sr-041012-3fCity Council Meeting: April 10, 2012
Agenda Item: 3 -F
To: Mayor and City Council
From: Gigi Decavalles- Hughes, Director of Finance
Subject: Purchase of Asphalt Patch Truck
Recommended Action
Staff recommends that the City Council award Bid #3074 to Reynolds Buick, Inc., a
California -based company, for the purchase and delivery of one new asphalt patch truck
for a total amount of $147,990.
Executive Summary
Staff recommends award of bid to Reynolds Buick, Inc. to furnish and deliver one new
asphalt patch truck in the amount of $147,990. The asphalt patch truck would be used
by the Street Maintenance Division for maintenance and repair of the City's streets,
alleys, sidewalks, and parking lots.
Discussion
The asphalt patch truck would be used by Street Maintenance personnel to perform
tasks such as patching, repairing, and maintaining City's streets, alleys, sidewalks, and
parking lots. As referenced in the Information Item that was submitted to the City
Council on January 15, 2008, two goals of the Reduced - Emissions Fuels Policy for
Vehicle Purchases are to reduce emissions and to reduce the use of petroleum fuels.
The purchase of this compressed natural gas (CNG) low emission patch truck would
contribute to these goals.
Vendor Selection
In December, 2011, the City published Notices Inviting Bids to furnish and deliver one
asphalt patch truck as required by the Fleet Management Division in accordance with
City specifications. The bid was posted on the City's on -line bidding site, and notices
were advertised in the Santa Monica Daily Press in accordance with City Charter and
1
Municipal Code provisions. Three bids were received and publicly opened on January
23, 2012 at 3:00 p.m. in the Finance Department, as detailed in Attachment A. The bids
were evaluated based on the criteria in SMMC 2.24.072, including price, ability to
deliver, and quality of product. Reynolds Buick offered the lowest price and an earlier
year model chassis that meets the City's needs and is already in stock, allowing for a 90
day delivery compared to 330 and 365 days from other vendors. Based on the criteria,
staff recommends Reynolds Buick, Inc. as the best bidder.
Financial Impacts & Budget Actions
The amount of the purchase order to be awarded to Reynolds Buick, Inc. is $147,990.
Funds for the Fleet Vehicle Replacement Program are available at 0540167.589000
and the contract costs will be charged to 0540167.589100.
Prepared by: Monica Diaz, Buyer
Director of Finance
Attachments: Attachment A — Pricing
E
Forwarded to Council:
Rod Gould
City Manager
Attachment A
BID #3074 BID CLOSE DATE: 1/23/2012
Title: Furnish & deliver one (1) new and unused Asphalt Patch Truck as requested by Fleet Maintenance
Vendor
Tom's Truck Center North
County dba Carmen ita Truck
Center
- Santa Fe Springs, CA
Nixon -Egli Equipment Co.
Ontario, CA
Reynolds Buick
Covina, CA
Manufacturer model
2012 Ford F550
2012 Ford F550
PB BC -1.8
2009 GMC
TC743042 (New)
Descnphon QlY
Unit Price
Extended Cost
Unit Price
Extended Cost
Unit Price
Extended Cost
Vehicle 1
$
138,063.72
$ 138,063.72
$
147,175.00
$ 147,175.00
$
135,459.18
$ 135,459.18
Sales tax (9.25 %)
$
12,770.89
$ 12,770.89
$
13,613.69
$ 13,613.69
$
12,529.97
$ 12,529.97
Warranty 1
$
1,910.00
$ 1,910.00
$
-
$ -
$
-
$ -
Tire Fee 1
$
12.25
$ 12.25
$
-
$ -
$
-
$ -
Delivery 1
$
95.00
$ 95.00
$
-
$ -
$
-
$ -
On -Site Training 1
$
400.00
$ 400.00
$
2,500.00
$ 2,500.00
$
-
$ -
Grand Total
$
153,251.86
$
163,288.69
$
147,989.15
Payment Terms
Net 30
Net 30
2% 30 Day Open Account
Payment terms discount
Not listed
Not listed
$
2,959.78
1% Local Vendor Preference
(for evaluation purposes only)
N/A
N/A
N/A
Total after discount(s)
$
153,251.86
$
163,288.69
$
145,029.37
Guaranteed delivery date
1/2312013
330 -360 days
90 days
Delivery within
365 days ARO
330 -360 days ARC,
90 days ARO