SR 07-12-2016 3B
City Council
Report
City Council Meeting: July 12, 2016
Agenda Item: 3.B
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Street & Fleet Services
Subject: Reject Bids for the Purchase of One Compressed Natural Gas Two Yard
Dump Truck and Two Compressed Natural Gas Four Yard Dump Trucks
Recommended Action
Staff recommends that the City Council:
1. Reject all bids for Bid #4240 for the purchase and delivery of One Compressed
Natural Gas Two Yard Dump Truck and Three Compressed Natural Gas Four
Yard Dump Trucks;
2. Direct staff to reissue a bid in order to obtain the best bidder for the purchase and
delivery of One Compressed Natural Gas Two Yard Dump Truck and Three
Compressed Natural Gas Four Yard Dump Trucks.
Executive Summary
es,
urban forest, streets, and right-of-ways. This purchase would replace four existing
compressed natural gas (CNG) dump trucks that have reached the end of their cost-
effective useful lives through the Vehicle Replacement Program. The four existing
vehicles are utilized by the Park Maintenance section, Urban Forest section, and the
Street Maintenance section of the Public Works Department to transport bulk materials
such as decomposed granite, mulch, topsoil, concrete, and asphalt to and from
worksites throughout the City. In March 2016, the City solicited bids for the purchase
and delivery of one CNG two yard dump truck and three CNG four yard dump trucks.
After reviewing all submittals received, staff recommends rejecting all bids in order to
obtain competitive pricing and encourage additional vendor participation.
Discussion
In March 2016, the City published Notices Inviting Bids for the purchase and delivery of
one CNG two yard dump truck and three CNG four yard dump trucks, in accordance
with City sp
notices were advertised in the Santa Monica Daily Press in accordance with City
Charter and Municipal Code provisions. A total of 24 vendors downloaded the bid. Two
bids were received and publicly opened on April 7, 2016, per Attachment A.
1 of 3
Procurement conducted additional outreach to vendors who downloaded the bid to see
ated they could not furnish goods or services as specified
because they only provide vehicles for leasing. The second vendor stated they could
not bid on the portion of the bid with specifications requesting a Ford Super Duty, or
equal, because the ordering window for 2016 closed and 2017 pricing was not
available.
Staff conducted additional outreach and determined that the order window for the 2016
CNG Ford Super Duty closed during the time the bid was open and 2017 pricing was
not available. Since 2017 pricing is now available, staff recommends going back out to
bid to obtain competitive pricing.
One of the two vendors who submitted a bid only submitted their pricing pages and
excluded the pages referencing the specifications, therefore their bid is non-compliant.
The second vendor submitted bids for the first two specifications included in this bid and
Staff are unable to determine if the first vendor meets specifications because they did
not include the specification portion of their bid; therefore staff has determined the bid to
be non-compliant. The second vendor took exception to the location of the CNG tanks
stating they could not be mounted underneath the vehicle and would have to be
mounted behind the cab. The second vendor also took exception to the type of brakes
requested and stated they would not provide power hydraulic, as specified, and would
have to provide air brakes instead. Staff does not find the exceptions taken by the
second vendor to be acceptable and in the best interest of the City.
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Staff recommends rejecting all bids received, and directing staff to issue a new bid for
competitive pricing, and encourages
additional vendor participation.
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the
recommended action.
Prepared By:
Heidi Duran, Administrative Analyst
Approved Forwarded to Council
Attachments:
A. Attachment A - Bid Results
3 of 3
ATTACHMENTA
BID#:4240BIDRESULTSBIDCLOSEDATE:4/7/16
THORSONGMCTRUCK&BUICKMOTORCTOM'STRUCKCENTE
OR
BIDDESCRIPTION:
ONE(1)NEWANDUNUSED,CURRENTMODELYEARORNEWER,16,000LBGVWRCABOVERENGINE(COE),CAB&CHASSISWITH
PASADENA,CASANTAANA,CA
2YARDCNGDUMPBODY.
SPECIFICATIONASPECIFICATIONA
DESCRIPTIONQTYUNITPRICEEXTENDEDPRICEQTYUNITPRICEEXTENDEDPRICE
NEWANDUNUSEDCURRENTMODELCABOVERENGINE(COE),CAB&CHASSIS,WITH2YARDDUMPBODY,COMPLETEWITH
1$72,570.00$72,570.001$64,166.00$64,166.00
ALLCOMPONENTSASSPECIFIED
Ϋht9w!hw{INSTRUCTIONMANUAL 1INCLUDEDINCLUDED1INCLUDEDINCLUDED
*LUBRICATIONINSTRUCTIONS 1INCLUDEDINCLUDED1INCLUDEDINCLUDED
*SHOPMAINTENANCEMANUALS 1INCLUDEDINCLUDED1INCLUDEDINCLUDED
*ILLUSTRATEDPARTSBOOK 1INCLUDEDINCLUDED1INCLUDEDINCLUDED
*ELECTRICWIRINGSCHEMATI 1INCLUDEDINCLUDED1INCLUDEDINCLUDED
C
SUBTOTAL$72,570.00$64,166.00
SALESTAX(9.5%)$6,894.15taxamountcorrected$6,095.77
WARRANTY 11
TIREFEE 1$12.251$7.50$7.50
DELIVERY 11
OTHER 1$1$109.00$109.00
(PLEASEDESCRIBE)DMVDMV
GRANDTOTAL$79,476.40$70,378.27
Ifanincentivediscountprogramhasbeenincludedinthequotedprice,pleasedescribebelow:
Pleaseindicateallwarrantiesapplicabletothispurchase Asspecified3years36,000Basewarranty5yrs75,000Powertrain
180160
Pleasestateguaranteeddeliverydate:___Days(Afterreceiptoforder)
0%
Percentdiscountoffofmanufacturer'spricelist
IfadditionalfeeswereindicatedinPricingSection,pleasedescribebelow:
PaymentTerms Net30Net30
ADDITIONALPURCHASESOFVEHICLESconfirmacknowledgement
confirmedconfirmed
SPECIFICATIONSBIDDER'SEXCEPTIONS/RESPONSEBIDDER'SEXCEPTIONS/RESPONSE
MODEL AsspecifiedNoresponse
150"
wheelbase
90"
cabtoaxledimension
Asspecified
ENGINE
Asspecified
TRANSMISSION
GM
Transmissionmake
Exception,TankmountedinametalCabinetbehindcab.
CNGFUELSYSTEM
30GGE
wheelbasetooshortforunderbed
30gge
fuelcapacity:
Greenkraft
FuelSystemManufacturer:
Greenkraft
FuelSystemInstaller:
QuantumTypeIV
Makeandtypeoftanks:
20
lifeexpectancy:
included
additionalcostfor20yeartanks
1,30GGEapprox
#oftanksandtotalcapacity
ITTHPNGV3823012
Makeandmodelofhighpressureregulator
AirBrakes
BRAKES
GVWR 16,500GVWR
COLOR Asspecified
Asspecified
TIRES
225/70R19.5"
Size
Asspecified
DUMPBODYANDHOIST
Asspecified
BODYMATERIAL
Asspecified
HOIST
DMVREGISTRATION Asspecified
WARRANTYANDSERVICING Asspecified
Asspecified
MISCELLANEOUS
Asspecified
DELIVERYREQUIREMENTS
RESPONSERESPONSE
OTHER
Oaksformcompleteincomplete
Arizonaformcompletecomplete
noresponsenoresponse
BusinessLicenserequired
BIDRESULTS
BID#:4240BIDCLOSEDATE:4/7/16
THORSONGMCTRUCK&BUICKMOTORCOTOM'STRUCKCENTER
BIDDESCRIPTION:
ONE(1)NEWANDUNUSEDCURRENTMODELYEARORNEWER,16,000LBGVWRCABOVERENGINE(COE),CAB&CHASSISWITH4
PASADENA,CASANTAANA,CA
YARDCNGDUMPBODY.
SPECIFICATIONBSPECIFICATIONB
DESCRIPTIONQTYUNITPRICEEXTENDEDPRICEQTYUNITPRICEEXTENDEDPRICE
NEWANDUNUSEDCURRENTMODELCABOVERENGINE(COE),CAB&CHASSIS,WITH4YARDDUMPBODY,COMPLETEWITH
1$79,960.00$79,960.001$71,586.00$71,586.00
ALLCOMPONENTSASSPECIFIED
Ϋht9w!hw{INSTRUCTIONMANUA 1INCLUDEDINCLUDED1INCLUDEDINCLUDED
L
*LUBRICATIONINSTRUCTIONS 1INCLUDEDINCLUDED1INCLUDEDINCLUDED
*SHOPMAINTENANCEMANUALS 1INCLUDEDINCLUDED1INCLUDEDINCLUDED
*ILLUSTRATEDPARTSBOOK 1INCLUDEDINCLUDED1INCLUDEDINCLUDED
*ELECTRICWIRINGSCHEMATIC 1INCLUDEDINCLUDED1INCLUDEDINCLUDED
SUBTOTA$79,960.00$71,586.00
L
SALESTAX(9.5%)$7,596.20taxamountcorrected$6,800.67
WARRANTY 11INCLUDEDINCLUDED
TIREFEE 1$12.251$7.50$7.50
DELIVERY 11$
OTHER 11$109.00$109.00
(PLEASEDESCRIBE)DMVDMV
GRANDTOTAL$87,568.45$78,503.17
Ifanincentivediscountprogramhasbeenincludedinthequotedprice,pleasedescribebelow:
Pleaseindicateallwarrantiesapplicabletothispurchase 3years36,000Base5yrs75,000Powertrain
Pleasestateguaranteeddeliverydate:___Days(Afterreceiptoforder)180160
IfadditionalfeeswereindicatedinPricingSection,pleasedescribebelow:
0%
Percentdiscountoffofmanufacturer'spricelist
Net30Net30
PaymentTerms
ADDITIONALPURCHASESOFVEHICLESconfirmacknowledgemen Confirmed
t
SPECIFICATIONSBIDDER'SEXCEPTIONS/RESPONSEBIDDER'SEXCEPTIONS/RESPONSE
MODEL AsspecifiedNoresponse
150"
wheelbase
90"
cabtoaxledimension
Asspecified
ENGINE
Asspecified
TRANSMISSION
GM
Transmissionmake
Asspecified
CNGFUELSYSTEM
fuelcapacity:30
Greenkraft
FuelSystemManufacturer:
Greenkraft
FuelSystemInstaller:
QuantumTypeIV
Makeandtypeoftanks:
lifeexpectancy:20
additionalcostfor20yeartanksincluded
1,30GGEapprox
#oftanksandtotalcapacity
ITTHPNGV3823012
Makeandmodelofhighpressureregulator
AirBrakes
BRAKES
GVWR Asspecified
TIRES Asspecified
225/70R19.5"
Size
Asspecified
DUMPBODYANDHOIST
Asspecified
BODYMATERIAL
HOIS Asspecified
T
Asspecified
BEDTARPSYSTEM
Asspecified
TRAILERHITCH
Asspecified
CAB
Asspecified
SAFETY
TWOWAYRADI Shippedloose
O
Asspecified
COLOR
Asspecified
KEYS
Asspecified
DMVREGISTRATION
WARRANTYANDSERVICING Asspecified
MISCELLANEOU Asspecified
S
Asspecified
DELIVERYREQUIREMENTS
BID#:4240BIDRESULTSBIDCLOSEDATE:4/7/1
6
THORSONGMCTRUCK&BUICKMOTORCOTOM'STRUCKCENTER
BIDDESCRIPTION:
PASADENA,CSANTAANA,C
AA
TWO(2)NEWANDUNUSEDCURRENTMODELYEARORNEWER,4YARDCNGDUMPTRUCKS
SPECIFICATIONCSPECIFICATIONC
DESCRIPTIONQTYUNITPRICEEXTENDEDPRICEQTYUNITPRICEEXTENDEDPRICE
NEWANDUNUSED,CURRENTMODELYEARORNEWER,4YDDUMPTRUCK,COMPLETEWITHALLCOMPONENTSASSPECIFIED 22$78,086.00$156,172.00
TRAINING INCLUDEDINCLUDED
Ϋht9w!hw{INSTRUCTIONMANUAL 66INCLUDEDINCLUDED
*SHOPSERVICE/REPAIRMAINTENANCEMANUALS 22INCLUDEDINCLUDED
*COMPLETEWIRINGDIAGRAMS 11INCLUDEDINCLUDED
Ϋa!b C!/ w9w{PRODUCTLITERATUREWITHSPECIFICATIONSONALLCOMPONENTS.11INCLUDEDINCLUDED
NOBID.
*PREVENTATIVEMAINTENANCESCHEDULES 11INCLUDEDINCLUDED
PRICINGANDCARBCERTSNOTAVAILABLEFOR2017FORD
SUBTOTAL$156,172.00
F550CHASSIS
SALESTAX(9.5%)taxamountcorrected$14,836.34
WARRANTY 22INCLUDEDINCLUDED
TIREFEE 22$7.50$15.00
DELIVERY 22$
OTHER 22$109.00$218.00
(PLEASEDESCRIBE)DMVDMV
GRANDTOTA$171,241.34
L
Ifanincentivediscountprogramhasbeenincludedinthequotedprice,pleasedescribebelow:
3years36,000Base5yrs75,000Powertrain
Pleaseindicateallwarrantiesapplicabletothispurchase
160
Pleasestateguaranteeddeliverydate:___Days(Afterreceiptoforder)
IfadditionalfeeswereindicatedinPricingSection,pleasedescribebelow:
Percentdiscountoffofmanufacturer'spricelist 0%
Net30
PaymentTerms
Confirmed
ADDITIONALPURCHASESOFVEHICLESconfirmacknowledgement
BIDDER'SEXCEPTIONS/RESPONSEBIDDER'SEXCEPTIONS/RESPONSE
SPECIFICATIONS
SPECIFICATIONS Noresponse
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