SR-205-003 (599)
Council Meeting: November 25, 2003 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Award Bid to Furnish and Deliver Two Dump Trucks, Bid #2858
Introduction
This report recommends award of bid to furnish and deliver two dump trucks for the
Water Division, Environmental & Public Works Management Department, in the total
amount of $328,350.40, including applicable sales tax.
This item was introduced at the October 28, 2003 Council meeting but was pulled at the
request of the non-selected bidder for further staff review. All issues have now been
resolved.
Background
The compressed natural gas (CNG) powered dump trucks will be used by Water
personnel to carry earth, hot asphalt, and pavement debris. They will replace one 1983
and one 1990 dump truck which are no longer cost effective to maintain and are part of
the Vehicle Replacement Program. The two current dump trucks were scheduled to be
replaced in 1998 and have become unreliable and need repair. Additionally, they both
run on diesel fuel. Comparable trucks are now available with a dedicated CNG engine.
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Discussion
In response to published Notices Inviting Bids (published June 21 and 26, 2003) in
accordance with City specifications, bids were received and publicly opened and read
on July 21, 2003. Proposal forms were sent to forty-two vendors and notices were
advertised in accordance with City Charter and Municipal Code provisions. Three
proposals were received as follows:
VENDOR AMOUNT
Carmenita Truck Center (Body Option A) $288,096.55
Carmenita Truck Center (Body Option B) $295,561.47
Boerner Truck Center $328,350.40
The bids submitted by Carmenita Truck Center do not meet City specifications in
several critical areas as follows:
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The dump body offered in Option A does not have insulation. Dump body
insulation is needed to assure the body’s longevity.
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The dump body offered in Option B does not have an auxiliary pump. An
auxiliary pump is needed to help minimize down time and labor. Having an
auxiliary pump gives the capability of the body to be raised and the cab to be
lifted, which allows access to the main engine when it becomes inoperable.
Raising the body by other means will be very time consuming, labor intensive,
unsafe, and adds to the cost of repairs.
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Bid specifications required a tilting steering column and Carmenita Truck
Center’s vehicles offer no tilt. Having a tilting column makes it easier and safer
for the operators to enter and exit the vehicle, which is a constant procedure
throughout their working day.
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Bid specifications also called for a certain cab height from the ground, a specific
cab width and a particular type of hinge for the cab doors. Carmenita Truck
Center's vehicles did not meet these specifications. Their vehicles have a higher
cab height from the ground making entry/exit to the vehicle more difficult. The
cab width is wider which impacts maneuverability in City alleys and other tight
locations. The door hinges proposed by Carmenita Truck Center do not provide
the maximum door strength required considering that operators will be using
them to enter and exit the vehicles numerous times during the course of the day.
Staff has evaluated the bid submitted by Boerner Truck Center for two CNG powered
dump trucks and finds that it meets City specifications. The purchase of these CNG
powered dump trucks from Boerner Truck Center is consistent with the City’s reduced
emissions fuel policy.
This item was originally introduced at the October 28, 2003 Council agenda. A
representative from Carmenita Truck Center attended that meeting presenting a letter to
Council requesting that his bid be reconsidered. Staff has reviewed and given careful
consideration to the letter presented by Carmenita Truck Center. It has been
determined that the information provided in the letter should have been contained in
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their original bid submittal, not after the formal bid opening. Additionally, staff still finds
that the bid submitted by Carmenita Truck Center does not meet City specifications.
These issues were discussed with Carmenita representatives. A second letter was
received from Carmenita Truck Center on November 6, 2003 apologizing for its
approach to its bid reconsideration.
Budget/Financial Impact
Budget authority for this purchase is in the Capital Improvement Budget account
number C54016701.589000, “Fleet Vehicles Replacement Program”.
Recommendation
It is recommended that City Council:
1. Reject the bids submitted by Carmenita Truck Center; and
2. The award of Bid #2858 be made to Boerner Truck Center as the best bidder for
two CNG powered dump trucks, in the total amount of $328,350.40, including
applicable sales tax.
Prepared By: Dave Rodriguez, Fleet Maintenance Supervisor
Diane Howell, Purchasing Agent
Richard Chiu, Buyer
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