SR-02-24-2015-3KCity Council Meeting: February 24, 2015
Agenda Item: 3 -Y--"
To: Mayor and City Council
From: Susan Cline, Interim Director of Public Works
Subject: Bid Award for Purchase of Three % Ton Extended Cab Service Body
Compressed Natural Gas Pick -up Trucks
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4174 to Frontier Ford, a California -based company, for the purchase
and delivery of three % ton, extended cab, service body, Compressed Natural
Gas (CNG) pick -up trucks.
2. Authorize the Purchasing Services Manager to issue a purchase order with
Frontier Ford for the purchase and delivery of three % ton, extended cab, service
body, CNG, pick -up trucks in an amount not to exceed $240,782 with future year
funding contingent on Council budget approval.
Executive Summary
This purchase would replace three pick -up trucks that have reached the end of their
useful life through the Vehicle Replacement Program. In January 2015, the City
solicited bids for the purchase of three new and unused % ton, extended cab, service
body, CNG pick -up trucks to be used as service trucks by Water Resources to operate
and maintain the City's water production and distribution system. After reviewing the
bids received, staff recommends Frontier Ford as the best bidder for the purchase and
delivery of three % ton, extended cab, service body, CNG pick -up trucks for a total
amount not to exceed $240,782.
This purchase meets the goals of the City's Reduced - Emissions Fuels Policy by utilizing
vehicles powered by CNG fuel.
Discussion
The City replaces vehicles that have reached the end of their useful life through the
Vehicle Replacement Program. This Program would replace three vehicles in the Water
Resources Division to operate and maintain the City's water production and distribution
system. This purchase meets the goals of the City's Reduced - Emissions Fuels Policy
by utilizing vehicles powered by CNG fuel.
0
Vendor Selection
In January 2015, the City published Notices Inviting Bids to furnish and deliver three %
ton, extended cab, service body, CNG pick -up trucks as required by the Street and
Fleet Services Division, responsible for the purchase and maintenance of the City's
municipal vehicle fleet and equipment, 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. In
total, 579 vendors were notified and 26 vendors downloaded the bid. Four 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. Frontier Ford is the
lowest bidder, provided the make and model specified in the bid, and has a reasonable
guaranteed delivery timeframe. Based upon these criteria, Frontier Ford, the lowest
bidder is recommended as the best bidder for the purchase of three % ton, extended
cab, service body, CNG pick -up trucks in accordance with City specifications.
Financial Impacts & Budget Actions
The purchase order to be awarded to Frontier Ford is for an amount not to exceed
$240,782. Funds are available in the FY 2014 -15 Capital Improvement Program budget
in account 0540167.589200.
Prepared by: Heidi Duran, Administrative Analyst
Approved:
Forwarded to Council:
f !�
D
Susan tlin6 Elaine M. Polachek
Interim Director of Public Works Interim City Manager
Attachments: A — Bid Summary
2
BidS4174
Did Description: Furnish and deliver three (3) new and unused 3/4 ton extended cab service body trucks, as required by Fleet Management
Bid Closing Date: 1/20/15
Fritts Ford
Riverside, CA
Frontier Ford
Santa Clara, CA
Reynolds Buick, Inc.
Covina, CA
Wondries Fleet Group
Alhambra, CA
PRICING
DESCRIPTION
QTY
UNIT PRICE
EXTENDED PRICE
UNIT PRICE
EXTENDED PRICE
UNIT PRICE
EXTENDED PRICE
UNIT PRICE
EXTENDED PRICE
Ford F250 Super Duty XI With Super Cab, Conventional
Extended Cab And Chassis Wth Single Rear Wheels, Or
Equal, Complete With All Components As Specified
3
$73,958.00
$221,874.00
$73,290.82
$219,872.46
$86,882.65
$260,647.95
$73,477.00
$220,431.00
20 Year CNG Tanks
3
$0.00
$0.00
$0.00
$0.00
Not available
Not available
TBD
TED
SUBTOTAL
5221,874.00
SUBTOTAL
$219,872.46
SUBTOTAL
$260,647.95
SUBTOTAL
$220,431.00
SALES TAX (9.5%)
$21,078.03
SALES TAX (9.5%)
$20,887.88
SALES TAX (9.5%)
$24,761.56
SALES TAX (9.5%)
$20,940.95
Tire Fee
3
$7.00
$21.00
$7.00
$21.00
Included
Included
$8.75
$26.25
Delivery
3
$0.00
$0.00
$0.00
50.00
$0.00
$0.00
$0.00
$0.00
Other Please Describe Below
3
$0.001
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
GRAND TOTALI
$242,973.03
GRAND TOTAL
$240,781.34
GRAND TOTAL
$285,409.51
GRAND TOTAL
$241,398.20
ADDITIONAL QUESTIONS
Additional fees:
None stated
If LPG fuel acceptable "Roush" 38GGE,
city can deduct $400
None stated
None staled
Guaranteed delivery date: Days (After receipt of order)
360 Days ARO
150 -180 Days (ARC)
150 Days (ARC)
120 -180 Days ARO
Payment Terms
2% 20 Days
2% 25 Days or Net 30
2% 30 Days
Net 30
Non Collusion Affidavit
Signed
Signed
Signed
Signed
Oaks
Incomplete
Incomplete
Completed
Incomplete
Arizona
Completed
Completed
Completed
Completed
Certification Regarding Debarment
Completed
Completed
Completed
Completed
Vendor Comments
Last Order Date 2/27/15