SR-091608-1Q~_~
~; Y of City Council Report
Santa Monica
City Council Meeting: September 9, 2008
Agenda Item: I ®~
To: Mayor and City Council
From: Carol Swindell, Director of Finance
Subject: Hydraulic Telescopic Articulating. Aerial Devices
Recommended Action
Staff recommends that City Council award Bid #2951 to Reynolds Buick/Pontiac/GMC
Trucks, Inc. to furnish and deliver two new and unused 37-foot insulated hydraulic
telescopic articulating aerial devices in the total amount of $262,981.23.
Executive Summary
The purchase of one articulating aerial device was approved as an enhancement for the
Facilities Management Division in FY 06/07 and the purchase of another was approved
as an enhancement in FY 07/08. Resulting from the formal bid process,- Reynolds
Buick/Pontiac/GMC Trucks, .Inc. is the best bidder. Funds are available in the Fleet
Replacement Fund.
Discussion
The insulated .hydraulic telescopic articulating aerial devices will be used by the
electrical personnel to repair and maintain street lights and outdoor facility lighting. 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 CNG fueled
aerial vehicles contributes to these goals.
Vendor Selection
In May 2008, the City published Notices Inviting Bids to furnish and deliver two new and
unused 37-foot insulated hydraulic telescopic articulating aerial devices in accordance
with City specifications. Bid forms were mailed to eighty-one vendors and notices were
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advertised in accordance with City Charter and Municipal Code provisions. Four bids
were received and publicly opened on May 30, 2008 per Attachment A.
Altec Industries, Inc. and M&M Lifts, .Inc. offered vehicles that do not meet City
specifications as the length of the trucks' chassis exceeds the requirements in the bid
specifications, creating maneuverability concerns. In addition, both of these vendors
indicated that the CNG tank would not. be mounted between the front cabinets of the
body as required in the bid specifications; therefore the vehicles offered by these two
companies do not meet the City's requirements. M&M Lifts, Inc. also took exception to
providing powder coated and/or gel coated white booms and arms as required in the bid
specifications which would require City staff to periodically re-paint the booms during
the vehicle's service life. Although Reynolds Buick/Pontiac/GMC Trucks, Inc. and Lake
Chevrolet bid identical vehicles which met all specifications, Reynolds
Buick/Pontiac/GMC Trucks, Inc.'s bid was lower.
Bids were evaluated based on ability to meet specifications, competitive pricing and-
completeness of bid response. Based on these criteria, Reynolds Buick/Pontiac/GMC
Trucks, Inc. is recommended as the best bidder.
Financial Impacts & Budget Actions
Funds for this purchase are available in account 0540167.589100, Fleet Vehicle
Replacement Program.
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Prepared by:
Diane Howell, Purchasing Agent
Approved:
Carol Swindell
Director of Finance
Attachments: Attachment A -Pricing
Forwarded to Council:
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ATTACHMENT A
Bid #: 2951
Bid Opening: 05/30/08
Title: Furnish and deliver two (2) new and unused 37-foot insulated hydraulic telescopic ariticulating aerial devices.
Vendor:
I Make/ModellAltec AT37-G (Chevrolet C4500 Inrax aaiFp u~~ i+i.~r.,vff< 12009 GMC TC4C042 I
Yea 2008 2010 2008 or newer 2009
Bid Item QTY UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE
COST OF VEHICLE/EQUIPMENT 2 $ 119,044.00 $ 238,088.00 $173,379.00 $ 346,758.00 $ 115,943.61 $ 231,887.22 $121,469.39 $ 242,938.78
Subtotal $ 238,088.00 $ 346,758.00 $ 231,887.22 $ 242,938.78
Sales Tax (8.25%) $ 19,642.26 $ 28,607.54 $ 19,130.70 $ 20,042.45
Tire Fee (2 vehicles) $ 24.50 $ 21.00 INCLUDED INCLUDED
Delivery INCLUDED INCLUDED INCLUDED No Charge
Grand Total $ 257,754.76 $ 375,386.54 $ 251,017.92 $ 262,981.23
Payment Terms Net 30 Days Net 30 days Net 30 2% 30 Days
Payment terms discount N/A N/A N/A $ (5,259.62)
*Total after discount(s) $ 257,754.76 $ 375,386.54 $ 251,017.92 $ 257,721.60
Delivery Within 250 days ARO approx 290 days ARO 90 to 120 days ARO 150-180 days ARO
Cost of all manuals is included in above prices for all vendors.
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