SR-20080422-1Fc7r
~;tYOf City Council Report
Santa Monica
City Council Meeting: April 22, 2008
Agenda Item: A
To: Mayor and City Council
From: Carol Swindell, Director of Finance
Subject: Purchase of Gasoline Powered Police Interceptor Sedans
Recommended Action
Staff recommends that City Council award Bid #2945 to Downtown Ford Sales to
furnish and deliver nine gasoline powered Police Interceptor sedans with Police
Package in the total amount of $202,441.
Executive Summary
In accordance with City vehicle replacement program, nine Police Interceptor sedans
with Police Package are due for replacement. Resulting from the formal bid process,
Downtown Ford Sales is the lowest responsive bidder. Funds are available in the Fleet
Replacement-Fund.
Discussion
The interceptors will be used for routine police duties and as emergency response
vehicles by the Police Department. These vehicles will replace interceptors scheduled
for replacement, and are fuhded through the Vehicle Replacement Program. For sworn
employees, the Police Department requires a longer range and a higher speed than
CNG vehicles currently provide. As emergency vehicles, these gasoline powered
interceptors are exempt from 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 nine
police interceptor sedans in accordance with City specifications. Bid forms were mailed
1
to twenty-five vendors and notices were advertised in accordance with City Charter and
Municipal Code provisions. Ten bids were received and publicly opened on February
22, 2008 per Attachment A.
Bids were evaluated based on competitive pricing, completeness of bid response, and
additional available options. Based oh these criteria, Downtown Ford Sales 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
Director of Finance
3mont Ewell
Manager
Attachments: Attachment A -Pricing
2
Attachment A
Bid #:2945
Bid Opening Date: 02/22/08
Title: Furnish and deliver nine (9) new and unused unmarked 2008 model year Ford Crown Victoria Police Interceptors with Police
Package to be used by the Police Department.
Vendor (in no particular order) ,.
DovuntOwn Ford Sales
,..
Firitts
Ford
Galpi
n Ford
`. ; MObllt
IVlotors
Bid Item QTY UNIT PRICE EXT. PRICE UNIT PRICE EXT, PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE
Unit cost of vehicle 9 $ 20,771.00 $ 186,939.00 $ 21,327.60 $ 191,948.40 $ 21,477.60 $193,298.40 $ 21,895.00 $197,055.00
Operator's Instruction Manual 9 incl $ - $ _ $ _ $ _ $ _ $ _
Shop Maintenance Manual or CD 1 incl $ 176.00 $ 176.00 $ 160.00 $ .160.00 $ 200.00 $ 200.00
Illustrated Parts Book or CD 1 incl $ 187.50 $ 187.50 N/A $ 190.00 $ 190.00
Electric Wiring Schematic Manual or CD 1 incl $ 69.30 $ 69.30 $ 63.00 $ 63.00 Included
Subtotal $ 186,939.00 $ 192,381.20 $ 193,521.40 $ 197,445.00
Sales Tax (8.25%) $ 15,422.47 $ 15,871.45 $ 15,965.52 $ 16,289.21
Tire Fee (3 each) $ 78.75 $ 78.75 $ 78.75 $ 78.75
Delivery incl inc $ _ $ _
Grand Total $ 202,440.22 $ 208,331.40 $ 209,565.67 $ 213,812.96
'1 % Local vendor preference (forevaluation purposes only) N/A N/A N/A N/A
Payment Terms Net 30 Net 30 Net 30 $500.00 discount, each
vehicle/20 da s
Payment Terms Discount N/A N/A N/A $ (4,500.00)
*Total after discount(s) $ 202,440.22 $ 208,331.40 $ 209,565.67 $ ,209,312.96
Make/Model 2008 Ford/Crown Victoria 2008 Ford Crown Victoria 2008 Ford Crown Victoria 2008 Ford Crown Victoria
Pricing good through May 08 5-15-08 last day to order March 29, 2008 May 1st 2008
Warrant
y 36/36000 bumper to bumper
Syr 60,000 powertrain 36/36 bumper to bumper
5/60 overtrain Syr 36,000 miles bumper to
bumper, Syr 60,000 powertrain
3 years/36,000 miles
*Notes/Exceptions No exceptions taken As Spec No traction control Dark grey N/A. Please select
from attached color chart
Delivery Within 120 days ARO 10 - 12 wks ARO 12 weeks ARO 120 days ARO
Page 1 of 3
Attachment A
Bid #:2945
Bid Opening Date: 02/22/08
Title: Furnish and deliver nine (9) new and unused unmarked 2008 model year Ford Crown Victoria Police Interceptors with Police
Package to be used by the Police Department.
Vendor (in no particular order) ~~
PearS -
On:FOr'd ~;;
Sartta INa
nICa Ford
__ ,r
South B.ay Ford,'Itc
,
~~~odor
F
e Roliiris
or"d
:.
Bid Item QTY UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE
Unit cost of vehicle 9 $ 21,750.00 $ 195,750.00 $ 21,660.00 $ 194,940.00 $ 21,500.60 $ 193,505.40 $ 23,909.56 $ 215,186.04
Operator's Instruction Manual 9 $ - $ _ $ _ $ _ $ _ $ _ $ _ $ _
Shop Maintenance Manual or CD 1 $ 250.00 $ 250.00 $ 100.00 $ 100.00 $ 81.50 $ 81.50 $ 170.00. $ 170.00
Illustrated Parts Book or CD 1 N/A $ 100.00 $ 100.00 $ 158.00 $ 158.00 $ 170.00 $ 170.00
Electric Wiring Schematic Manual or CD 1 $ 185.00 $ 185.00 $ 50.00 $ 50.00 $ 53.00 $ 53.00 $ - $ -
Subtotal $ 196,185.00 $ 195,190.00 $ 193,797.90 $ 215,526.04
Sales Tax (8.25%) $ 16,185.26 $ 16,103.18 $ 15,988.33 $ 17,780.90
Tire Fee (3 each) $ 78.75 $ - $ 78.75 $ 78.75
Delivery $ - $ _ $ _ $ _
Grand Total $ 212,449.01 $ 211,293.18 $ 209,864.98 $ 233,385.69
•1 % Local vendor preference (lorevaluation purposes only) N/A $ (2,112.93) N/A N/A
Payment Terms Net 30 days Net 30 days $zeo.oo/venicle z1 days net so 10% net 25
Payment Terms Discount N/A N/A $ (2,250.00) $ (23,338.57)
Total after discount(s) $ 212,449.01 $ 209,180.24 $ 207,614.98 $ 210,047.12
Make/Model 2008 Ford Crown Victoria 2008 Ford Crown Vic 2008 Ford P71 or rown is oria Dice
Interce for
Pricing good through Year built May 16, 08 Final order date 5-16-08 June 30, 2008
Warrant
y 3yrs/36K bumper to bumper,
5yrs/6oK powertrain
3yrs 36,000 mi
EOM Standard Warranty Syr/36,000mi bumper to bumper,
Syr/60,000mi powertrain
*Notes All per spec's Full wheel covers Asspecified
Delivery Within 60 - 120 days ARO 70 to 95 days ARO 11 to 13 wks ARO 90-150 ARO
Page 2 of 3
Attachment A
Bid #:2945
Bid Opening Date: 02/22/08
Title: Furnish and deliver nine (9) new and unused unmarked 2008 model year Ford Crown Victoria Police Interceptors with Police
Package to be used by the Police Department.
Vendor (in no particular order) ' Viiaa
,., Ford;
, Wondrles Fleet GroUj
~~
Bid Item QTY UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE
Unit cost of vehicle 9 .$23,796.22 $214,165.98 $21,593.60 $194,342.40
Operator's Instruction Manual g $ _ $ _ $ _ $ _
Shop Maintenance Manual or CD 1' $ 70.53 $ 70.53 $ - $ -
Illustrated Parts Book or CD 1 $ 152.22 $ 152.22 $ 184.00 $ 184.00
Electric Wiring Schematic Manual or CD 1 $ 46.09 $ 46.09 $ - $ -
Subtotal $ 214,434.82 $ 194,526.40
Sales Tax (8.25%) $ 17,690.87 $ 16,048.43
Tire Fee (3 each) $ 87.48 $ 78.75
Delivery $ - $ _
Grand Total $ 232,213.17 $ 210,653.58
'1 /Local vendor preference (for evaluation purposes only) N/A N/A
Payment Terms 10% 25 days Net 30 days
Payment Terms Discount $ (23,221.32) N/A
*Total after discount(s) $ 208,991.86 $ 210,653.58
Make/Model 2008 Fortl Crown Victona Police
Interce for 2008 Ford Crown Victoria
Pricing good through 5/16/08 5/15/08
Warrant 3yr/36,000 miles, Syr 60,000
owertrain 3-36,000 bumper to bumper
5 r 60,000 owertrain
*Notes see color selection included
wjth CNG units
As specified
Delivery Within 125-150 days ARO 90-120 days ARO
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