SR-205-003 (369)
~o 05,003
to -fO
OCT 1'4\8,
PU:EOB:fmj
council Meeting October 14, 1986
Santa Monica, California
TO:
MAYOR AND CITY COUNCIL
FROM:
CITY STAFF
SUBJECT:
Recommendation To Award Bid For One (1) 3/4 Ton
Cab & Chassis with Special Bin Handling unit For
The Waste Collection/Disposal Division of the
General Services Department, Bid # 2079.
Introduction
This report concerns award of bid for one (1) new and unused 3/4
ton cab and chassis with special bin handling unit for the
General Services Department in the total amount of $22,631.25,
including applicable sales tax.
Background
In response to published Notices Inviting Bids (published August
19,20, 1986) to furnish and deliver one (1) new and unused 3/4
ton cab and chassis with special bin handling unit in accordance
with City specifications, bids were received and publicly opened
and read on September 9, 198 6 .
Proposal forms were mailed to
Five (5) vendors and notices were advertised in accordance with
City Charter and Municipal Code provisions. The WMBE directory
did not contain any firms which sell this type of vehicle. One
proposal was received as follows:
Claude Short Dodge
$22,631. 25
A similar bid issued in FY 1985-86 was rej ected by council on
December 10, 1985, due to one proposal being submitted in the
amount of $21,087.00.
The item was rebid in February 1986.
- 1 -
to-~
OCT 1 " 19"
staff still received only one bid in the amount of $21,939.00
which was below budget estimates. This bid was accepted by
Council.
As a result of surveying the vendors which did not submit a bid,
three vendors were not interested in bidding at this time, be-
cause they do not have the facilities and personnel to contract
the special bin handling unit as specified. One vendor confirmed
that since the City of Santa Monica was only purchasing one vehi-
cle, the demand was not great enough to incur the additional
costs involved in bidding this type of equipment. The additional
cost incurred involves estimating the price of a cab and chassis,
the special bin handling unit (which must be built or purchased
from another vendor) and the labor to install the special bin
handling unit. The vendor must also calculate the length of time
their capital funds would be invested in order to complete the
entire transaction as specified.
staff will explore the bidding processes and specifications with
other jurisdictions and joint bidding in an attempt to find addi-
tional vendors to bid our requirements. staff has examined this
bid and determined it meets all specifications and is below the
budget estimate.
BUdgetary/Financial Impact
Fiscal Year 1986/87 appropriation authority for this purchase is
in the Waste Collection/Disposal Division, General Services De-
partment, account number 27-500-441-000-806 .
- 2 -
Recommendation
It is recommended that the award of Bid #2079 be made to
Claude Short Dodge in the total amount of $22,631.25 ,including
tax, as the lowest and best bidder.
Prepared By: E. o. Barnes, purchasing Agent
- 3 -