HomeMy WebLinkAbout22B - AUTHORIZE PO FOR FAIRWAY FORD SALESREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY 4, 2020
TITLE:
AUTHORIZE A PURCHASE ORDER FOR
AN AMOUNT NOT TO EXCEED $149,355
TO FAIRWAY FORD SALES, INC. FOR
THREE FORD TRANSIT CARGO VANS
(SPECIFICATION NO. 19-126)
{STRATEGIC PLAN NO. 6,21
/s/Kristine Ridge
CITY MANAGER
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2n° Reading
❑ Implementing Resolution
❑ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase order to Fairway Ford Sales, Inc. for three
Ford Transit Cargo Vans in the amount of $130,355, plus a contingency of $19,000, for a total
amount not to exceed $149,355, subject to non -substantive changes approved by the City Manager
and City Attorney.
DISCUSSION
The Public Works Agency, Fleet Services Division (Fleet Division) is responsible for the
acquisition, maintenance, repair, and replacement of vehicles, trucks, and maintenance
equipment. As a result of the analysis conducted by the Fleet Division, Finance and Management
Services Agency — Central Services — is in need of one replacement vehicle (Ford Transit Connect
XL) to replace their existing delivery van. The current delivery van was purchased in 2008 and
requires excessive maintenance repairs. Due to the extensive use and age of this vehicle, it has
proved to be unreliable and expensive to provide ongoing maintenance and repair.
The Water Resources Division will add two Ford Transit Cargo Vans to be utilized by the newly
established Water Systems Electrician positions. These vehicles will be appointed with specific
equipment needed for staff to perform specialized work.
The Notice Inviting Bids was advertised on December 9, 2019, on the City's online bid
management and publication system. A summary of the bid invitation and bids received is as
follows:
299 Vendors were notified
17 Santa Ana vendors were notified
9 Vendors downloaded the bid packet
3 Bids received
0 Bids received from Santa Ana vendors
22B-1
Award Purchase Order for Ford Transit Cargo Vans
February 4, 2020
Page 2
The Purchasing Division advertised the project on the City's online bid management and
publication system which directly notified 17 Santa Ana vendors. None of the Santa Ana vendors
submitted bid packets for consideration. The bids were opened on January 3, 2020, and evaluated
(Exhibit 1). The bid submitted from Fairway Ford Sales Inc., is responsive to the specifications and
meet the City's requirements.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Strategic Plan Goal #6 - Community
Facilities & Infrastructure, Objective #2 (address deferred maintenance on City buildings and
equipment).
FISCAL IMPACT
Funds are budqeted and available in the followinq accounts for the followinq fiscal year:
Fiscal
Accounting
Fund Description
Accounting Unit,
Amount
Year
Unit -Account #
Account Description
FY 19-20
07110100-66400
General Fund
FMSA — Central Svcs.
$30,898
Water Utility Water
FY 19-20
06017640-66400
Water Fund
Production & Supply,
$118,457
Machinery & Equipment
Total
$149, 355
Nabil Saba, PE
Acting Executive Director
Public Works Agency
Exhibit: 1. Abstract of Bids
APPROVED AS TO FUNDS AND ACCOUNTS:
Kathryn Downs, CPA
Executive Director
Finance and Management Services Agency
22B-2
ABSTRACT OF BIDS
FORD TRANSIT CARGO VANS (19-126)
Fritts Ford
Riverside, CA
Fairway Ford Sales, Inc.
Placentia, CA
South Bay Ford Lincoln
Hawthorne, CA
FORD TRANSIT CONNECT XL
Total Price per vehicle
$27,336.55
$25,897.72
$26,514.97
Quantity
1
1
1
Purchase Total
$27,336.55
$25,897.72
$26,514.97
FORD TRANSIT T350
Total Price per vehicle $58,480.44 $52,228.07 $58,912.40
Quantity 2 2 2
Purchase Total $116,960.89 $104,456.13 $117,824.79
EXHIBIT 1
22B-3