SR-08-12-1980-6MSanta Monica, California July; 31, 1980 -
AUG 1 2 1980'
L b 7 A.
TD: Mayor and City CouncilS,S
FROM: City Staff
SUBJECT: Recommendation to reject formal bid for Automotive Equipment Bid No. 1534
and authorize City Manager to purchase a Malibu sedan for testing purposes
Introduction
This report requests authorization to reject formal bids for the purchase of one (1)
intermediate size four (4) door sedan, and authorize purchase of a specific make of
automobile for test purposes.
Background .
The City generally purchases 4 -door sedans through a cooperative State of California
bid process.
Through analysis of use required by the Transportation Department for the specific
auto in question, staff concluded that an intermediate sized 4 -door is required since
this auto is used not only for routine supervision but also at times to transport
passengers to connect with other service when unforeseen rerouting of bus service
occurs due to fires, accident's or other emergencies. Additionally this auto is
used to transport large amounts of tokens and bus schedules, which require secure
and ample trunk space.
The State bids this year awarded intermediate 4 -door sedans to a Whittier American
Motors dealer. Potential warranty administrative costs on such a remote dealership
and unknown reliability of the product offered caused staff to seek alternatives to
the State bid. A formal bid noting the custom specifications was issued, however,
because of the timing of this formal bid, only one responsive bid was received, since
factory orders are unavailable at this time of year. The vehicle bid is a Dodge
Aspen at a price of $6,496.45 plus applicable taxes. City experience with this
brand has shown excessive maintainance and repair cost for the two most recent
auto's purchased for Transportation Department use. There is one brand of mid -size
��
AUG 1 2 1980,
TO: Mayor and City Council July 31, 1980
auto which appears to give more satisfactory and efficient performance than others
offered, the Chevrolet Malibu. The Malibu has been successfully used in Santa
Monica's Police Service.
Informal bidding solicitation has located a sedan which will meet the Transportation
Department's needs at a price of $6,850.00, plus applicable taxes.
Alternatives
1. Wait until January 1981, when State bids on 4 -door sedans are scheduled
to be completed for the 1981 model year.
2. Accept the formal bid for a Dodge "Aspen" at $6,496.45 plus applicable
taxes.
3. Reject the formal bid and authorize purchase of a Malibu sedan for testing
purposes to determine ultimate costs considering maintenance repair and
resale.
Recommendation
It is recommended that the City Council reject the bid received under Bid No. 1534
and authorize the purchase of a Malibu 4 -door sedan for a price not to exceed
$6,850.00 plus applicable taxes for testing purposes to compare ultimate costs
with other vehicles owned by the Transportation Department considering maintenance,
repair and resale and that the City Clerk certify to the adoption of the resolution
rejecting formal bid and authorizing direct negotiation for this purchase. Funds
are available from Transportation Development Act (SB325) through the Transportation
Department Budget.
Prepared By: R. N. Aronoff
Purchasing Agent
RESOLUTION NO. 6065 (CCS)
CITY COUNCIL SERIES
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SANTA MOICA REJECTING FORMAL BID AND AUTHORIZING
DIRECT NEGOTIATION FOR THE PURCHASE OF (jNE (1)
INTERMEDIATE FOUR (4) DOOR SEDAN, MALIBU
WHEREAS, the City of Santa Monica Transportation Department has
a requirement for one intermediate four door sedan; and
WHEREAS, research has indicated that a Chevrolet Malibu may be the
vehicle of lowest ultimate cost; and
WHEREAS, the most efficient way to determine ultimate costs is
through actual .use;
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES
RESOLVE AS FOLLOWS:
SECTION 1. That the City Council finds that the requirement exists
to purchase one (1) intermediate four (4) door sedan, Chevrolet Malibu.
SECTION 2. That any bids from Bid No. 1534 be rejected.
SECTION 3. That the City Manager is authorized to negotiate, and is
hereby authorized to execute a purchase agreement for the designated vehicle, for
a price not to exceed $6,850.00 plus applicable taxes.
SECTION 4. The Mayor shall sign and the City Clerk shall certify to
the adoption of this resolution, and thenceforth and thereafter the same shall be
in full force and effect.
APPROVED AS TO FORM:
—5- Lletv=6 a"e— o L
Acting City Attorney
ADOPTED AND APPROVED THIS 12th DAY
OF August 1980,
MAYOR
I HEREBY CERTIFY THAT THE FOREGOING RESOLUTION,
[IO, 6065 , WAS DULY ADOPTED BY THE CITY COUNCIL OF THE
CITY OF SANTA MONICA AT A REGULAR MEETING THEREOF HELD ON
August 12 , 1980 BY THE FOLLOWING COUNCIL VOTE;
AYES; COUNCILMEMBERS; Yannatta Goldway, Jennings, Reed,
Rhoden, Scott, Bambrick
I'M ES; COUNCILMEMBERS; None
ABSENT; COUNCILMEMBERS; van den Steenhoven
ABSTAIN: COUNCILMEMBERS; None
ATTEST;
CITY CLERK
DISTRIBUTION OF RESOLUTION #
Council Meeting Date
Agenda Item # G�
Was it amended? ( AILA,
ORDINANCE #
Introduced:
Adopted:
77 y 7
VOTE: Affirmative: 6-,
ti C.2.e < ✓�'� C z� �� c cs( �C -��
Negative:
Abstain: p
Absent: G >S
DISTRIBUTION: ORIGINAL to be signed, sealed and filed in Vault.
NEWSPAPER PUBLICATION (Date:
Department originating staff report ( J lbz :cA )
City Attorney
Agency mentioned in document or staff report
(certified?
Subject file (agenda packet)
Counter file
Others:
Airport
Auditoium
Building Dept.
Environ. Serv,
Finance
Fire
General Serv.
Library
Manager
Parking Auth.
Personnel
Planning
Police (en-
forcement?)
Purchasing
Recr /Parks /
Transportation (s
Treasurer
SEND TWO COPIES OF ALL ORDINANCES j
TO CODED SYSTEMS, Attu Peter McClearie
PROFESSIONAL CENTER Total Others:
ROUTE 71
BRIELLE, NEW JERSEY 08730
TOTAL COPIES
--T/
7
1V
1
Reference:
Contract No. 3553
(CCS)