SR-11-26-2013-3KCity Council Meeting: November 26, 2013
Agenda Item:
IL—
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Purchase Order Increase for One Additional Irrigation Truck
Recommended Action
Staff recommends that the City Council:
1. Approve a change order to Purchase Order No. 360797 in the amount of $61,047
with Thorson Motor Center, a California —based company, for the purchase and
delivery of one additional compressed natural gas (CNG) special body irrigation
truck. This would result in an amended purchase order with a new total amount
not to exceed $179,097.
2. Appropriate the budget increases as outlined in the Financial Impacts and
Budget Actions section of this report.
Executive Summary
On June 25, 2013 Council awarded Bid #4052 to Thorson Motor Center for the
purchase of two CNG special body irrigation trucks for $118,050 to replace two vehicles
destroyed in a fire at the City's Colorado Yard facility. In the bid Thorson Motor Center
provided pricing for the optional purchase of additional vehicles at a 2.5% price
increase. Staff recommends Council exercise this option to purchase one additional
special body irrigation truck from Thorson Motor Center for $61,047, to serve as a
maintenance vehicle for recently opened and planned landscaped areas, such as
Tongva Park and Ken Genser Square and the Expo Maintenance Yard Buffer Park.
This purchase would result in an amended purchase order total amount of $179,097.
Discussion
On June 25, 2013 Council awarded Bid #4052 to Thorson Motor Center for the
purchase of two CNG special body irrigation trucks for $118,050 to replace two vehicles
destroyed in a fire at the City's Colorado Yard facility. These vehicles are used by the
Public Landscape Division to maintain parks and public spaces. Public Landscape
requires an additional vehicle to maintain recently opened and planned landscaped
areas, such as Tongva Park and Ken Genser Square, 20th and Cloverfield Streetscape
Improvements, Ocean Park Boulevard Green Street, Expo Light Rail, Colorado
1
Esplanade, and Expo Maintenance Yard Buffer Park. This purchase is consistent with
the City's Reduced - Emissions Fuels Policy.
Vendor Selection
In March 2013, the City published Notices Inviting Bids to furnish and deliver two special
body irrigation trucks as required by the Street and Fleet Services 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.
Five bids were received and publicly opened on April 2, 2013 per Attachment A. 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 was recommended as the best bidder for the purchase of
these vehicles in accordance with City specifications.
The bid submitted by Thorson Motor Center included an option to purchase additional
vehicles within one year for a 2.5% price increase to the unit price and included a
California Energy Commission (CEC) rebate of $21,850. Thorson Motor Company
confirmed an additional vehicle was available at the same terms and conditions as Bid
#4052 with a 2.5% price increase and the CEC rebate of $21,850. This would result in
an additional vehicle purchase of $61,047. Thorson Motor Center is still the lowest
bidder after the 2.5% increase is taken into consideration.
2
Financial Impacts & Budget Actions
The change order to be awarded to Thorson Motor Center is $61,047, for an amended
purchase order total not to exceed $179,097. Award of the purchase order amendment
requires the following changes to appropriate budget for the purchase, and to adjust for
final vehicle cost:
Description
Account
Amount
Annual Vehicle Replacement- New
Vehicles
0540167.589100
$61,047
General Fund Contribution to Vehicle
Management Fund
IS010167.589000
$1,047
Vehicle Management Fund Revenue
54459.405760
$1,047
Prepared by: Thomas Bullers, Administrative Analyst
Approved:
— V1 4)J __� L -
Martin Pastucha
Director of Public Works
Attachment: A –Bid Summary
3
Forwarded to Council:
Rod Gould
City Manager
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