Council action is requested to issue a purchase order with CTEC Holding Company LLC dba Custom Truck for a 1 ½ Ton Diesel Reg Cab 4 X 4 with Reading Classic II Body Service Truck with Vanair system for the Water Department.

Council approval to issue a purchase order.

The Water Department's Distribution Division is replacing a 2015 Ford F-550 with 115,000 miles due to the mileage, age and rising maintenance costs of this truck. This vehicle is utilized for a variety of projects including new main construction, water main maintenance and leak repairs.  This vehicle will include and custom utility bed and power pack with hydraulics, generator and air supply.  The truck will provide a more reliable vehicle which is capable of handling and towing the necessary equipment needed to complete these projects in a timely and safe manner.

The Procurement Division issued an Invitation to Bid (ITB) #22088 on October 13, 2022. Shawnee Mission Ford was the only dealer that responded and on their bid they indicated Ford wouldn’t guarantee an order. That was not going to work for the Water Department so no award was made on that bid. Specifications were revised and a second bid was issued on October 28th. Shawnee Mission Ford and Custom Truck both responded. Shawnee Mission Ford’s bid $7,017 lower than Custom Truck’s bid but Shawnee Mission Ford again responded Ford would not guarantee the order. The bid was issued a third time on November 9th with the caveat that dealer pricing needed to be firm and fixed. Custom Truck, a Kansas City dealership, was the only dealer who submitted a bid, sent a bid of $129,780.00. The ITB was published through the Public Purchase e-procurement website, which notified (209) potential bidders; (4) accessed the bid.

This vehicle was included in the Water Department's fiscal year 2023 Operating Budget for $135,000 in Account No. 4840-5404 which is listed on Page No. 213. The bid submitted by Custom Truck was for $129,780.00 and is a replacement vehicle for Asset No. 4153.