HomeMy WebLinkAbout22A - SPEC - MID SIZED TRUCKS• ,' •
CITY COUNCIL MEETING DATE:
MAY 17, 2016
CLERK OF COUNCIL USE ONLY:
TITLE: APPROVED
CONTRACT AWARD TO COURTESY ❑ As Recommended
CHEVROLET CENTER FOR MID -SIZE [I El
TRUCKS SPEC. NO. 16 -042 El O Ordinance on 1 a� Reading
❑ Ordinance on 2nd Reading
{STRATEGIC PLAN NO. 6,2) ❑ Implementing Resolution
(SURPLUS ALLOCATION FUNDING) ❑ Set Public Hearing For
t',�P
CITY MANAGER
RECOMMENDED ACTION
CONTINUED TO
FILE NUMBER
1. Reject the bid from Nissan of Stockton as nonresponsive to the specification.
2. Authorize a one -time purchase and payment of purchase order to Courtesy Chevrolet Center
for the purchase of Colorado pickup trucks in an amount not to exceed $386,575, subject to
non - substantive changes approved by the City Manager and City Attorney.
Project in accordance with the Council approved Surplus Allocation Plan as of October 20, 2015.
Department:
Project:
Category
Total Funding:
Finance
Vehicle Replacement
Facilities /Assets
$1,300,000
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, 14 mid -size pickup trucks purchased between 2000 and 2002 with an
average mileage of 91,565 miles have been identified for replacement.
Funding for thirteen of the vehicles is identified and available in the Fiscal Year 16 -17 Surplus
Allocation Plan. These vehicles are assigned to the Finance Department (3 vehicles), Parks and
Recreation (1 vehicle), Planning & Building Agency (6 vehicles), and the Public Works Agency (3
vehicles). One additional replacement vehicle for the Public Works Agency will be funded by the
FY 16 -17 Refuse Enterprise funds. Staff is requesting approval of these vehicles early to ensure
current year pricing and provide delivery to end user departments by August 2016.
22A -1
Contract Award for Mid -Size Trucks
May 17, 2016
Page 2
The Notice Inviting Bids was advertised on March 9, 2016 on the City's online bid management
and publication system. A summary of the bid invitations and bids received is as follows:
64 Vendors were notified
11 Vendors downloaded the bid packet
4 Bids received
1 Bid received from Santa Ana vendor
The bids were opened on March 30, 2016 and evaluated (Exhibit 1). The bid received from
Courtesy Chevrolet Center is responsive to the specifications and meets the City's requirements.
To allow for unanticipated charges, a five percent contingency has been included in the award
amount.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports 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 in the amount of $358,120 will be budgeted and made available in FY 2016 -17 Finance
Fleet Maintenance account (05010022- 66400) and $28,455 in the Refuse Collection Service
account (06917640-66400).
Fre« Mousavipour
Executive Director
Public Works Agency
CLJsp
Exhibit: 1. Bid Summary
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance and Management Services Agency
22A -2
ABSTRACT OF BIDS
MID -SIZE PICKUP TRUCKS (16 -042)
Bidder
Courtesy Chevrolet
Delillo Chevrolet
George Chevrolet
Location
San Diego
Huntington Beach
Bellflower
Terms
Net 30
1 day
Net 30
Delivery
60 days
60 days
45 - 120 days
Total
$56,617.96
$59,274.72
$57,314.44
Bidder Guarantee Chevrolet Reynolds Buick, Inc
Location
Santa Ana
Covina
Terms
Net 30
2% 30 days
Delivery
90 days
90 - 120 days
Total
*$57,986.3
$60,486.48
* Indicates I% vendor preference factored in for evaluation purposes
EXHIBIT 1
22A -3
22A -4