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HomeMy WebLinkAbout22B - SPEC - REPLACE VEHICLESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 6, 2015 TITLE: CONTRACT AWARD TO NATIONAL AUTO FLEET GROUP FOR REPLACEMENT OF CHEVY VANS WITH FORD F -250 TRUCKS (SPEC NO. 15 -100) (STRATEGIC PLAN NO. 6,2) 1 CITY MANAGEW RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ❑ As Recommended 0 As Amended © Ordinance on 18'Reading 0 Ordinance on 2ndReading ® Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize a one -time purchase and payment of purchase order to National Auto Fleet Group for the purchase of three Ford F -250 trucks in an amount not to exceed $179,405, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The Finance and Management Services Agency Facilities, Fleet Maintenance, and Central Stores Division is responsible for the acquisition, maintenance, repair, and replacement of vehicles, trucks, and maintenance equipment. The City's Vehicle Replacement Policy provides guidelines and criteria for determining when vehicles need replacement. This criteria includes vehicle age, mileage, maintenance costs, and safety history. As a result of reviewing the City's replacement criteria, three 2004 Chevy Vans with an average of 91,775 miles have been identified for replacement. These vans will be replaced by Ford F250 trucks and are utilized by the Police Department's Crime Scene Investigations program. The trucks include additional cabinets that are retrofitted to store forensic supplies and equipment. Santa Ana Ordinance No. NS -2312 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The National Joint Powers Alliance (NJPA) awarded a contract to National Auto Fleet Group (contract #102811) for procurement of fleet vehicles as a result of open competitive bidding on behalf of its members, which includes government entities. The awarded contract is valid through 2018 and meets the City's purchasing requirements. Due to the complexity of the specifications of such a multi- faceted vehicle, the use of a Cooperative Purchasing Agreement such as NJPA provides for a timely and cost effective vehicle purchase. To allow for unanticipated charges, an additional 5 percent has been included in the award amount. 2213-1 Contracts Award for Replacement F•260 Trucks October 6, 2015 Page 2 Approval of this Item supports the City's effort to meet Coal #6 Community Facilities & Infrastructure, Objective #2, (address deferred maintenance on City buildings and equipment). FI§CAL IMPACT Funds are available In FY 2015 -16 Fleet Maintenance Equipment Replacement account (07610101 - 66400) in the amount of $119,605, and $59,800 in the Police Central Distribution Center account (01114450-66400). CL/sp APPROVED AS TO FUNDS AND ACCOUNTS; Francisco Gutierrez Executive Director Finance and Management Services Agency/,,, 22B-2