SR 10-24-2000 6G
ITEM 6-G
Council Meeting: October 24, 2000 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Award Bid to Furnish and Deliver One Utility
Tractor, Bid #2798
Introduction
This report recommends award of bid to furnish and deliver one utility tractor for the
Airport Division, Resource Management Department, in the total amount of $60,570.21,
including applicable sales tax.
Background
The utility tractor will be used by Airport personnel to transport dirt, landscaping debris
and other materials. It will replace a 1984 Ford Tractor, which is no longer cost effective
to maintain and is part of the Vehicle Replacement Program.
The City’s specification included features that are incorporated in other City
maintenance tractors. These include all wheel steer and drive to enhance operator
safety in maneuvering uneven terrain; quick couplers to reduce loss of hydraulic fluid
during attachment of equipment and ease removal and attachment of equipment; and a
hitch with power take-off to eliminate the need for purchasing other attachments that
would otherwise be needed to connect to grounds keeping equipment.
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In response to published Notices Inviting Bids (published June 22 and 25, 2000) in
accordance with City specifications, bids were received and publicly opened and read
on August 8, 2000. Proposal forms were mailed to seven vendors and notices were
advertised in accordance with City Charter and Municipal Code provisions. Proposal
forms requested that vendors quote on six fuel sources, including compressed natural
gas (CNG). One proposal was received for a diesel-powered utility tractor as follows:
VENDOR AMOUNT
Pacific Coast Machinery, Inc. $60,570.21
Staff encouraged all seven vendors to submit bids by providing opportunities to have
their specifications reviewed and approved as equals, as well as extending the bid
closing date. Staff contacted the six “No Bid” vendors to inquire why they did not bid.
Cook Equipment Co. indicated that they found specifications to reflect a model which
they could not provide and chose not to submit its utility tractor for review as an equal.
Eberhard Equipment had initially expressed interest in bidding if given more time, but
chose not to respond after the extension of the closing date. Empire Tractor does not
sell tractors with torque converter type transmission. GCS Western does not sell
tractors with all wheel steer. So. Cal Tractor Sales, Inc. and AV Equipment Rental, Inc.
chose not bid.
2
The purchase of this utility tractor from Pacific Coast Machinery, Inc. is consistent with
the City’s reduced emissions fuel policy. There is no California Air Resources Board
(CARB) approved conversion kit available for the utility tractor at this time, and there is
no estimate of when a CARB approved conversion kit will be available to convert the
utility tractor to CNG. Staff has evaluated the bid submitted by Pacific Coast Machinery,
Inc. and finds that it meets City specifications.
Budget/Financial Impact
Budget authority for this purchase is in the Capital Improvement Budget account
number C54016700.589000, “Fleet Vehicle Replacement Program.”
Recommendation
It is recommended that the City Council award Bid #2798 to Pacific Coast Machinery,
Inc. as the lowest responsible bidder in the amount of $60,570.21, including applicable
sales tax.
Prepared By: Diane Howell, Acting Purchasing Agent
Richard Chiu, Buyer
Ralph Merced, Fleet Maintenance Superintendent
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