SR-07-14-2015-3D -City Council Report
City of
Santa Monica
City Council Regular Meeting: July 14, 2015
Agenda Item: 3 ° D
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Street & Fleet Services
Subject: Bid Award for Purchase of 14 Kia Soul Electric Vehicles
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Staff recommends that the City Council:
1. Award Bid #4207 to Wondries Fleet Group, a California -based company, for the
purchase and delivery of 14 Kia Soul electric vehicles.
2. Authorize the Purchasing Services Manager to issue a purchase order with
Wondries Fleet Group for the purchase and delivery of 14 Kia Soul electric
vehicles in an amount not to exceed $563,453 with future year funding contingent
on Council budget approval.
Executive Summary
This purchase would replace 14 vehicles that have reached the end of their useful life
through the Vehicle Replacement Program. In April 2015, the City solicited bids for the
purchase of 10 new Kia Soul electric vehicles with the option to purchase up to seven
more vehicles at the same price, terms, and conditions. Staff recommends Wondries
Fleet Group as the best bidder for the purchase and delivery of 14 Kia Soul electric
vehicles for a total amount not to exceed $563,453. 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 based on age,
mileage, and repair history in accordance with the Vehicle Replacement Program. This
Program would replace 14 vehicles in the following work groups: eight in Building and
Safety, three in Code Compliance, two in Park Maintenance, and one in Transportation
Engineering and Management. This purchase meets the goals of the City's Reduced -
Emissions Fuels Policy by utilizing vehicles powered by electricity, which reduces
emissions.
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Vendor Selection
In April 2015, the City published Notices Inviting Bids to furnish and deliver 10 new and
unused Kia Soul electric vehicles with 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. A total of 110 vendors were notified and 6 vendors
downloaded the bid. One bid was received and publicly opened on May 14, 2015 per
Attachment A. Procurement conducted additional outreach to vendors who downloaded
the bid to determine why they did not submit a bid. One response was received; they
indicated that they were not interested because the City was purchasing the vehicles
and they only provided leasing.
The bid was evaluated based on the criteria in SMMC 2.24.072, including price, ability
to deliver, quality of product, and compliance with City specifications. Wondries Fleet
Group is the sole and 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, Wondries Fleet Group is recommended as the best bidder to
provide 14 Kia Soul electric vehicles in accordance with City specifications. The option
to purchase an additional three vehicles at the same price, terms, and conditions is
available one year from bid award.
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Financial Impacts & Budget Actions
The purchase order to be awarded to Wondries Fleet Group is for an amount not to
exceed $563,453. Funds are available in the FY 2015 -16 Capital Improvement Program
budget in account 0540167.589200.
Prepared By: Heidi Duran, Administrative Analyst
Approved Forwarded
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Martin Pastucha, Director 7/1/2015
Attachments:
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Elaine M Polachek, Asst. City Manager 7/612015
A. Bid #4207 Results - Purchase of 14 Kia Soul Electric Vehicles (PDF)
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Bid Description: Furnish and deliver ten (10) Kia Soul Electric Vehicles, as required by Fleet
Management.
Bid No.: 4207
Bid Closing Date: 5/14/15
Wondries Fleet Group
Alhambra, California
Description
Bidder Exceptions
Model
2015. As Specified
New and unused, current model, or newer, Kia Soul Electric Vehicles with all standard features. State
year:
Color
As Specified
Clear White:
Keys>
As Specified
4 sets of keys:
Option Pricing
Manufacturer Standard, As Specified
Fast provisions, charging:
Description
Response r
Please explain the extended warranty offered, if available. Please include information on the length
of the extended warranty and the systems that are covered:
Please state guaranteed delivery date:
180 Days (After receipt of order)
Payment Terms:
Net 30
Additional purchases of vehicles acknowledgment:
YES (CC). For up to 7 additional vehicles at same price, terms, and
conditions.
Pricing
Response
Description
Quantity
Unit Price
Extended Price
New and unused Kia Soul Electric vehicles, complete with all standard
features:
10
$34,925.00
$349,250.00
Operator's Instruction manual:
10
Included
Included
Lubrication instructions:
1
Included
Included
Shop maintenance manuals:
1
Included
Included
Illustrated parts book:
1
Included
Included
Electric wiring schematic:
1
Included
Included
Subtotal
$349,250.00
Sales Tax (9.5%)
$33,178.75
Kia Soul EV Standard Warranty:
10
Extended Warranty:
10
$1,995.00
$19,950.00
Tire Fee:
10
$8.75
$87.50
Delivery:
10
Standard Included
Other (Please describe):
10
Grand Total
$402,466.25
If an incentive discount program has been included in the quote price, please describe:
Price includes all incentives
If additional fees were indicated, please describe:
Any and all tax incentives belong to the selling dealer
Description
Response
Additional purchases of vehicles acknowledgment:
No license needed
Business License:
No license needed
Non - Discrimination Policy:
Complete
Non Collusion:
Complete
Oaks:
Complete
Arizona:
No presence