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Home My WebLink About22E - PASSENGER VEHICLESOREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 1, 2007 TITLE: CONTRACT AWARDS FOR PASSENGER VEHICLES, VANS, AND HYBRID UTILITY VEHICLES (SPEC. NOS. 07-077, 07-078, AND 07-079) CIT MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 15f Reading ^ Ordinance on 2~d Reading ^ Implementing Resolution ^ Set Public Hearing For_ CONTINUED TO FILE NUMBER 1. Award a contract to Bob Stall Chevrolet for the purchase of seven midsize passenger vehicles in an amount not to exceed $142,472. 2. Award a contract to Villa Ford for the purchase of seven hybrid utility vehicles in an amount not to exceed $196,569; and increase the aggregate limit for miscellaneous vehicle parts and repairs in an amount not to exceed $25,000 annually. 3. Award a contract to George Chevrolet for the purchase of six passenger and cargo vans in an amount not to exceed $139,999. DISCUSSION The Finance and Management Services Agency Fleet Division's annual Equipment Replacement Program is in the City's annual budget and includes vehicles scheduled for replacement. Funding is monitored through a depreciation schedule established with each department. For Fiscal Year 2007-2008, 85 vehicles are identified for replacement and the proposed action is to replace 20 of those identified. Additionally, the Fleet Division reviews the acquisition in accordance with the City's Hybrid and Alternative Fuel Vehicle Acquisition Policy. Currently, hybrid vehicles are available in the midsize utility vehicle category, but not passenger and cargo vans, nor midsize passenger vehicles with large interiors. Agencies utilize different classes of vehicles in accordance to the needs and requirements of their operations. The Police Department requires midsize passenger vehicles, utility vehicles and cargo vans for use in Investigations, Parking Control and the Detention Facility respectively. The Planning and Building, Finance and Management Services, and the Parks, Recreation and Community Services Agencies all require utility vehicles and/or cargo vans for daily operations. 22E-1 Contract Awards for Passenger Vehicles, Vans and Hybrid Utility Vehicles October 1, 2007 Page 2 In accordance with specifications, three separate solicitations were issued. Bids were received and opened on September 11, 2007 and evaluated. The attached exhibit highlights the results of each bid. For invitation #1, the alternative bid from Wondries Fleet Group was considered nonresponsive for offer of split bench seats. The bid from Bob Stall Chevrolet for seven Impala midsize passenger vehicles is responsive to the specifications and meets the City's requirements. For invitation #2, the bid from Villa Ford for seven hybrid Ford Escape utility vehicles; and for invitation #3, the bid from George Chevrolet for six Chevrolet passenger and cargo vans were found to be responsive to the specifications. Additionally, Villa Ford provides miscellaneous vehicle parts for their product lines. The purchase of the new Ford hybrid utility trucks, when combined with previous purchases by Fleet Services during the current fiscal year, exceeds the $25,000 aggregate limit. In order to facilitate future purchases, staff recommends an increase to the aggregate limit. FISCAL IMPACT Funds are available in the Equipment Replacement account (no. 76-145-6641) in the amount of $455,327; and Equipment Maintenance Garage Operation account (no. 75-111-6391) in the amount of $25,000; and Police - Detention Services account (no. 11-349-6641) in the amount of $23,713. APPROVED AS TO FUNDS AND ACCOUNTS: Paul M. Wa t rs "Chief of Po ice ~;~~~% ~~ F ancisco Gutierrez Executive Director Finance & Mgmt. Services Agency~~ PMW/KM/07-0747, 07-078, & 07-079.7:uc 22E-2 ABSTRACT OF BIDS (SPEC 07-077, 07-078, AND 07-079) CONTRACT AWARD FOR PASSENGER VEHICLES, VANS, AND HYBRID UTILITY VEHICLES Invitation #1 MIDSIZE PASSENGER VEHICLES VENDOR BOB STALL CHEVROLET LOCATION LA MESA CA TERMS NET 30 DAYS 7 CHEVY IMPALAS SALES TAX 7.75°s TIRE FEE PAYMENT DISC. 1$ SA VEN.DISC. GRAND TOTAL DELIVERY VEHICLE 75-100 DAYS IMPALA LT 07-077 WONDRIES GUARANTY MAURICE LAKE GEORGE FLEET GROUP CHEVROLET J.SOPP & SON CHEVROLET CHEVROLET ALHAMBRA SANTA ANA PARK LAKE ELSINORE BELLFLOWER 10$ 26 DAYS NET 30 DAYS NET 30 DAYS NET 30 DAYS NET 30 DAYS $ 147,799 $ 135,087 $ 135,275 $ 137,613 $ 137,698 $ $ 11,454 $ 10,469 $ 10,484 $ 10,665 $ 10,672 $ $ 61 $ 61 INCL $ 61 $ 61 $ (15, 932) $ (1,456) $ 143,383 $ 149,161 $ 145,759 $148,339 $ 198,431 $ CLIPPINGER CHEVROLET W.COVINA NET 30 DAYS 140,392 10,880 INCL 151,272 ~ 90-150 DAYS 90-120 DAYS 60 - 90 DAYS 80 DAYS 90 DAYS 110 DAYS IMPALA IMPALA 1WC19 1WC19 IMPALA LT IMPALA SUMMARY OF BID AWARD AND AMOUNT BOB STALL CHEVROLET TOTAL AWARD $ 142,472 Bid from Wondries Fleet Group Alternate Bid is considered nonresponsive Invitation #2 HYBRID UTILITY VEHICLES 07-078 ONLY 1 BID RECEIVED VENDOR VILLA FORD $ 218,410 LESS TERM DISC (21,841) TOTAL $ 196,569 7 FORD HYBRID CONTRACT $ 25,000 ESCAPES GRANT TOTAL $ 221,569 SUMMARY OF BID AWARD AND A MOU NT VILLA FORD TOTAL AWARD $ 221,569 (Invitation #3 PASSENGER & CARGO VANS CATION RMS 6 CHEVY VANS SALES TAX TIRE FEE l~s SA VEN DISC GRAND TOTAL DELIVERY VEHICLE GEORGE CHEVROLET BELLFLOWER NET 30 DAYS $ 129,881 $ 10,066 $ 52.50 $ 139,999 90 DAYS UPLANDER CHEV EXPRESS 07-079 LAKE GUARANTY CHEVROLET CHEVROLET LAKE ELSINORE SANTA ANA NET 30 DAYS NET 30 DAYS $ 132,968 $ 137,491 $ 10,305 $ 10,656 $ 52.50 $ 52.50 S (1,982) $ 143,326 $ 196,717 90-110 DAYS 90-120 DAYS UPLANDER UPLANDER CHEV EXPRESS CHEV EXPRESS SUMMARY OF BID AWARD AND AMOUNT GEORGE CHEVROLET 22E-3 22E-4