HomeMy WebLinkAbout22B - SPEC - TAHOE SUVREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
DECEMBER 20, 2016
TITLE:
CONTRACT AWARD TO GUARANTY
CHEVROLET MOTORS, INC., A SANTA
ANA VENDOR, FOR ONE CHEVY TAHOE
SUV (SPEC. NO. 16-135)
{STRATEGIC PLAN NO. 6,2)
(SURPLUS ALLOCATION FUNDING)
L c
CITY MANAGEK
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
TWUMSAWC
❑ As Recommended
❑ As Amended
❑ Ordinance on 10' Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize a one-time purchase and payment of purchase order to Guaranty Chevrolet Motors,
Inc. for the purchase of one Chevy Tahoe SUV in an amount not to exceed $48,435 plus a
contingency of $2,420 for a total amount of $50,855, 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 and Management
Services Agency
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, one Utility SUV purchased in 1999 with 83,000 miles has been identified for replacement.
For vans, sport utility vehicles, sedans and light trucks, the City has standardized on purchasing
Chevrolet vehicles. Of the seven auto dealerships identified within the City of Santa Ana, the City
has one Chevrolet dealership. In order to ensure awareness as to the City's pending bids as well
as the City bid process, Fleet staff have communicated and met with the local dealership on
numerous occasions. As a result we are able to include our local Chevrolet dealership in all
Invitation for Bid processes. As part of the City Council approved Local Preference Program, all
local vendors for such purchases receive a one percent preference when evaluating their total
bid. The local vendor has been successful on 80 percent on the City's past five bids for Chevrolet
vehicles.
2213-1
Contract Award for a Chevy Tahoe SUV
December 20, 2016
Page 2
The notice inviting bids was advertised on October 26, 2016, on the City's online bid
management and publication system. A summary of the bid invitations and bids received is as
follows:
58 Vendors were notified
6 Vendors downloaded the bid packet
2 Bids received
1 Bid received from a Santa Ana vendor
The bids were opened on November 22, 2016 and evaluated (Exhibit 1). The bid received from
Guaranty Chevrolet, a Santa Ana vendor, 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 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 available in FY 2016-17 as follows: $40,000 in the Council Special Projects - Finance
Fleet Maintenance account (05010022-66400) and $10,855 in the Equipment Replacement
account (07010100-66400).
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance and Management Services Agency
CL/sp
EXHIBIT: 1. Abstract of Bids
228-2
ABSTRACT OF BIDS
CHEVY TAHOE SUV (16-135)
Location
Terms
Delivery
Actual Cost
1 % vendor preference
Guaranty Chevrolet
Motors, Inc.
Santa Ana
Net 30
Not provided
$48,432.52
$484.32
$47,948.20 *
EXHIBIT 1
22B-3
Reynolds Buick, Inc.
Covina
2% 30 days
60 - 90 days
$49,655.69
22B-4