SR-06-25-2013-3RCity Council Meeting: June 25, 2013
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Purchase of Five Dump Trucks and Two Irrigation Trucks
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4051 to Thorson Motor Center, a California —based company, in an
amount not to exceed $355,816 for the purchase and delivery of five compressed
natural gas (CNG) dump trucks.
2. Award Bid #4052 to Thorson Motor Center, a California -based company, in an
amount not to exceed $118,050 for the purchase and delivery of two CNG
special body irrigation trucks.
Executive Summary
This purchase would replace five dump trucks and two special body irrigation trucks that
were severely damaged or destroyed in a fire at the City's Colorado Yard facility on
August 15, 2012. In March 2013, the City solicited bids for the purchase of five dump
trucks and two special body irrigation trucks to replace those destroyed in the fire. After
reviewing the bids received, staff recommends Thorson Motor Center as the best bidder
for the purchase and delivery of five CNG fuel dump trucks in the amount of $355,816;
and Thorson Motor Center as the best bidder for the purchase and delivery of two CNG
special body irrigation trucks in the amount of $118,050.
Discussion
On August 15, 2012, a fire destroyed an existing structure at the Colorado Yard. A
number of City vehicles parked adjacent to the structure were severely damaged or
destroyed in the blaze. These vehicles were surveyed by the City's Risk Management
staff and an insurance adjuster. The results of the survey deemed five dump trucks
and two special body irrigation trucks a total loss. The vehicles to be replaced are used
by the Public Landscape Division. This purchase is consistent with the City's Reduced-
Emissions Fuels Policy.
1
Vendor Selection
In March 2013, the City published Notices Inviting Bids to furnish and deliver five new
dump trucks and two special body irrigation trucks as required by the Fleet
Management Division in accordance with City specifications. The bids were posted on
the City's on -line bidding website and notices were advertised in the Santa Monica Daily
Press in accordance with City Charter and Municipal Code provisions.
With respect to Bid #4051 for five dump trucks, five bids were received and publicly
opened on April 2, 2013, per Attachment A. Four companies submitted conforming bids
with one firm, Thorson Motor Center, offering several engine /body variations as part of
its proposal. Of the five bids, one firm submitted a bid that did not meet performance
requirements. The bids were evaluated based on price, ability to deliver, quality of
product, and compliance with City specifications. The lowest bidder, Frontier Ford,
proposed the use of a Ford F -450 truck as the base for this vehicle. According to the
Public Landscape Division, an F -450 truck operated with an attached trailer as often
utilized by the division would be too long to effectively operate. Staff prefers the cab -
over design proposed by Thorson Motor Center. A cab -over design provides better
visibility and is easier to maneuver in limited space. Likewise, the second lowest bidder,
Reynolds Buick, did not propose the use of a cab -over design. Based upon these
criteria, Thorson Motor Center is recommended as the best bidder for the purchase of
five CNG- fueled dump trucks in accordance with City specifications. As indicated in
Attachment A, the recommended Thorson Motor Center CNG vehicle is a cab -over,
Pacific Body Company chassis with an Isuzu engine.
Regarding Bid #4052 for two special body irrigation trucks, five bids were received and
publicly opened on April 2, 2013, per Attachment B with Thorson Motor Center providing
two separate bids with different configurations. Of the five bids, one firm submitted a
bid that did not meet performance requirements. Bids were evaluated based on price,
quality of material, and compliance with City specifications. Thorson Motor Center was
the lowest bidder of the bidders that proposed CNG- fueled vehicles in accordance with
the bid criteria. Based upon these criteria, Thorson Motor Center is recommended as
K
the best bidder for the purchase of these vehicles in accordance with City specifications.
As shown in the attachment, the recommended Thorson Motor Center CNG vehicle is a
cab -over, JAC Model. This purchase includes a $21,850 California Energy Commission
(CEC) rebate per vehicle for a total rebate of $43,700. The total cost for two special
body irrigation trucks is $118,050.
Financial Impacts & Budget Actions
The existing General /Auto Liability Self- Insurance Fund includes funds to pay general
liability /auto claims. The cost for replacing the fire - damaged vehicles will be paid for
from this Fund and the Fund, in turn, will be reimbursed by the City's property insurer
once the claim is closed out.
The purchase order amount associated with Bid #4051 to be awarded to Thorson Motor
Center is $355,816. Funds are available in the FY2012 -13 General /Auto Liability Self -
Insurance Fund in account 56232.522010 to cover this cost until the City is reimbursed
through its property insurance carrier.
The purchase order amount associated with Bid #4052 to be awarded to Thorson Motor
Center is $118,050. Funds are available in the FY2012 -13 General /Auto Liability Self -
Insurance Fund in account 56232.555210 to cover this cost until the City is reimbursed
through its property insurance carrier.
Prepared by: David Lasher, Administrative Analyst
roved:
Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachments: A — Bid Summary, Bid #4051
B — Bid Summary, Bid #4052
3
Attachment A - Bid Summary
Bid No. 4051
Bid Description: 2 -Axle Dump Trucks
Bid Close Date: April 2, 2013
Thorson Motor Center
Pasadena, CA
Thorson Motor Center
Pasadena, CA
Thorson Motor Center
Pasadena, CA
Thorson Motor Center
Pasadena, CA
Item
Description
QTY.
Unit Price
Extended
Unit Price
Extended 'I
Unit :Price
Extended
Unit Price
Extended
1
2 -Axle Dump Trucks
5
$64,978.00
$324,890.00
$67,078.00
$335,390.00
$85,748.00
$428,740.00
$87,848.00
$439,240.00
$6,142.23
Sales Tax
$6,488.41
$6,172.91
$30,864.55
$6,372.41
$31,862.05
$8,146.06
$40,730.30
$8,345.56
$41,727.80
$8.75
Tire Fee
5
$12.25
$61.25
$12.25
$61.25
$12.25
$61.25
$12.25
$61.25
Delivery
5
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Other
$323,549.66
$0.00
$0.00
$0.00
$0.00
- $21,850.00
- $109,250.00
- $21,850.00
- $109,250.00
Response
Grand Total
! Response:
2
$355,815.80
150 to 180 days
$367,313.30
90 days
$360,281.55
Payment Terms
$371,779.05
Iteml
Description
Response
Response
Response!.
Response
2
Delivery Date in Days ARO
210 days
210 days
180 days
180 days
3
Payment Terms
Net 30
Net 30
Net 30
Net 30
4
Price Extension for Additional Purchase of Vehicles
2.5% Increase
2.5% Increase
2.5% Increase
2.5% Increase
5
Vendor Comments
Isuzu Pacific Body Company; subject
to 2013 chassis availability
Isuzu Universal Body Company;
subject to 2013 chassis availability
Pacific Body Co. CA Energy
Commission Rebate applied.
Universal Body Co. CA Energy
Commission Rebate applied.
Frontier Ford
Santa Clara, CA
Reynolds Buick, Inc.
Covina, CA
Wondries Fleet Group
Alhambra, CA
Item
Description
QTY
Unit Price.
Extended
Unit Price
Extended?
Unit Price
Extended
1
2 -Axle Dump Trucks
5
$59,084.64
$295,423.20
$64,655.00
$323,275.00
$68,299.00
$341,495.00
Sales Tax
$5,613.04
$28,065.21
$6,142.23
$30,711.13
$6,488.41
$32,44103
Tire Fee
5
$12.25
$61.25
$0.00
$0.00
$8.75
$43.75
Delivery
5
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Other
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Grand Total
$323,549.66
$353,986.13
$373,981.78
Item
Description
Response
Response
! Response:
2
Delivery Date in Days ARO
150 to 180 days
120 to 180 days
90 days
3
Payment Terms
2%/25 days, Net 30
Net 30
Net 30
4
Price Extension for Additional Purchase of Vehicles
Same Price
3% Increase
Same Price
5
Vendor Comments
F450
F450
Attachment B - Bid Summary
Bid No. 4052
Bid Description: Special Body Irrigation Trucks
Bid Closing Date: 4/2/13
Frontier Ford
Santa Clara, CA
Reynolds Buick, Inc.
Covina, CA
Wondries Fleet Group
Alhambra, CA
Item
Description
CITY
Unit Price
Extended
Unit Price
Extended
Unit Price
Extended
1
Special Body Irrigation Trucks
2
$59,489.80
$118,979.60
$67,050.00
$134,100.00
$65,491.36
$130,982.72
$5,929.62
Sales Tax
$5,651.53
$11,303.07
$6,369.75
$12,739.50
$6,221.68
$12,443.36
Tire Fee
$10.50
$21.00
$0.00
$0.00
$8.75
$17.50
Delivery
- $43,700.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$118,050.31
Other
$136,714.23
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
2
Grand Total
JAC Model 1061 CNG by Greenkraft
Isuzu NPR -HD Gaseous Prep
$130,303.67
Delivery Date ARO
$146,839.50
210 days
$143,443.58
Item
Description
Response
5
Response
2.5% increase
Response
6
2
Model
Ford F450
CNG Isuzu NPR -HD
2013 Ford
3
Delivery Date ARO
150 to 180 days
120 to 180 days
90 days
4
Payment Terms
2%/25 days, Net 30
Net 30
Net 30
5
Price Extension for Additional Vehicles
Same Price
3% increase
Same price
6
Vendor Comments
Thorson Motor Center
Pasadena, CA
Thorson Motor Center
Pasadena, CA
Item
Description
CITY
Unit Price
Extended'
Unit Price
Extended
1
Special Body Irrigation Trucks
2
$73,849.00
$147,698.00
$62,417.00
$124,834.00
Sales Tax
$7,015.66
$14,031.31
$5,929.62
$11,859.23
Tire Fee
$10.50
$21.00
$10.50
$21.00
Delivery
$0.00
$0.00
$0.00
$0.00
Other
- $21,850.00
- $43,700.00
$0.00
$0.00
Grand Totall
$118,050.31
$136,714.23
Item
Description
I Response
Response
2
Model
JAC Model 1061 CNG by Greenkraft
Isuzu NPR -HD Gaseous Prep
3
Delivery Date ARO
180 days
210 days
4
Payment Terms
Net 30
Net 30
5
Price Extension for Additional Vehicles
2.5% increase
2.5% increase
6
Vendor Comments
Alternate Bid. CEC Rebate applied.
Subject to 2013 chassis availability