SR-20080422-1E~~+
~;tYOt -City Council Report
Santa Monica
City Council Meeting: April 22, 2008
Agenda Item:
To: Mayor and City Council
From: Carol Swindell, Director of Finance
Subject: Purchase of CNG Powered Police Interceptor Sedans
Recommended Action.
Staff recommends that City Council award Bid #2944 to Galpin Ford to furnish and
deliver three CNG powered Police Interceptor sedans with Police Package in the total
amount of $114,580.
Executive Summary
In accordance with City vehicle replacement program, three CNG Police Interceptor
sedans with Police Package are due for replacement. Resulting from the formal bid
process, Galpin Ford is the lowest responsive bidder. Funds are available in the Fleet
Replacement Fund.
Discussion
The interceptors will be used as police administration vehicles. These vehicles will
replace interceptors scheduled for replacement, and are funded through the Vehicle
Replacement Program. Two vehicles are for the Community Relations Staff and one is
for the Forensics Staff. These vehicles are not exempt from the City's Reduced-
Emissions policy because they are not operated by sworn officers that respond to
emergencies and therefore comply with the City's. Sustainable City Plan for reduced
emissions and sustainability.
Vendor Selection
In February 2008, the City published Notices Inviting Bids to furnish and deliver three
CNG powered police interceptor sedans in accordance with City specifications. Bid
1
forms were mailed to twenty-five vendors and notices were advertised in accordance
with City Charter and Municipal Code provisions. Seven bids were received and
publicly opened on February 22, 2008 per Attadhment A.
Bids were evaluated based on competitive pricing, completeness of bid response, and
additional available options. Based on these criteria, Galpin Ford is recommended as
the best bidder.
Financial Impacts & Budget Actions
Funds for this purchase are available in account 0540167.589300, Fleet Vehicle
Replacement Program.
Prepared by:
Diane Howell, Purchasing Agent
Approved: Forwarded to Council:
Carol Swindell
Directorof Finance
Attachments: Attachment A -Pricing
Manager
2
ATTACHMENT A
Bid #:2944
Bid Opening Date: 02/22/08
Title: Furnish and deliver three (3) new and unused unmarked 2008 model year dedicated compressed natural gas Ford Crown Victoria
Police Interceptor with Police Package to be used by Police Department.
Vendor:
: Galpi
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Bid Item qTY UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE
Unit cost of vehicle 3 $ 35,200.00 $ 105,600.00 $ 39,879.00 $ 119,637.00 $ 37,792.00 $ 113,376.00 $ 39,969.60 $119,908.80
Operator's Instruction Manual 3 $ - $ - $ - $ _ $ _ $ _ $ _ $ _
Shop Maintenance Manual or CD 1 $ 160.00 $ 160.00 $ 200.00 $ 200.00 $ 250.00 $ 250.00 $ 81.50 $ 81.50
Illustrated Parts Book or CD 1 N/A N/A $ 190.00 $ 190.00 N/A N/A $ 158.00 $ 158.00
Electric Wiring Schematic Manual or CD 1 $ 63.00 $ 63.00 Included w/shop manual $ 185.00 $ 185.00 $ 53.00 $ 53.00
Subtotal $ 105,823.00 $ 120,027.00 $ 113,811.00 $ 120,201.30
Sales Tax (8.25%) $ 8,730.40 $ 9,902.23 $ 9,389.41 $ 9,916.61
Tire Fee (3 each) $ 26.25 $ 26.25 $ 26.25 $ 26.25
Delivery $ - no charge $ - $ _
Grand Total $ 114,579.65 $ 129,955.48 $ 123,226.66. $ 130,144.16
Payment Terms Net 30 $500.00120 days net 30 days $25o/vehicle zt days, Net 30
Payment terms discount N/A $ (500.00) N/A $ (750.00)
"`Total after discount(s) $ 114,579.65 $ 129,455.48 $ 123,226.66 $ 129,394.16
Make/Model 2008 Ford Crown Victoria 2008 Ford Crown Vic 2008 Ford/Crown Victoria 2008 Ford P71
Pricing good through March 28, 2008 4/30/2008 Year built out 2008 model build out (5-16-2008)
Warranty 3 year 36,000 miles/5 year
60,000 owertrain 3 years/36,000 miles 3yrs/36k bumper to bumper,
5 rs/60k owertrain EOM standard warranty
Notes/Exceptions
Working with BAF Technologies for
CARE approved CNG/Dedicated Working with Enviromech
Industries for CARB approved CNG
Conversion workin with BAF Technolo
8 9ies for CARB
approved cALCOMP _per specs after mkt
installation of CNG by BAF Technologies Working with Envirotech Industries far CNG
fuel system pending GARB approvaL_Fuel
capacity 12.4 ggE optional 15.5 ggE atltl
$1200.On+tax
Delivery Within 18 weeks ARO 120 days ARO 12 to 20 wks ARO 720 to 150 days ARO
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ATTACHMENT A
Bid #:2944
Bid Opening Date: 02/22/08
Title: Furnish and deliver three (3) new and unused unmarked 2008 model year dedicated compressed natural gas Ford Crown Victoria
Police Interceptor with Police Package to be used by Police Department.
Vendor: Thebdgr
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Fleet~~~ro~p
Bid Item ~ QTY UNIT PRICE EXT. PRICE UNIT PRICE EXT. P
RICE
UNIT PRICE
EXT. PRICE
Unit cost of vehicle 3 $ 40,517.33 $ 121,552.00 $ 43,825.74 $ 131,477.22 $ 38,174.60 $ 114,523.80
Operator's Instruction Manual 3 $ - $ - $ - $ _ $ _ $ _
Shop Maintenance Manual or CD 1 $ 170.00 $ 170.00 $ 70.53 $ 70.53 $ .70.00 $ 70.00
Illustrated Parts Book or CD 1 $ 170.00 $ 170.00 $ 152.22 $ 152.22 $ 70.00 $ 70.00
Electric Wiring Schematic Manual or CD 1 $ - $ - $ 46.09 $ 46.09 $ 70.00 $ 70.00
Subtotal $ 121,892.00 $ 131,746.06 $ 114,733.80
Sales Tax (8.25%) $ 10,056.09 $ 10,869:05 $ 9,465.54
Tire Fee (3 each) $ 26.25 $ 29.16 $ 26.25
Delivery $ - $ _ $ _
Grand Total $ 131,974.34 $ 142,644.27 $ 124,225.59
Payment Terms 10% net 25 10% 25 days Net 30
Paymenttermsdiscount $ (13,197.43) $ (14,264.43) N/A
*Total after discount(s) $ 118,776.91 $ 128,379.84 $ 124,225.59
Make/Model 2ooe Ford crown victoria Porte
Interceptor 2098/2009 Ford Crown Victoria Police
Interceptor 2008 Ford Crown Victoria
Pricing good through June 30, 2008 5/16/08 Mfg cutoff
Warranty ayrias,ooomi Bumper-m-Hamper, ayrrso,oaomi crtc
m~~or,a~~,syns°,o°om~rorpowenrein,syna°,ooom~
oNC maloroans 3yr/36,000 miles, Syr/60,000
miles powertrain
Mfg Standard
'rNOteS Working with BAF Technologies for
CARB approved CNG...as specified only
one confguretion available Working with Envirotech Industries for
CARB approved CNG... included are the
color selections Working with BAF Technologies for
CARB approved CNG...spec 553 not
avail with USC
Delivery Within 90-150 days ARO 180 days ARO if approved as 2008 90 days ARO
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