SR-03-17-2015-3BCity nil Report
City of
Santa moleica
City Council Meeting: March 17, 2015
Agenda Item: .3-13
To: Mayor and City Council
From: Susan Cline, Interim Director of Public Works
Subject: Bid Award for Purchase of Six Chevy Spark Electric Vehicles
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4176 to Lake Chevrolet, a California -based company, for the
purchase and delivery of six Chevy Spark electric vehicles.
2. Authorize the Purchasing Services Manager to issue a purchase order with Lake
Chevrolet for the purchase and delivery of six Chevy Spark electric vehicles in an
amount not to exceed $177,154 with future year funding contingent on Council
budget approval.
Executive Summary
This purchase would replace six vehicles 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 eight new Chevy Spark electric vehicles. After bids were received, staff
determined that two of the eight vehicles included in the bid would be leased for two
limited term Water Resources Specialist positions in the Office of Sustainability and the
Environment and would not be included in this purchase. Staff recommends Lake
Chevrolet as the best bidder for the purchase and delivery of six Chevy Spark electric
vehicles for a total amount not to exceed $177,154. This purchase meets the goals of
the City's Reduced - Emissions Fuels Policy by utilizing vehicles powered by electricity.
Discussion
The City replaces vehicles that have reached the end of their useful life through the
Vehicle Replacement Program. This Program would replace six vehicles in the
following work groups: Two in the Office of Sustainability and the Environment, two in
Facilities Maintenance, and two in Water Resources. This purchase meets the goals of
the City's Reduced - Emissions Fuels Policy by utilizing vehicles powered by electricity,
which reduces emissions.
1
Vendor Selection
In January 2015, the City published Notices Inviting Bids to furnish and deliver eight
new and unused Chevy Spark electric vehicles 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. A total of 515 vendors were notified and 12
vendors downloaded the bid. Four bids were received and publicly opened on January
20, 2015 per Attachment A.
After bids were received, staff determined that two of the eight vehicles included in the
bid would be leased for two limited term Water Resources Specialist positions in the
Office of Sustainability and the Environment and would not be included in this purchase.
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. Lake Chevrolet is the
lowest bidder, offered a bid with no exceptions, provided the specified make and model,
and has a reasonable guaranteed delivery timeframe. Based upon these criteria, Lake
Chevrolet, the lowest bidder, is recommended as the best bidder to provide six Chevy
Spark electric vehicles in accordance with City specifications. Staff contacted Lake
Chevrolet and they agreed to provide six vehicles instead of eight, at the same price,
terms, and conditions.
2
Financial Impacts & Budget Actions
The purchase order to be awarded to Lake Chevrolet is for an amount not to exceed
$177,154. Funds are available in the FY 2014 -15 Capital Improvement Program budget
in account 0540167.589200.
Prepared by: Heidi Duran, Administrative Analyst
Approved:
Susan Cline
Interim Director of Public Works
Attachment:
A — Bid Summary
3
Forwarded to Council:
— E �\ P SL�--k
Elaine M. Polachek
Interim City Manager
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