sr-081412-3dCity Council Meeting: August 14, 2012
Agenda Item: 3D
To: Mayor and City Council
From: Gigi Decavalles- Hughes, Director of Finance
Subject: Purchase of Cutaway Cab Trucks
Recommended Action
Staff recommends that the City Council award Bid #3071 for the purchase and delivery
of three new cutaway cab trucks to Santa Monica Ford, a California -based company, in
the amount of $208,394.
Executive Summary
The Street Maintenance Division of Public Works utilizes cutaway cab trucks to repair,
maintain, and replace concrete gutters, curbs, and sidewalks. The vehicles are replaced
every twelve years based on the. City's vehicle replacement program. These new
vehicles would replace existing vehicles that have reached the end of their useful life.
Following a formal bid process, Santa Monica Ford is recommended to furnish and
deliver three new cutaway cab trucks for the not to exceed amount of $208,394.
Discussion
The cutaway cab trucks would be used by Street Maintenance personnel to perform
tasks such as maintenance, repair and replacement of concrete gutters, curbs, and
sidewalks. These vehicles are replacing existing vehicles that have reached the end of
their useful life. 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 these propane gas low emission trucks would contribute to these
goals.
1
Vendor Selection
In December 2011, the City published Notices Inviting Bids to furnish and deliver three
cutaway cab trucks 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
Municipal Code provisions. Seven bids were received and publicly opened on
December 20, 2011 per Attachment A. Bids were evaluated based on the criteria in
SMMC 2.24.072, including price, ability to deliver, and quality of product. Fritt's Ford is
the lowest bidder, but offered a larger V -10 engine instead of the specified V -8 engine.
The V -8 engine is preferred because it is smaller, easier to work on, and has better fuel
economy. This engine is consistent with other engines in many of the fleet vehicles and
repair parts for these engines are common and already in stock in the Fleet
Management inventory. Santa Monica Ford, the second lowest bidder, offered the V -8
engine and bid trucks that meet all specifications. Based on these criteria, Santa
Monica Ford Supply is recommended as the best bidder to provide Cutaway Cab
Trucks in accordance with the City specification.
Financial Impacts & Budget Actions
The purchase order to be awarded to Santa Monica Ford is $208,394. Funds are
available in the FY 2012 -13 budget in division 54459. The purchase order will be
charged to account 0540167.589200.
Prepared by: Monica Diaz, Buyer
Approved:
Gigi Decavalles -Hug
Director of Finance
Attachments: Attachment A — Pricing
FA
Forwarded to Council:
t
Rod Gould
City Manager
Attachment A
RFD# 3071
TITLE: Furnish & deliver three (3) new and unused Ford E450 Cutaway Cab Trucks as requested by Fleet Management
BID CLOSE DATE: 12/20/2011
Vendor
Tom's Truck Center North
County dba Carmenita Truck
Center
Santa Fe Springs, CA
Tom's Truck Center North
County dba Camnenita Truck
Center
Santa Fe Springs, CA
Galpin Ford
North Hills, CA
Santa Monica Ford
Santa Monica, CA
South Bay Ford
HmMhome, CA
South Bay Ford
Hewth.me, CA
Warren Anderson (Fritts)
Ford
Alhambra, CA
Manuradu ar /model#
2012 Ford E450
6.81-
2012 Ford E450
5.41-
2012 Ford E450
6.81-
2012 Ford E460
SAL
2012 Ford E450
5.41-
2012 Ford E450
6.81-
2012 Ford E450
6.81
Dmaripbon e,
u,It Fnce
Fitndad(Nv
umronce
EHemm Cost
Unit Pace
DdenaeG Cost
unn Prim
Ed"dee Gout
ms Fnm
EvandN COR
unit Pnce
Extended Cast
unLLTtlee
Extended cost
Ford E0.50 Cutaway 3
$
84,087.22
$ 252,261.66
$
75,787.55
11 227,362.65
$ 66,390.97
$ 199,1]2.91
$
63,575.00
$ 190,725.00
$
78,858.36
$ 235,575.08
$
83,992.54
$ 251,977.62
S
60,580.00
$ 181,740.00
$
$
8
-
$
$
$
$
$
$
$
S
-
3
$
-
3
Subtotal
$
-
$ 252.261.56
$
-
$ 227,362.65
$
$ 199,172.91
$
$ 190,725.00
$
$ 236,575.08
$
8 251,977.62
$
S 181,740.00
Sales tax (9.25%)
$
7.778.07
$ 23,334.20
$
7,010.35
$ 21,031.05
3 6,141.16
$ 18,423.49
$
51880.69
$ 17,662.06
$
7,294.40
$ 21,883.19
$
7,76931
$ 23.307.93
$
Sell
$ 16,810.95
Womanly 1
$
-
$
$
$
S -
$
$
-
$
$
-
$
$
$
$
$
Tire Fee 1
$
10.50
$ 31.50
$
10.50
$ 31.50
$ 10.50
$ 31.50
$
8.75
$ 2625
S
10.50
S 31.50
$
10.50
$ 31.50
$
10.50
$ 31.50
Delivery 1
$
$
$
.
$
$
$
$
$
$
-
S
3
-
$
$
-
b
Dowme dada Fee 1
$
$
$
$
$ 55.00
$ 165.00
$
$
$
$
$
$
$
55.00
S 165.00
SINGLEIINITPRICE
$
91,675.79
$
82,808.40
$ 72,597.63
$
69,460.44
$
86,163.26
S
91,T72.35
$
66,249.15
Grand Total
$
275,627.36
$
248,425.20
$ 217,792.90
$
208,393.31
$
258,489.77
$
275,317.05
$
198,747.45
Payment Terms
N030
Net 30
Net $0
NM 30
2%21 Net 30
2 %21 Net 30
NO 30
Payment tiel d tlism .
NW listetl
Not listetl
Not listed
Nol listetl
$
(5,169.80)
$
(5,506.34)
Not listed
1% L..J...I Prete2Ue
(tor evaluation pugoses only)
N/A
NIA
N/A
$
(2,083.93)
WA
NIA
N/A
Total after discounts
$
275,627.36 1
$
248,425.20 1
$ 217,792.901
$
206,309.38
$
253,319.98 1
$
269,810.71
$
198,747.45