HomeMy WebLinkAbout22C - AUTHORZE PO FOR COURTESY CHEVY CENTER AND FOLSOM CHEVYREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY 4, 2020
TITLE:
AUTHORIZE PURCHASE ORDERS FOR AN
AMOUNT NOT TO EXCEED $195,286 TO
COURTESY CHEVROLET CENTER AND
FOLSOM CHEVROLET FOR SIX VEHICLES
(ENTERPRISE FUNDS)
(SPECIFICATION NO. 19-115)
{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_
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FILE NUMBER
RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase orders for Chevrolet Vehicles in the
amount of $128,426 to Folsom Chevrolet and $66,860 to Courtesy Chevrolet, for a total aggregate
amount not to exceed $195,286, 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. The Public
Works Agency, Maintenance Services and Water Resources divisions are in need of two Chevy
Colorados (work trucks) and four Chevy Traverses (mid -size SUV) to replace five existing, aging
fleet vehicles and add one new vehicle. The five vehicles being replaced have exceeded the City's
Fleet Services Division's recommended Equipment Lifecycle Guidelines, earning a "terrible" rating,
based on industry standards from the Municipal Equipment Maintenance Association, the National
Association of Fleet Administrators, and the American Public Works Association.
The Maintenance Services Division currently has small passenger vehicles that are not serviceable
for daily operations and inspections for the type of field conditions encountered, such as flooded
streets during rainstorms, muddy and rugged terrain. Due to their heavy usage and age (2008
models or older), the vehicles are unreliable, constantly breaking down, and require constant
repair, while directly affecting quality and expedited service delivery to the community. The four
existing vehicles will be replaced with two Chevrolet Traverse vehicles and two Chevrolet Colorado
trucks.
The existing Water Resources Division employee pool vehicle has exceeded its useful life and is
no longer reliable enough to serve its intended purpose. This vehicle will be replaced with a
Chevrolet Traverse. An additional Chevrolet Traverse will be added to the fleet to serve as the
Mobile Communications Vehicle for Water Resources. This vehicle will house equipment capable
22C-1
Award Purchase Order for Chevrolet Vehicles
February 4, 2020
Page 2
of communicating with City staff and the Supervisory Control and Data Acquisition (SCADA)
network to manage water distribution functions in emergencies.
The Notice Inviting Bids was advertised on October 11, 2019, on the City's online bid management
and publication system. A summary of the bid invitation and bids received is as follows:
344 Vendors were notified
6 Santa Ana vendors were notified
11 Vendors downloaded the bid packet
4 Bids received
1 Bid received from a Santa Ana vendor
The bids were opened on November 8, 2019, and evaluated (Exhibit 1). The 1 percent Local
Vendor Preference was applied to the bid from the Santa Ana vendor. The bids submitted from the
recommended vendors are responsive to the specifications and meet the City's requirements.
All bidders submitted pricing for a 2020 model year Chevrolet Colorado. However, given an early
cutoff ordering date requested by General Motors, the manufacturer of Chevrolet vehicles, those
vehicles are no longer available for order. Courtesy Chevrolet provided the lowest bid for the
Chevrolet Colorado and has offered the 2021 model year Chevrolet Colorado at the 2020 model
year price. Production will begin mid -April. Folsom Chevrolet has provided the lowest bid for the
Chevrolet Traverse.
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 budgeted and available in the following accounts for expenditure in Fiscal Year 2019-
20:
Fiscal
Accounting Unit-
Fund
Accounting Unit,
Amount
Year
Account #
Description
Account Description
2019-20
Public Works —
06817640-66400
Sanitation
Environment/Sanitation,
$131,073
Feb. -June
Machinery & Equipment
2019-20
Water Utility Water
06017640-66400
Water
Production & Supply,
$64,213
Feb. -June
Machinery & Equipment
Total
$195,286
22Ci-2
Award Purchase Order for Chevrolet Vehicles
February 4, 2020
Page 3
Nabil Saba, P.E.
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
22C-3
ABSTRACT OF BIDS
CHEVROLET VEHICLES (19-115)
Courtesy Chevrolet
Center
San Diego, CA
Folsom Chevrolet
Folsom, CA
Guaranty Chevrolet
Motors Inc*
Santa Ana, CA
Penske Chevrolet of
Cerritos
Cerritos, CA
CHEVROLETTRAVERSE
Total Price per vehicle
$32,599.88
$32,106.42
$33,604.06
$34,285.27
1% Local Vendor Preference
N/A
N/A
$336.04
N/A
Final Bid Amount as
Determined by Basis of Award
$32,599.88
$32,106.42
$33,268.02
$34,285.27
CHEVROLET COLORADO
Total Price per vehicle
$33,429.88
$35,572.98
$34,603.86
$34,139.13
1% Local Vendor Preference
N/A
N/A
$346.04
N/A
Final Bid Amount as
Determined by Basis of Award
$33,429.88
$35,572.98
$34,603.86
$34,139.13
*Includes 1% Local Vendor Preference
EXHIBIT 1
22C-4