HomeMy WebLinkAbout22B - PO FOR 5 FORD TRUCKSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
NOVEMBER 17, 2020
TITLE:
AWARD PURCHASE ORDER IN AN
AMOUNT NOT TO EXCEED $157,972 TO
FAIRWAY FORD SALES INC. FOR FIVE
FORD SUPER DUTY F250 HD TRUCKS
(SPECIFICATION NO. 20-114)
(NON -GENERAL FUND)
/s/ Kristine
CITY MANAGER
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on 1 sl Reading
❑ Ordinance on 2od Reading
❑ Implementing Resolution
❑ Set Public Hearing For_
CONTINUED TO
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RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase order to Fairway Ford Sales Inc., for five
Ford Super Duty F250 HD trucks in the amount of $152,972, plus a contingency of $5,000 for a
total amount not to exceed $157,972, subject to non -substantive changes approved by the City
Manager and City Attorney.
DISCUSSION
The Public Works Agency's Maintenance Services Division is in need of five new full-size trucks to
replace the existing aging fleet of work trucks. The vehicles are utilized daily to conduct field
inspections, and move heavy equipment, tree trunks, debris, and rubbish. The vehicles have also
been crucial in responding to homeless related request for services in locations with challenging
terrain, including the Santiago Creek and railroads. In addition, the vehicles are vital when
deployed as part of the City's emergency response to storms, wind events, flooding and after hour's
emergency service calls.
The existing vehicles are 2008 models or older and have reached the end of their useful lifecycle.
Due to their heavy use and age, the trucks are unreliable, often break down, and require costly
repairs. Furthermore, the vehicles exceed the 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.
A Notice Inviting Bids was advertised on August 28, 2020, on the City's online bid management
and publication system. A summary of the bid invitation and bids received is as follows:
22B-1
Award Purchase Order for Ford Super Duty F250
November 17, 2020
Page 2
438 Vendors were notified
20 Santa Ana vendors were notified
11 Vendors downloaded the bid packet
4 Bids received
1 Bid received from Santa Ana vendors
Four bids were received, opened on September 21, 2020, and evaluated. After evaluation, two of
the four bids received were determined to be responsive (Exhibit 1). The bids deemed
nonresponsive offered pricing on alternative vehicle models. The results of the responsive bids are
as follows:
Vendor Location Amount
Fairway Ford Sales, Inc. Placentia, CA $30,594.38
Fritts Ford Riverside, CA $30,607.53
Staff recommends authorizing a one-time purchase and payment of purchase order to Fairway
Ford Sales Inc. as the firm's bid is responsive to the specifications and meets the City's
requirements.
FISCAL IMPACT
Funds in the amount of $157,972 are available for expenditure in FY 2020-21 as follows:
Fiscal
Accounting
Fund
Accounting Unit,
Amount
Year
Unit -Account #
Description
Account Description
Public Works-
06817640-
Sanitation
2020-21
Environment/Sanitation,
$157,972
66400
Fund
Machinery & Equipment
Total:
$157,972
Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director— Finance and Management
Services Agency
Submitted By: Nabil Saba, P.E., Executive Director, Public Works Agency
Exhibit: 1. Abstract of bids
22B-2
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