minimum and Joe Camp's bid was for a
unit GVWR of 6,050.
Paragraph 3a requires power steering with a tilt wheel and
the vendor bid power steering with no tilt feature. (Nick
Coladangelo, the Fleet Manager for Joe Camp Ford, stated that
in order to get a tilt wheel he would have had to provide
cruise control•which was a $336 option).
Paragraph Sb requires that the alternator be 80 amp and Joe
Camp's bid was for a 75 amp. (Nick Coladangelo stated that
the optional heavy duty alternator, 110 amp was a $300
option). The emergency lighting, siren, radios, etc., that
will be used on this unit mandates a heavy duty alternator.
The second low bidder, bid a 100 amp alternator which is
adequate. This feature in the specifications should be
considered a critical item to unit's intended use.
Paragraphs 7a and 7b require that the city be provided with
.two operation, maintenance and parts manuals which were not
•included in the bid from Joe Camp. These manuals cost a
total of $140 and must be obtained in order to perform
maintenance and order parts for the unit. If they are not
supplied by the bidder then they will have to be purchased
after we receive the unit.
The costs of the items not included (Approximately $776), the
significant impact of non compliance with paragraph Sa (75 amp
alternator instead of an 80), as well as non compliance in other
areas are my rationale for recommending that the bid be awarded
to the second low bidder, Knapp Chevrolet.
item #4 - 3/9 Ton Suburban
I recommend that the city award the bid to the low bidder, Knapp
Chevrolet. This bid was compliant in every area.
I recommend that the city award the bid to the second low bidder,
Knapp Chevrolet. The low bidder did not comply with the
specifications in paragraphs 6a, 6f and 8a.'
Paragraph 6a requires that the flatbed outrail be constructed
of 11 gauge, 6 inch steel and Les Marks' bid was for 12 gauge
5 7/8 inch. This portion of the specification is not overly
critical; however, the thicker metal would provide a more
durable bed and be less susceptible to damage.
• •
Paragraph 6f requires that the 3 light cluster be recessed
into the outer rail and Les Marks' bid was for the cluster
to be located in the rear skirt. This has no impact on the
ability of the lights to function properly.
Paragraph 8a requires that we be provided with a parts manual
and Les Marks' bid excluded this item. The total cost for
the 2 manuals is $50. These items will have to be procured
after the unit is delivered in order to obtain parts.
The difference in the two bids is $1.48. If the bid is awarded
to Les Marks and we have to procure the parts manuals the net
cost will be $48.52 more than the second low bid from Knapp
Chevrolet. This cost difference combined with the fact that Les
Marks was non compliant in two other areas are my rationale for
recommending the city award the bid to Knapp Chevrolet.
Item #6 - 3/4 Ton Extended Carao Van
I recommend that the city accept the low bid from Bailey Ford.
The bidder did not comply with paragraphs la, 3g and 7b.
Paragraph la requires that the GVWR be-8,600 lbs and the unit
bid is rated 8,550. This will have virtually no impact on
the ability of the unit to perform as needed.
Paragraph 3g requires the unit to be equipped with a step
type bumper on the rear and the unit bid has a contoured
bumper that does not meet specifications. A step bumper
can be purchased by the using department, if it is needed,
at an approximate cost of $150. This deviance should have
little if any impact but is a cost consideration.
Paragraph 7b requires the bidder to provide (2) parts manuals
which will enable us to order parts as needed. These manuals
can be ordered at a cost of $50.
The lowest "technically responsive" bidder was Knapp Chevrolet,
whose bid was $638 more than Bailey. Given the cost savings
and the minor nature of the deviances from the specifications
it would be logical to award the bid to the low bidder.
BID ANALYSIS
The following bid abstract is for' comparison purposes. Extended
total #1 shows the total price for the units as bid and extended
total #2 indicates what the price would be if items not included
in the bid were added to the price. Total #2 more accurately
reflects the actual cost to the city.
BID #0451, ITEM #1 - 1/2 TON PICKUPS
VENDOR BID PRICE
PER UNIT NO OF
UNITS EXTENDED
TOTAL #1 COST OF ITEMS
TO COMPLY EXTENDED
TOTAL #2
LES MARKS 11,132.75 4 49,531.00* 50.00 44,581.00**
JOE CAMP 11,197.95 4 44,791.80 140.00 44,931.80
KNAPP CH 11,223.00 4 49,892.00 .00 49,892.00
C. MILLER 11,762.79 4 97,051.16 50.00 47,101.16
BAILEY 11,881.75 4 47,527.00 50.00 97,577.00
MORRIS M. 12,365.95 4 49,963.80 .00 49,463.80
*LOW EXTENDED TOTAL #1 - $94,531.00 FROM LES MARKS CHEVROLET
**LOW EXTENDED TOTAL #2 - $94,581.00 FROM LES MARKS CHEVROLET
BID #0451, ITEM #2 - PATROL CARS
VENDOR BID PRICE
PER UNIT NO OF
UNITS EXTENDED
TOTAL #1 COST OF ITEMS
TO COMPLY EXTENDED
TOTAL #2
LES MARKS 15,451.31 9 61,805.24 50.00 61,855.24
KNAPP CH. 15,000.00 4 60,000.00* .00 60,000.00**
C. MILLER 17,472.00 4 69,888.00 50.00 69,938.00
*LOW EXTENDED TOTAL #1 - $60,000.00 FROM KNAPP CHEVROLET
**LOW EXTENDED TOTAL #2 - $60,000.00 FROM KNAPP CHEVROLET
PAGE 1
BID #0451, ITEM #3 - 4 WHEEL DRIVE UTILITY VEHICLE
VENDOR BID PRICE
PER UNIT NO OF
UNITS EXTENDED
TOTAL #1
T COST OF ITEMS
TO COMPLY EXTENDED
TOTAL #2
LES MARKS 20,721.49 1 20,721.99 50.00 20.771.49
JOE CAMP 19,900.95 1 19,900.95* 776.00 20,676.95
KNAPP CH. 20,336.00 1 20,336.00 .00 20,336.00**
C. MILLER 21,023.51 1 21,023.51^ 350.00 21,373.51
xLOW EXTENDED TOTAL #1 - $19,900.95 FROM JOE CAMP FORD
**LOW EXTENDED TOTAL #2 - $20,336.00 FROM KNAPP CHEVROLET
BID #0451, ITEM #4 - 3/9 TON SUBURBAN
VENDOR BID PRICE
PER UNIT NO OF
UNITS EXTENDED
TOTAL #1 COST OF ITEMS
TO COMPLY EXTENDED
TOTAL #2
LES MARKS 18,875.50 1 18,875.50 50.00 18,925.50
KNAPP CH. 18,730.00 1 18,730.00* .00 18,730.00**
'~t,Uw EXTENDED TOTAL #1 - $18,730.00 FROM KNAPP CHEVROLET
**LOW EXTENDED TOTAL #2 - $18,730.00 FROM KNAPP CHEVROLET
BID #0451, ITEM #5, 1 TON W/FLATBED
VENDOR BID PRICE
PER UNIT NO OF
UNITS EXTENDED
TOTAL #1 COST OF ITEMS
TO COMPLY EXTENDED
TOTAL #2
LES MARKS 16,134.52 1 16,134.52* ~~ 50.00 16,184.52
JOE CAMP 18,970.75 1 18,970.75 940.00 19,410.75
KNAPP CH. 16,136.00 1 16,136.00 .00 16,136.00**
C. MILLER 16,192.50 1 16,192.50 440.00 16,632.50
°L~w ~x•rENUEU TOTAL #1 - $16,134.52 FROM LES MARKS CHEVROLET
**LOW EXTENDED TOTAL #2 - $16,136.00 FROM KNAPP CHEVROLET
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~ ~ F
• •
BID #0451, ITEM #6, 3/9 TON EXTENDED CARGO VAN
VENDOR BID PRICE
PER UNIT NO OF
UNITS EXTENDED
TOTAL #1 COST OF ITEMS
TO COMPLY EXTENDED
TOTAL #2
LES MARKS 15,276.26 1 15,276.26 50.00 15,776.26
JOE CAMP 14,986.25 1 14,986.25 ~ 290.00 15,276.25
KNAPP CN. 15,435.00 1 15,435.00 .00 15,435.00
C. MILLER 15,139.50 1 15,139.50 200.00 15,339.50
BAILEY 19,797.00 1 14,797.00* 200.00 14,997.00**
MORRIS M. 16,954.00 1 16,954.00 ~ ~ .00 16,954.00
*LOW EXTENDED TOTAL #1 - $14,797.00 FROM BAILEY FORD
**LOW EXTENDED TOTAL #2 - $14,997.00 FROM $AILEY FORD
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