SR-20080513-1B~~
~;tyo. City Council Report
Santa Monica
City Council Meeting: May 13, 2008
Agenda Item: ~ ""~
To: Mayor and City Council
From: Carol Swindell, Director of Finance
Subject: Purchase of Toyota Hybrid Sport Utility Vehicles
Recommended Action
Staff recommends that City Council award Bid #2943 to Toyota of Santa Monica to
furnish and deliver three Toyota Hybrid Sport Utility Vehicles in the total amount of
$111,504.
Executive Summary
in accordance with City vehicle replacement program, three vehicles are due for
replacement. Resulting from the formal bid process, Toyota of Santa Monica is the best
bidder. Funds are available in the BBB Service CIP Account.
Discussion
The SUVs will replace vehicles scheduled for replacement, and are funded through the
BBB Service CIP Account. Two vehicles are for the Operations Staff and one is for the
Customer Relations Staff. As stated in the Information Item that was submitted to City
Council on January 15, 2008, two of the goals of the Reduced-Emissions Fuels Policy
for Vehicle Purchases are to reduce emissions and reduce the use of petroleum fuels.
The purchase of hybrid SUVs contributes to this goal.
Vendor Selectiori
In February 2008, the City published Notices Inviting Bids to furnish and deliver three
hybrid sport utility vehicles in accordance with City specifications. Bid forms were
mailed to nineteen vendors and notices were advertised in accordance with City Charter
1
and Municipal Code. provisions.. Eight 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 on these criteria, Toyota of Santa Monica is
recommended as the best bidder.
Financial Impacts & Budget Actions
Funds for this purchase are available in account 0410115.589000, "Service Vehicles".
Prepared by:
Diane Howell, Purchasing Agent
Approved:
Forwarded to Council:
r
Carol SwindeN
Director of Finance
s
Hager
Attachments: Attachment A -Pricing
2
ATTACHMENT A
Bid #:2943
Bid Opening Date: 02/22/08
Title: Furnish and deliver three (3) new and unused 2008 model year Toyota Highlander Hybrid vehicles for the Big Blue Bus
Vendor
Caps Toyctt~
Carson
Tgyata~
,. ;,
Lgn~o TOyot1 ~ ~
,.
MPSS Br
;:
os TQyotar.
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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 $ 35,422.00 $ 106,266.00 $ 33,779.00 $ 101,337:00 $ 32,680.00 $ 98,040.00 $ 34,617.74 $103,853.22
Operator's Instruction Manual 3 Included $ - $ _ Included
$ 885.00
$ 2,655.00
Shop Maintenance Manual or CD 3 $ 337.00 $ 1,011.00 $ 450.00 $ 1,350.00 $ 380.00 $ 1,140.00 $ -
Illustrated Parts Book or CD 3 N/A $ - $ - Included with shop manual $ _
Electric Wiring Schematic Manual or CD 3 $ 96.00 $ 288.00 $ - $ - Included with shop manual $ _
Subtotal $ 107,565.00 $ 102,687.00 $ 99,180.00 $ 106,508.22
Sales Tax (8.25%) $ 8,874.11 $ 8,471.68 $ 8,182.35 $ 8,786.93
Tire Fee (3 each) $ 26.25. $ 26.25 $ 26.25 $ 26.25
Delivery $ 165.00 $ 300.00 Included $ _
Total (wlout options/applicable discounts below) $ 116,630.36 $ 111,484.93 $ 107,388.60 $ 115,321.40
OPTIONS UNIT PRICE ~ EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE
Popular Package Cos Included $ 2,800.00 $ 8,400.00 $ 2,680.00 $ 8,040.00 Included
Popular Package Tax (6.25%) Included $ 231.00 $ 693.00 $ 221.10 $ 663.30 ~ Included
Popular Package Total Included $ 3,031.00 $ 9,093.00 $ 2,901.10 $ 8,703.30 Included
Rubber Floor Mats Cos $ 110.00 $ 330.00 $ 330.00 $ 990.00 $ 88.00 $ 264.00 Included
Rubber Floor Mats Tax (8.25%) $ 9.08 $ 27.23 $ 27.23 $ 81.68 $ 7.26 $ 21.78 Included
Rubber Ploor Mats Total $ 119.08 $ 357.23 $ 357.23 $ 1,071.68 $ 95.26 $ 285.78 Included
'1%LOCal vendor preference porevaluation purposes only) N/A N/A N/A N/A
Payment Terms 30 days Net 30 days Net 30 days 30 days
Payment terms discount N/A N/A N/A N/A
Grand Total
*TOtal after discount(s)
Warrant $ 116,987.59
$ 116,987.59
asic- year ; powe rain- year
oo,ooo; hybrid system-e year 700,000;
restraint system-5 year so,coo; corrosion
s ear so 000 $ 121,649.60
$ 121,649.60
N/A $ 116,377.68
$ 116,377.68
Basic Syr/36,000mi1e; Powertrain
Syr/60,000mile; Hybrid System
6yr/100,000mile $ 115,321.40
$ 115,321.40
36 months/36k miles & 60
months/60k miles Hybrid related
components 8yrs/1 OOK miles
*Notes/Exceptions 3 volume manuals; 2 spare keys
included in unit price; tlocumentalion
fees refleMed in delivery cost; 3rd row
mat included in rubberfloor mat o lion Will supply OMV paperv/ork for the City
of Santa Monica to process and request
exempt plates ai lime of delivery. Shop
manual is 3 book set. AS Specified. ShoplPans/Wiring
manuals all in one. OPTIONS
PRICING is per vehicle
Deliver Within (options) 90 days ARO 180 days ARO 120 days ARO 60 days ARO
Delivery Within (w/o options) 90 days ARO 180 days ARO 120 days ARO 60 days ARO
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Bid #:2943
ATTACHMENT A
Bid Opening Date: 02/22/08
Title: Furnish and deliver three (3) new and unused 2008 model year Toyota Highlander Hybrid vehicles for the Big Blue Bus
Vendor Toyota,,& Scion of
:North Ht~lyuirood; Tciyota;bf Santa.,. ;
Mo'n~ca. Toyota of SaKita
=Maria 1Nondrll~~_ Fleet GXaup
Bid Item QTY UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE
Unit cost of vehicle 3 $ 33,556.00 $ 100,668.00 $ 31,576.00 $ 94,728.00 $ 32,124.00 $ 96,372.00 $ 34,229.00 $ 102,687.00
Operator's Instruction Manual 3 incl N/C included
$ -
$ -
Shop Maintenance Manual or CD 3 $ 305.35 $ 916.05 $ 715.00 $ 2
145.00 $ 70
00 $ 210
00
Illustrated Parts Book or CD 3 $ 850.00 $ 1,350.00 N/A ,
not available .
$ 70.00 .
$ 210.00
Electric Wiring Schematic Manual or CD 3 $ 125.00 $ 375.00 $ 86.90 $ 260.70 $ 115.00 $ 345.00 $ 70.00 $ 210.00
Subtotal $ 102,393.00 $ 95,904.75 $ 98,862.00 $ 103,317.00
Sales Tax (8.25%) $ 8,447.42 $ 7,912.14 $ 8,156.12 $ 8,523.65
Tire Fee (3 each) $ 26.25 $ 26.25 $ 23.25 $ 26.25
Delivery incl $ - NC $ _
Total (w/ouf optionslapplicabledtscounts below) $ 110,866.67 $ 103,843.14 $ 107,041.37 $ 111,866.90
OPTIONS UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE
Popular Package Cos $ 2,439.00 $ 7,317.00 $ 2,239.00 $ 6,717.00 $ 2,611.00 $ 7,833.00 $ 40.00 $ 120.00
Popular Package Tax (8.25%) $ 201.22 $ 603.65 $ 184.72 $ 554.15 $ 215.41 $ 646.22 $ 3:30 $ 9.90
Popular Package Total $ 2,640.22 $ .7,920.65 $ 2,423.72 $ 7,271.15 $ 2,826.41 $ 8,479.22 $ 43.30 $ 129.90
Rubber Floor Mats Cos $ 115.70 $ 347.10 $ 120.00 $ 360.00 $ 150.00 $ 450.00 $ 20.00 $ 60.00
Rubber Floor Mats Tax (8.25%) $ 9.55 $ 28:64 $ 9.90 $ 29.70 $ 12.38 $ 37.13 $ 1.65 $ 4.95
Rubber Floor Mats Total $ 125.25. $ 375.74 $ 129.90 $ 389.70 $ 162.38 $ 487.13 $ 21.65 $ - 64.95
'1 % Local vendor preference (rorevaluation purposes only) N/A $ (1,115.04) N/A N/A
Payment Terms net 30 days N/A none indicated Net 30
Payment terms discount N/A N/A N/q N/A
Grand Total
*Total after discount(s)
Warranty $ 119,163.08
$ 119,163.06
general Syrs or 36000 miles/powerirain
Syrs or 60000 miles/ hybritl related
components Syrs or 100000 miles +all
appl manufacture warranties in CA $ 111,503.99
$ 110,388.95
asic'. mon s mi es- y n
wmponents: eyears/100,000 miles-POwedrain'.
60months/60,000miles-msl-ihru:
60monihs/unlimited miles-emissions: vary unde
federal and CA re ulations $ 116,007.71
$ 116,007.71
as¢', mon s mi es- y n
components: 6years/100,000 miles-
Powedrain, 60mon[hsIG0,000miles-mst-thm:
60nwnlhslunlimitetl miles-emissions: vary
untler federal and CA re ulations $ 112,061.75
$ 112,061.75
fg. standard
*Notes/Exceptions
'
keys - 3 total Come with Car keys: 2 key fauns for remote keyless
entry will be inclutled. License:
temporary registration certrficates shall
be attached to the vehicles.
Permanent plates will be mailed
tlirectly from the DMV.
Deliver Within (options)
Delivery Within (w/o options) BO days ARO depentling on product
120 tlaysARO depending on product 90 days ARO
90 days ARO 75 days ARO
120 days ARO 60-90 days ARO
60-90 days ARO
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