SR-06-24-2014-3FID
City of City Council Report
Santa Monica'
City Council Meeting: June 24, 2014
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Purchase of Four CNG Ford Transit Connect Vehicles for
the Animal Control Unit
Recommended Action
Staff recommends that the City Council award Bid #4130 to South Bay Ford Lincoln, a
California -based company, in an amount not to exceed $196,993 for the purchase and
delivery of four Compressed Natural Gas (CNG) Ford Transit Connect vehicles for the
Animal Control Unit.
Executive Summary
This purchase would replace four animal transportation vehicles that have reached the
end of their useful life. In January 2014, the City solicited bids for the purchase of three
animal transportation vehicles, with an option of purchasing additional units. An
additional vehicle used by the Santa Monica Police Department Animal Control Unit was
approved for replacement after the bid closed. Staff would like to exercise the option to
purchase one additional vehicle than originally bid out for a total of four vehicles. After
reviewing the sole bid received, staff recommends South Bay Ford Lincoln as the best
bidder for the purchase and delivery of four CNG - powered Ford Transit Connect
vehicles for the Animal Control Unit in the amount of $196,993.
Discussion
The City replaces vehicles that have reached the end of their useful life through the
vehicle replacement program. The four vehicles to be replaced are used by the Santa
Monica Police Department Animal Control Unit. This purchase meets the goals of the
City's Reduced - Emissions Fuels Policy by reducing emissions and by using CNG fuel.
Staff originally went to bid for the purchase and delivery of three CNG conventional cab
trucks with animal transportation units in February 2013. After the bids were received,
Police Department staff determined they needed to reevaluate their operational and
vehicle needs. On May 14, 2013, Council rejected all bids received on February 15,
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2013 for the purchase and delivery of three CNG conventional cab trucks with animal
transportation units.
Vendor Selection
In January 2014, the City published a Notice Inviting Bids to furnish and deliver three
new and unused CNG - powered Ford Transit Connect vehicles, with the option to
purchase additional units, to be used by the Santa Monica Police Department Animal
Control Unit. 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. There were 441 vendors notified and 17 downloaded the
bid. One bid response was received and publicly opened on February 13, 2014 per
Attachment A. The City's Purchasing Section conducted additional outreach to vendors
who downloaded the proposal to see why they did not submit a quote; no responses
were received.
An additional vehicle used by the Santa Monica Police Department Animal Control Unit
reached the end of its useful life and was approved for replacement after the bid closed.
Staff would like to exercise the option to purchase one additional vehicle that originally
bid out for a total of four vehicles. The bid was evaluated on price, quality of material,
and compliance with City specifications. Based upon these criteria, South Bay Ford
Lincoln is recommended as the best bidder for the purchase of these four vehicles in
accordance with City specifications.
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Financial Impacts & Budget Actions
The purchase order to be awarded to South Bay Ford Lincoln is for an amount not to
exceed $196,993. Funds are available in the FY 2013 -14 Capital Improvement
Program budget in account 0540167.589200.
Prepared by: Heidi Duran, Administrative Analyst
Attachments: A -Bid Summary
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Forwarded to Council:
-d. 1
Rod Gould
City Manager
Bid No.: 4130
Bid Description: Furnish and deliver three (3) new and unused Ford Transit Connect vehicles to be used by the Police Department Animal
Control Unit, as required by Fleet Management.
Bid Closing Date: February 13, 2014
South Bay Ford Lincoln
Hawthorne, California
Specifications
Bidder Exceptions
Model
2012, Ford transit wagon tax: 2012 XLT premium wagon new
and unused
New and unused 2013 Ford Transit Connect XLT Van. State year, make and model:
Drive train shall be natural gas engine:
GNC tank relocated per specification
Exterior color: Frozen White:
Panther Black Metallic
Cloth Bucket Seats:
Vinyl seats
Dual sliding side doors without glass:
Current glass replaced with factory panel. quarter panel with
mesh/ vinyl cover and rear
Rear cargo doors with 255 degree hinged opening:
180 degree rear hinged doors
See attached in stock vehicles
CNG Fuel System
Vehicle present configuration to be modified to match
requested configuration
Natural gas tank to be mounted to the rear of the bulkhead behind the driver and
passenger seats, per picture:
Must be 8.9 GGE minimum. Gauges installed at high and low pressure sides of
regulator. Gauge and shut -off valve location must be approved by City. Fuel
system to comply with NFPA 52 safety standards. Pressure relief devices (PRDs)
shall be plumbed to vent at the top of the vehicle, directed up and have "blow-
off' caps to prevent water from entering plumbing:
Standard pressure relief vented bottom of vehicle. Optional top
ventilation add $538.00 per vehicle.
Fuel capacity:
14.5 GGE
Name of fuel system installer:
A -L Alternative fuel system
Make and type of tanks:
Lincoln type #4
Date of mfg. and life expectancy of tanks:
20 years
Number of tanks and total capacity:
1 tanks and 175 liters
Make and model of high - pressure regulator:
6 Fl
Additional cost, if any, for 20 year tanks:
$0.00
Keys
Four separate sets of keys per vehicle. Option price to key alike
not available.
State option price to key alike with Key Code 1284X:
`pricing
Response ".
Description
quantity
Unit Price
Extended Price
New and unused current calendar year Honda Civic natural gas
powered sedan. Complete with all components ass ecified.
3
$59,959.29
$179,877.87
Subtotal
$179,877.87
Sales Tax (9.5%)
$17,088.40
Tire Fee
3
$8.75
$26.25
Delivery
3
$0.00
$0.00
Other (Please describe)
3
$0.00
$0.00
Grand Total
$196,992.52
If additional fees were indicated above, please describe:
Optional cost for color change for door (white) (2) front doors
$750. All side doors (4) $1350. All doors with rear $1850.
Please state guaranteed delivery date:
200 to 220 Days after receipt of order
Please indicate all warranties applicable to this purchase:
See attached warranty information
Quantity: The City reserves the right to increase or decrease the quantity of any
item or omit items as may be deemed necessary, and the same shall in no way
affect or make void the contract, except that appropriate additions or deductions
from the contract total price will be made at the stipulated unit price.
No exceptions.
Description -
Response
Do you come into City of Santa Monica to conduct business?
No
Do you deliver parts and /or products in your own company vehicle?
No
Payment Terms:
2 %21 days Net 30