SR-02-24-2015-3ICity of City Council Report
Santa Monica
City Council Meeting: February 24, 2015
Agenda Item: 23"
To: Mayor and City Council
From: Susan Cline, Interim Director of Public Works
Subject: Bid Award for the Purchase of 16 Ford F -250 Compressed Natural Gas
Pick -up Trucks
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4172 to Fritts Ford, a California -based company, for the purchase
and delivery of 16 Ford F -250 compressed natural gas (CNG) pick -up trucks.
2. Authorize the Purchasing Services Manager to issue a purchase order with Fritts
Ford for the purchase and delivery of 16 Ford F -250 CNG pick -up trucks in an
amount not to exceed $698,177, with future year funding contingent on Council
budget approval.
3. Authorize budget changes as outlined in the Financial Impacts & Budget Actions
section of this report.
Executive Summary
This purchase would replace 13 vehicles that have reached the end of their useful life
and add three new vehicles which will increase the City's vehicle fleet. The three new
vehicles would be used by Facilities Maintenance for graffiti removal, HVAC, and
building maintenance operations.
In January 2015, the City solicited bids for the purchase of 14 Ford F -150 CNG pick -up
trucks and the option to purchase up to seven more vehicles at the same price, terms,
and conditions. Unfortunately, the bid was posted after the cut -off date to order Ford F-
150 pick -up trucks powered by CNG. An addendum was posted which allowed bidders
the option to bid Ford F -250 CNG pick -up trucks, which is the only pick -up truck offered
with a factory installed engine prepped for alternative fuel, as an alternate to the Ford F-
150 in order to ensure an alternative fuel vehicle was bid and that the City would be
able to adhere to the Reduced - Emissions Fuels Policy. After reviewing the bids
received, staff recommends Fritts Ford as the best bidder for the purchase and delivery
of 16 Ford F -250 CNG pick -up trucks for a total amount not to exceed $698,177.
1
Discussion
The City replaces vehicles that have reached the end of their useful life through the
Vehicle Replacement Program. This Program would replace 13 vehicles (11 pick -ups, 1
sedan, and 1 van) with Ford F -250 CNG pick -up trucks in the following work groups:
one in Civil Engineering, five in Facilities Maintenance, one in Park Maintenance, two in
Promenade Maintenance, one in the Urban Forest section, two in Resource Recovery
and Recycling, and one in Water Resources. It also increases the fleet by three
vehicles in Facilities Maintenance. The first new vehicle would be used by a new
Graffiti Removal Technician position approved in Facilities Maintenance as a result of
the As- Needed and Contractual Services study. The second new vehicle would be
used by a HVAC Crew Leader. The third new vehicle would be used by a Building
Systems Technician that was transferred from the Library to Facilities Maintenance
without a vehicle. This purchase meets the goals of the City's Reduced - Emissions Fuels
Policy by utilizing vehicles powered by CNG fuel.
Ford was producing factory- installed engines prepped for alternative fuel applications
including CNG conversion - compatible F -150 models in 2014 for their 3.7 liter engine,
but moved to a smaller 3.5 liter engine for the F -150, which had not been CNG certified
by the California Air Resources Board (GARB) for the 2015 model year. Staff was not
able to post the bid before the cut -off date for ordering model year 2014 Ford F -150
pick -up trucks that are fueled by CNG, and as a consequence, only unleaded gas fueled
F -150 pick -ups are now available for purchase. In order to adhere to the City's
Reduced - Emissions Fuels Policy, the City posted an addendum allowing bidders to
submit a Ford F -250 6 CNG pick -up truck as an alternate to the F -150 because the
2015 model F -250 6.5 liter engine is CNG certified by CARB.
Each of the 16 vehicles included in this bid has a different configuration of options at
varying costs, which were chosen based on end -user operational requirements. Bidders
were asked to bid each option separately in order to allow for multiple divisions with
various operational requirements to participate in this bid.
2
Vendor Selection
In January 2015, the City published Notices Inviting Bids to furnish and deliver fourteen
new and unused Ford F -150 CNG pick -up trucks with various options, and the option to
purchase up to seven more vehicles at the same price, terms, and conditions, as
required by the City, in accordance with City specifications. 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. 514 vendors were
notified and 19 vendors downloaded the bid. Three bids were received and publicly
opened on January 20, 2015 per Attachment A.
Bids were evaluated based on the criteria in SMMC 2.24.072, including price, ability to
deliver, quality of product, and compliance with City specifications. The lowest bidder,
Wondries Fleet Group, quoted unleaded F -150s with an after - market conversion to
CNG but did not submit a signed copy of Addendum 3 stating that a minimum 5 -year or
60,000 mile warranty would be required for anything other than the factory prepped
engine. Fritts Ford offered factory engines prepped for alternative fuel applications, has
a good standing relationship with the City, and is the second lowest bidder when all
applied options are taken into account. Although the bid stated that other types of
conversions would be considered, a greater factor in the decision was the ability to
purchase vehicles with factory- installed engines prepped for alternative fuel
applications. Based on past history, factory prepped engines for alternative fuel
applications have fewer maintenance issues and less maintenance cost, whereas after -
market conversions have caused maintenance issues on a consistent basis and, on
occasion, have resulted in complete vehicle failure. Based upon these criteria, Fritts
Ford is the recommended best bidder to provide 16 Ford F -250 CNG pick -up trucks in
accordance with the City specification.
Financial Impacts & Budget Actions
The purchase order to be awarded to Fritts Ford is for an amount not to exceed
$698,177. Funds in the amount of $600,447 for the purchase of 14 vehicles are
available in the FY 2014 -15 Capital Improvement Program budget in accounts
3
C540167.589100 ($40,959) and C540167.589200 ($559,488). Funds in the amount of
$97,730 for the purchase of two vehicles are available in the General Fund in account
S010500.589000. Award of the purchase order will require the following budget actions
to transfer funds from the General Fund to the Vehicle Management Fund for vehicle
purchase and depreciation:
• Increase revenue budget in account 54459.405760 (Vehicle Enhancement
Purchases) by $97,730.
• Appropriate budget to account 0540167.589100 (Vehicle Enhancement
Purchases) in the amount of $97,730.
• Decrease budget at account S010500.589000 in the amount of $105,894
• Increase budget at account IS01067.589000 by $8,164.
• Increase revenue account 54459.402660 by $8,164 (Future Vehicle
Replacements).
The purchase order will be charged to the following accounts:
0540167.589100 $138,689
0540167.589200 $559,488
TOTAL $698,177
The first year's depreciation is paid for from department savings. The department will
identify ongoing savings in its operating budget to offset ongoing depreciation costs.
Prepared by: Heidi Duran, Administrative Analyst
Approved:
Susan Cline
Interim Director of Public Works
Attachment: A — Bid Summary
0
Forwarded to Council:
Elaine M. Polachek
Interim City Manager
Bid 4172 Ford F150 Pick -Up Trucks
Bid Description: Furnish and deliver fourteen (14) new and unused
CNG powered Ford F150 Pick -Up Trucks, as required by Fleet
Management
Bid Closing Date: 1/20/15
Fritts Ford Fleet Center
Riverside, California
Wondries Fleet Group
Alhambra, California
Frontier Ford
Santa Clam, Califomia
;Specifications
': Response
?Bidder Exceptions`.
Response
Bidder Exceptions
Res onse,
Bidder bade tions
Make &model
2015
2015
Ac Speciletl
2015
Ford
Ford 250 for aomprettM natural Eas
'on 205 RSOnot ilable wile
conversion fuel power train
Curt.ra Adel year or newer
Make FeM
Ford
Ford
Motlel F350 PiIXAp Trucky or dqual
MO Super Duty PU
F150
F250 PU
Engine
61L
GB V6 NO prop
6.2L ER V-8
Comply
G1RB ardfied engine aid, laGary gaseous fuel prep. Stale engine nice
Color
As SpeNfietl
Comply
Keys
As Simelfied
Comply
GVWR
1,lap, fip001bs
6,010,40501bs
As Specified
10,00016s, 59411bs
Comply
State: GVWR, Unladen weight as speed
CNG FUe15YSrem
20 GGE
N/A
N/A
21 GGVc
Fuel Gpadfy
Name of Nd system anufac[urer
Impto Or Armen- ECO(depending On avallabillw)
Imco low orcla.q At bigb pressure
Name of Nei system nsmller
Al Electric in Fresno
11
Make and typmhanks
Faber ar Znkavice Type l(depending on avainbilM)
Vitkavice or Farber type
Date of mfg. and 111 scandanry ofdnks
2015120years
2M4.20ywri
Number of4nks and tool opatity
3,20 GGE
3
Make and model of high - pressure regulator
GFI
GFI -P -220
Additional msp if any, per 20 Year read
None
None - Included in price
Vehiaeopcons,
Drim7l
"All
Reg Cab add $3,274, Sup Cab add 52,574, Crew Ub add $2$)4
4E0.5
Fort] MO 4.4 P.U. -Me
Drive Tra in
3'SL V6 EmB00.
N/A
( +) 795
WA
62L EFI VF Only
S.0LVB :
N/A
(+)Ls95
Regular Cab:
Inc in Pricin8
NC
Ford R50 RA
.
Supercold
Add $2,598
( +) 4,060
Ford F250 X2A
Old,
SuperGew.
Add $3,755
(+)615Z
Ford F250 MA
vinyl long bench seat (from):
Sed 4./20/403 person bench seat
( +) 340
Pick -UP
6.5 M 5Nleside:
<$18U
IUC
63/4'
bgdbed length
&ORStylesides
Included
( +)300
comply
V" Whom
Uddhor
R21PPA- low profile mini Lightbad amber with six UneardED•,
Pelywrbonate base, and Clear color do.,:
SAN
Whalen R2LPPA
Comply
SP Whelen
Inchon,
Adighlum with lour corner Amber modules,
(l eah) IW2HM
permanent mount
AN
WM1elen Li berry II WC 54' A/A/A/A6
Comply
U. each) WOOSIUB CCncroler.
WOO)
Ughthead
modules below
prix per
tlRVDLM Amber Warning light M1ead
heal)
IA IWO
U. with) 181242 LED Whits IIgM heal
ITL32
(l each)1A 3 LED Whice All, light head:
IA3
Trailer Now pacil ad hitd, minimum 7900165 and X' and;
Receiver Iodated, do $60 for Ball Mount antl Y' ball
( +)495
Std hoed manuhtturer
Tow Pascal.
Two hands tow hooks mounted to dram&:
Induced Standard
( +) 375
Std Arum manufaperar
Red finer
Rhino line, or equal, in bed:
$378
( +)680
OEM- sprzyliner
UI@ale
Uiocal with 1pOMb opaciM
$LW1
1,800
n.0
Tomidn".1e0016s
Comply
Slot make and model:
1mmySeW40W27
Tommy
6Duflu P3858 "x38 "pnHOrm
Tool Box
Side Interstitial box. WatherBUard model 1763-01, white, or
equal: Interstitial
$529
bid
820
Comply
Sbt makeand model:
W/G 1763 -01
WG 1763 41
Radio
Kenwped (Model TKISOLK AN)two-a, UHF wmpatt mobile
mile, 2 tlmnned,25 watwil microphone mountin& bracket
&DC power cable:
Lutz
Exreption /Equal quotingthe Vertex VX-
2200 U."(So- attached flyer) V.. is a
Motorola :w dd make/model
TBO
Obsolete
Kenwood will TK- 8St..Ra-
Mobile antnna package (Model scapulae) E#emal ipeaka
fill FSP -25)
$39
Comply
Tires
OHNOad LT- 26S75Rll Goodyear Now, or equal:
OEM sepplid from slid! @$3&5 per set
875
875
OEM - LT 265708 17 BOWL AT
From manufacturer
5 pound fix extinguisher.
$54
35
5/B SOOT& Bracket
Mile
L
Triangle Rare kill
$22
85
Jones mine Tnanale qt
Bask -up alarm
$65
16O
SASSO
prepare +11,680 GNC+ 10,950
HFT8wmer Audio subject to cars
Pricing
Response
Response -.
- Response
Daaiption
qty
unit price
Extended Prim
Unit Price.
Extended Price
Unit Price"
Extended Prix
New and unused Ford F150 U4G Pick -0P Tm <k, erequal,wmplex
with all components as speufietl
la
$33,]56.00
$4R$Ba.00
$20,750.00
$2901500.00
$33,46939
$460$71.46
Subtotal
$472584.00
$290,500.00
$468,571.46
Sales Tax (9.5%)
$44,895.48
$2],59].50
$44514.29
The Fee
va
$8.75
$SZZSD
$8.75
$122.50
$8.]5
$12250
Delivery
4
Other (Please describe)
14
$2W.00
$0.00
G.anC Ti r d
$5171801198
$3.£.N,220.QP
$S:ti,2G5.25
If addidonaI fees were indicated above please drunibe:
-UnN price included Galin Publication on CDROM far EACH unity, you may deduct as
any asyou like ifyou decide you don't need allofthem. Parts lloor, are now
no online an no charge. Roush Propane System 22 Golordele, available forthe
SAMEc..
Ford MO ONE (42$)Le..rderdred is February 2],2015. Vebideoffered isa 2015
Ford 8562015 Ford F150's are net available w /CNG Or LPG nowertralns
Please sdte guaranteed delivery dine
300 days
6690 days (gasoline) Alternative fuel (additional)
120.1fi0 days
Payment Terms:
2 %20 net 30
Net 30
2% discount 25 days /Net 30 days
Pricingfolnehide Options
CRY
Unit Prlm
Respwse [
Resparse
20 Year CNG Tanks
1
Included
no
Std no charge
4x4 Drive Type
1
Reg Cab add $3, D4, Sup Cab add $2.674, Crew Cab add $2574
$4,645
Fb04x4 Regular Cab 6' gM
$36,734.69
Regular(Yb
1
Included
NC
F25044 Regular Ca b S' Bed
$33,469.39
Supermb
1
$2,598
A060
F250 Bunched 4x2- 63 /4'Bed 850
Supercab 413/4' Bed
SDS, g3] /$3$36].3]
Input.
1
$3,584
$6,515
850 Crewel, 4x2.63 /4'Bed. F250
Crewcab 4x0. 63/4' Bed
$3],040.82/$39,951.84
Pitlt -0p BOx/Bel Lengtlt"itSryleside
1
6181,
NC
See above available on Stab It Crewcab
PidWp Box/Bed Length B.ORSryleside
1
Included
$3W
See below
RNPPal]' L. Profile Mini Who- number Amber with Six Oscar-
Led', POtymrbanate Base, and Clear Color Dome
1
$619
$4,300
$75856
Iw]aaaaW Whekn Lightbar with Faur Garner Amber Marble,
Permanent MOOnt
1
$3,391
INC
$ ;534.09
Wcbsub COn4oller
1
$125
$289
Included in lightbar price
$167
II Amber Warning Light Head
1
$130
INC
Included in lightbar price
$122.00
H112- 12 Led White Light Head
1
$302
INC
Included in lightbar price
$294.00
hG-3 Led WM1rte Alley Light Head
1
$9]
INC
Included In lightbar arks
$92.28
Taller Tow Package and Hied, Minimum ]9001bs and 2" Ball Readier
Standard
1
$40 nor ball inland 2" Ball
$680
$35J0
Two Front Tow HSOI¢ Mounted to Chassis
1
Included
$SSO
xcendaM
Rhino Liner, or Equal, in Bed
1
$378
$865
Ford tough bed line
$42a.00
Leoard with 1,0001b tSPadry
1
$1,0.31
$2,200
$2,309.6O
Fuel Capaslry
1
$529
$820
$578.05
I(enwootl(Model TI®63u6ne)TwoiWey- Ubf Compact Mobile Rack,2
flannel, 25 Watt wish Mimpbone Mounting Blocked &DC Power
Cable
1
$415
Note snipped loose
!BD
Includes moblle winence pkg
SWIM
Mobile Antenna package (Model Map-050) External Speaker (Model
E`125)
1
$39
no
Included in radio pkg
$10150
OH -Road Lt-265JSrD Gomi mi rTife , or Equal
1
$385
$895
$39 8.00
Triangle Flare Rd
1
$22
$85
$2250
Back -Up Ahura
1
$65
$160
$12025
Notes
850 Supercab 4x2- Vace, SIGMAS, III Patented 4x48' box $3$5]143, F250
Crewcab 4,24 box $3]346.94, F250 Crewcab 4x68' box $39,89796
Msaiprion
Respme.
Response
Respond
AdrRimad P. released arknowled,ement
was
Yes
Yes 0. order date is February 27, 2015
Do you mine into the Cry of Sand Monied d conduct business2
No
No
N0
Do you deliver parts and /or products in you r care corn Wd, Vehicle]
No
No
Yes
Arimna
No presence
No presence
No presence
Oaks
Complete
Income.
Incomplete