SR-03-25-2014-3DCity Council Meeting: March 25, 2014
Agenda Item: --
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Reject Bids for the Purchase of Two Commercial Enforcement Vehicles
Recommended Action
Staff recommends that the City Council:
1. Reject all bids received on October 7, 2013 for the purchase and delivery of two
commercial enforcement vehicles for the Police Department.
2. Direct staff to reissue a bid in order to obtain the best bidder for the purchase and
delivery of two commercial enforcement vehicles for the Police Department.
Executive Summary
On October 7, 2013, three bids were received for the purchase and delivery of two
commercial enforcement vehicles for the Police Department. Staff recommends
rejecting all bids for Bid #4113 due to the fact that all vendors did not meet the bid
specifications for payload capacity.
Discussion
In September 2013, the City published a Notice Inviting Bids to furnish and deliver two
commercial enforcement vehicles for the Police Department. 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. Three bids were
received and publicly opened on October 7, 2013 (Attachment A). All three bidders took
exceptions to the vehicle as it was specified, which resulted in a reduced payload. The
payload capacity of the specified vehicle, which refers to how much weight the truck can
carry in both passengers and cargo in the cab and bed, is necessary for the Police
Department based upon operational needs. Staff will revise the bid specifications to
disallow bid exceptions which would reduce the specified payload. Staff will rebid the
1
purchase of two commercial enforcement vehicles for the Police Department in April
2014.
Financial Impacts & Budget Actions
There is no immediate financial impact or budget action necessary as a result of the
recommended action.
Prepared by: Ryan Kraemer, Senior Administrative Analyst
Approved:
Martin Pastucha
Director of Public Works
Attachments: A — Bid Summary
Forwarded to Council:
Rod Gould
City Manager
`a
Bid No. 4113 Commercial Enforcement Vehicles for PD (2) ATTACHM ENT A
Bid Description: Furnish and deliver two (2) new and unused commercial enforcement vehicles, as required by Fleet Management
Ria rind, non. rl,tnh .n ?nva
Reynolds Buick, Inc
Wonderies Fleet Group
Frontier Ford
Covina, CA
Alhambra, CA
Santa Clara, CA
Item
Pricing
Response
Response
Response
Description
Qty
Unit Price
Extended Price
Unit Price
Extended Price
Unit Price
Extended Price
New and unused vehicle,
1
complete with all
2
$24,617.35
$49,234.70
$22,550.00
$45,100.00
$22,448.98
$44,897.96
components as specified
2
Subtotal
$49,234.70
$45,100.00
$44,897.96
3
Sales Tax (9.5%)
$4,677.30
$4,284.50
$4,26131
4
Tire Fee
2
Inc.
Inc.
$8.75
$17.50
$8.75
$17.50
5
Delivery
2
No charge
No charge
—
—
6
Other (Please describe)
2
None
None
—
—
7
Grand Total
$53,912.00
$49,402.00
$49,180.77
Item
Supplemental Questions
-' Response
Response
Response
8
Doyoucomelnto Cityof Santa
No
No
Monica to conduct business?
Do you deliver parts and /or
9
products in your own company
No
No
yes
vehicle?
Will you be able to comply with
30
the insurance and business
Can Comply
Can Comply
Can Comply
license requirements for the
Cityof Santa Monica?
Item
Any bidder exceptions to
Specifications
Bidder Exception
$pedFlwdon
'Bidder Exception
Specification
Bidder Exception -
specifcaUOns
New and unused
current model 4x2 For
GMC Sierra 15002 WD
Not available 5.0 Litre
with
Doux7014
6.2 Liter 2 -Valve EFI VS
6.2 liter 2Valve ER VS
5.0 LV -8
F- 1505uperCab 6.5'
Models'
Box 2014 Model
quoted
Box
3.73 electronic lock
Not available quoted
3.73 electronic lock
3.55 electric locking
6.2 Liter 2 -Valve EFI VS
5.3 Liter V- 8 "Ecotech3
rear axle
3.55 in electronic lock
rear axle
Indicate any deviations from the
3.73 electronic lock
3.42 Ration with
One (1) set of keys.
Not available
Heavy duty vinyl floor
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specifications given.
rear axle
locking differential
Keyed alike, 1284X.
mats. Factory power
Windows and door
Full vinyl flooring is Std.
One (1) keys.
1 set of e Y
Not available with new
Rocks. Steel gray
from loose mats
Keyed aliked, 1284 %.
chipped keys
cloth et
are desired d add
front nt buc
cloth front bucket
.00 trut to f
$72.00 /truck to price
seats. Delete or
quoted. As specified
"Ford has maximum 5.0 liter V -8 in F350
inactivate Sync, Sirius,
SuperCab
and navigation
systems.
Item
General Questions
Response
'.Response
Response
12
Please state the year, make, and
2014 CIVIC Sierra 1500 Double Cab(TC15753)
2014 F150
2014 Ford F1505uPerCab XX
model of quoted vehicle:
If additional fees were indicated
13
above, please describe below:
Please state guaranteed delivery
60 days
75 -95 days
100 -130 days Note: Parts manuals not
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date:
available or Included in price
15
Payment Terms
2 % -30
Net 30
2 %dicount 20 days/ Net 30
16
Additional of vehicles
Same unit price, terms, and conditions offered
Same unit price, terms, and conditions offered
Same unit Price, terms, and conditions offered
purchases
for model year
If additional purchases of
vehicles occur at the end of the
Prices available through balance of
model year, please Indicate the
3
3 -5 %
manufacturer's production year. Date unknown
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percentage discount range that
-5%
at this time
will be offered Buie City
purchases the newer model year