SR-012709-1bCity Council Meeting: January 27, 2009
Agenda Item: ~ -g
To: Mayor and City Council
From: Carol Swindell, Director of Finance
Subject: Purchase of CNG Fueled Forensic Specialty Vehicles for the Police
Department
Recommended Action
Staff recommends that the City Council award Bid #2959 to Carmenita Truck Center to
furnish and deliver two new and unused 3/4 ton CNG fueled forensic specialty vehicles in
an amount of $136,279.
Executive Summary
In accordance with the vehicle replacement program, two vehicles currently being used
by the Forensics Section of the Police Department are due for replacement. Resulting
from the formal bid process, Carmenita Truck Center is the best bidder and funds are
available in the adopted budget for vehicle replacement.
Discussion
The '/ ton CNG fueled forensic specialty vehicles will be used by personnel in the
Forensics Section of the Police Department and will replace vehicles scheduled for
replacement. As referenced in the Information Item that was submitted to City Council
on January 15, 2008 (http://www01.smgov.net/citvclerk/council/information items/2008/
ReducedEmissionsFuelsPolicypdf), 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 these low emission vehicles contributes to these goals. In
addition, in accordance with its commitment to sustainability, the City continues to
purchase reduced emissions fuel vehicles when available.
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Vendor Selection
In September 2008, the City published Notices Inviting Bids to furnish and deliver two
new and unused 3/.ton CNG fueled forensic specialty vehicles in accordance with City
specifications. Bid forms were mailed to 52 vendors, posted on Planet Bids and notices
were advertised in accordance with City Charter and Municipal Code provisions. Four
bids were received and publicly opened on October 13, 2008 per Attachment A.
Bids were evaluated based on ability to meet specifications, competitive pricing and
completeness of bid response. Based on these criteria, Carmenita Truck Center is
recommended award of Bid #2959 to furnish and deliver two new and unused '/ ton
CNG fueled forensic specialty vehicles in the amount of $136,279.
Financial Impacts & Budget Actions
Funds for this purchase are available in account 0540167.589300, Vehicle
Replacement Fund.
Prepared by:
Kimberlie Nimori, Senior Buyer
Approved: Forwarded to Council:
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Carol Swindell P. Lamont E ell
Director of Finance City Manager
Attachments: Attachment A -Pricing
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BID #: 2959 ATTACHMENT A
BID CLOSE DATE: 10/13/08
TITLE: FURNISH AND DELIVER TWO (2) NEW AND UNUSED 3/4 TON CNG FUELED FORENSIC SPECIALTY
VEHICLES TO BE USED BY THE FORENSICS SECTION OF THE POLICE DEPARTMENT.
Reynolds
Vendor Carrmerota,T~uck G,enter Maurvce J. Sopp & Son Btuck/Pcinttac/GIIIIC Vtlpndrles FlepY Group ;
Trucks, 1~~, ;:
Year/Make/Model 2009 Ford F250 2009 Chevrolet CC20953 2009 GMC TC20953 2009 Ford F250 x-cab
Bid Item QTY UNIT PRICE EXT. PRICE UNIT PRICE EXT. PRICE UNIT PRICE .EXT. PRICE UNIT PRICE EXT. PRICE
Cost of vehicle
(FOB Santa Monica, CA) 2 $ 53,342.13 $ 106,684.25 $ 65,828.00 $ 131,656.00 $ 66,341.84 $ 132,683.68 $ 54,700.00 $ 109,400.00
Operator's instruction manual (1/veh) 3 $ _ $ _ InCIUdOd InClUded $ 60.00 $ 60.00
Lubrication instructions 1 $ _ $ _ Included Included
Shop maintenance manual or CD 1 $ _ $ _ Included Included
$ 350.00 $ 350.00
Illustrated parts book or CD 1 $ _ $ _ Included Included
Electric wiring schematic manual or CD 1 $ - $ - InClUded InClUded
Back Up Camera 2 $ 399.00 $ 798.00 $ 500.00 $ 1,000.00 $ 1,622.45 $ 3,244.90 $ 595.00 $ 1,190.00
Rope lighting in each compartment with
individual door activated switches 2 $ 787;00 $ 1,594.00 $ 500:00 $ .1,000.00 $ 1,244.88 $ 2,489.76 $ 675.00 $ 1,350.00
Power points in both center horizontal
compartments to charge t2ov 2 $ 225.00 $ 450.00 $ 663.27 $ 1,326.54 $ 620.00 $ 1,240.00
accessories -
Aura,SyStems 5kW AC/DC Auragen
IntegratedCharging System with batteries 2 $ 14,500.00 $ 29,000.00 $ .12,107.14 $ 24,214.28 $ 14,348.00 $ 28,696.00
or equal
$ 8,300.00 $ 16,600.00
CNG Electronic Shut Off Valves at Tanks 2 $ 100.00 $ .200.00 $ 500..00 $ 1,000.00 $ - $ - $ 100.00 $ 200.00
Su btotal $ 125,876.25 $ 147,881.00 $ 148,321.42 $ 142,486.00
Sales Tax (8.25%) $ 10,384.79 $ 12,200.18 $ 12,236.52 $ 11,755.10
Warranty $ - Included $ - $ .4,400.00
Tire fee (2 vehicles) $ .17:50 $ 8.75 $ 17.50 $ 17.50
Delivery $ - Included No charge $ -
Grand Total $ 136,278.55 $ 160,089.93 $ ,160,575.44 $ 158,658.60
Payment Terms Net 30 Net 30 days 2% 30 days Net 30
Payment Termsoiscount N/A N/A $ (3,211.51) N/A
*Total aRer payment term discount applied $ T36,278.55 $ 160,089.93 $. 157,363.93 $ 158,658.60
Delivery Within 133 days ARO 210 days ARO 150 - 180 days ARO 120 days ARO