SR-05-14-2013-3GCity Council Meeting: May 14, 2013
Agenda Item: 3
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for the Purchase and Delivery of Ford Parts
Recommended Action
Staff recommends that the City Council award Bid #F4023a for the purchase and delivery
of Ford Original Equipment Manufacturer (OEM) parts to Buerge Ford, Inc., a California -
based company, in an amount not to exceed $45,000, with two one -year renewal options
in the amount of $45,000, for a total amount not to exceed $135,000 over a three -year
period, with future year funding contingent on Council budget approval.
Executive Summary
The City utilizes a variety of new parts to replace worn and damaged parts on all City -
owned vehicles manufactured by Ford and maintained by staff. In January 2013, the City
solicited bids for the purchase of Ford OEM parts. After reviewing the two bids received,
staff recommends Buerge Ford, Inc. as the best bidder to provide Ford OEM parts in the
amount of $45,000 per year, for a total not to exceed amount of $135,000 over a three -
year period.
Discussion
The City purchases a broad variety of Ford OEM parts to replace worn and damaged parts
and ensure the safe and reliable operation of all 309 Ford vehicles in the City fleet,
including 92 Ford pickup trucks and 136 Crown Victoria model police sedans, which
comprise the bulk of Ford vehicles. The City purchased Ford OEM parts from Buerge Ford
in the amount of $38,868 in FY 2011 -12 and $20,230 so far this fiscal year.
Vendor Selection
In January 2013, the City published Notices Inviting Bids to furnish and deliver Ford OEM
parts as required by Fleet Management 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. Two
1
bids were received and publicly opened on February 4, 2013, per Attachment A. Bids
were evaluated based on price, ability to deliver, product availability, and compliance with
City specifications. Buerge Ford, Inc. was the lowest bidder on all items requested in the
bid, is less than two miles from the Fleet Management facility, offers Ford parts at cost plus
4.5% versus cost plus 5% by the competing bidder, and has a good standing relationship
with the City. Based on these criteria, Buerge Ford, Inc. is recommended as the best
bidder to provide Ford OEM parts in accordance with the City specification.
Financial Impacts & Budget Actions
The purchase order to be awarded to Buerge Ford, Inc. is for an amount not to exceed
$135,000. Funds in the amount of $45,000 are included in the proposed FY2013 -14
budget in division 54459. The purchase order will be charged to the following accounts:
54459.522990
$42,000
54459.522920
3,000
TOTAL
$45,000
Budget authority for subsequent years will be requested in each budget cycle for Council
approval. Future funding is contingent upon Council approval and budget adoption.
Prepared by: David Lasher, Administrative Analyst
Approved:
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Martin Pastucha
Director of Public Works
Attachment: A — Bid Summary
Forwarded to Council:
Rod Gould
City Manager
Attachment A - Pricing
Bid No.: 4023a
Bid Close Date: 2/4/2013
Bid Description: Furnish and deliver OEM Ford parts for passenger cars and lighttrucks, as required by Fleet Management.
Buerge Ford
W. Los Angeles, CA
Bob Wondries Ford
Alhambra, Ca
Item No.
Description
U/M
Unit Price
Unit Price
3W7Z- 14524 -BAE
Bezel, master window switch, black
EA
$45.00
$45.21
6W7Z- 14527 -BA
Bezel, master window switch, brown
EA
$41.33
$41.53
5LSZ- 14529 -AA
Switch, master window
EA
$60.36
$60.65
F75Z- 1130 -AC
Hub cap
EA
$55.23
$55.49
8W7Z- 5420709 -A
Weatherstrip
EA
$52.47
$52.72
XL3Z- 7A031 -B
Trans cooler line
EA
$64.55
-
6W7Z-17682-AACP
Mirror
EA
$76.44
$76.81
9W7Z- 17682 -A
Mirror
EA
$114.36
$114.91
4C3Z- 17K707 -BA
Mirror
EA
$45.23
$46.05
7W1Z- 13K359 -AA
Multi- function switch
EA
$104.86
$105.36
6W7Z- 5423209 -AA
Window regulator
EA
$62.69
$62.99
8C3Z- 2523200 -B
Window regulator
EA
$37.91
$38.09
7W7Z- 7000 -CARM
Reman Trans
EA
$1,669.91
$1,677.90
4W7Z- 6375 -AA
jFlywheel
EA
$61.85
$62.15
5W7Z- 7000 -LRM
Reman Trans
EA
$1,653.19
$1,661.10
Miscellaneous
Response
Response
Percent discount off MFR Price List for related items
Cost plus 4.5%
Cost plus 5%
Distance in miles from Fleet Management
1.8 miles
22 miles
Payment Terms
Net 30
Net 30
Additional Fees & Charges
N/A
N/A
Proposed Delivery Time ARO
30 minutes
2 hours
Year 2 Renewal Price Increase
0% increase
0% increase
Year 3 Renewal Price Increase
0% increase
0% increase
Vendor Comments