SR 07-25-2017 3M
Ci ty Council
Report
City Council Meeting : July 25, 2017
Agenda Item: 3.M
1 of 5
To: Mayor and City Council
From: Susan Cline, Director , Public Works, Street & Fleet Services
Subject: Bid Award for the Purchase of Two Compressed Natural Gas Sign Trucks
and One Compressed Natural Gas Asphalt Tool Truck
Recommended Action
Staff recomm ends that the City Council:
1. Award Bid #4278 to Raceway Ford, a Michigan -based company, for the
purchase and delivery of two Compressed Natural Gas Sign Trucks;
2. Authorize the Purchasing Services Manager to issue a purchase order with
Raceway Ford for the purchase and delivery of two Compressed Natural Gas
Sign Trucks in an amount not to exceed $307,832.
3. Award Bid #4279 to Los Angeles Freightliner, an Oregon -based company, for the
purchase and delivery of one Compressed Natural Gas Asphalt Tool Truck ;
4. Authorize the Purchasing Services Manager to issue a purchase order with Los
Angeles Freightliner for the purchase and delivery of one Compressed Natural
Gas Asphalt Tool Truck in an amount not to exceed $287,235 .
Executive Summary
This purchase woul d replace two sign trucks and one asphalt tool truck that have
reached the end of their cost -effective useful lives through the Vehicle Replacement
Program. The sign trucks are primarily used for maintenance and replacement of
approximately 35,000 signs th roughout the city . The asphalt tool truck is primarily used
for major asphalt construction projects, including alley reconstruction projects and the
rubberized slurry project . In June 2017, the City solicited bids for the purchase of two
Compressed Natural Gas (CNG) Sign Trucks and one CNG Asphalt Tool Truck. Staff
recommends Raceway Ford as the best and lowest bidder for the purchase and delivery
of two CNG Sign Trucks in an amount not to exceed $307,832 and staff recommends
Los Angeles Freightliner as the best and lowest bidder for the purchase and delivery of
one CNG Asphalt Tool Tr uck in an amount not to exceed $287,235 . This purchase
meets the goals of the City’s Reduced -Emissions Fuels Policy by utilizing vehicles
powered by compressed natural gas.
2 of 5
Di scussion
The City replaces vehicles that have reached the end of their cost -effective useful life
based on age, mileage, and repair history in accordance with the Vehicle Replacement
Program. This purchase would replace three vehicles in the Street and Fle et Services
Division. The existing vehicles have a cost -effective useful life span between of 10 to 12
years based on industry standards, utilization, and the environment in which they are
operated. The existing vehicles to be replaced were purchased betwe en 1995 and 2002
and are between 15 and 22 years old.
Vehicle Data
The vehicle data table below shows the vehicle unit number, model year, cost -effective
useful life, age, replacement fiscal year, original cost, total maintenance cost over the
life of th e vehicle, and the percentage of the original cost that the maintenance cost has
reached.
Unit(s) Year Asset
Life
Age Replacement
FY
Original
Cost
Total
Maintenance
Cost
% Note
15209 1995 10 22 2007 $66,983 $75,899 113% Sign Truck
15590 2000 10 17 2011 $50,968 $83,869 165% Sign Truck
15779 2002 12 15 2015 $137,663 $104,982 76% Tool Truck
The CNG asphalt tool truck is used within the Street Maintenance section to support the
asphalt crew. The crew is responsible for all major asphalt construction projec ts,
including alley reconstruction projects and the annual rubberized slurry project . T hey
also assist the concrete crew with the pervious concrete installation project . The asphalt
tool truck is needed in order to complete over twenty alley segments annua lly. The
asphalt tool truck carries all tools necessary for the asphalt crew’s operation including,
but not limited to, asphalt rakes, shovels, brooms, vibratory plates, a water tank, a
wheelbarrow, a tack oil system, a generator, and jackhammers.
The two sign trucks would assist the Street Signs and Markings section with the
maintenance and replacement of approximately 35,000 signs throughout the city. Each
vehicle is used by two staff members who work an overlapping full -time schedule. One
3 of 5
sign truck is used primarily for eme rgency response requests initiated by the Police
Department when poles and signs are knocked down due to auto accidents, vandalism,
etc., requests from residents , and Government Outreach request s. It is also used for the
installation of new signs initiated by Traffic E ngineering through the work order system
and the maintenance of signs along the Los Angeles M arathon route.
The second truck would be used to support all previously stated activities , if need be,
but would concentrate m ostly on providing support for the crew responsible for replacing
all faded street signs within the city’s sixteen zoned sign markings area s . Both trucks
would carry all required tools inc luding, but not limited to, 10 -foot and 12 -foot sign poles ,
all type s of street and parking signs , some street marking paint, drills, bolts, a generator,
and a jackhammer.
This purchase meets the goals of the City’s Reduced -Emissions Fuels Policy by utilizing
vehicles powered by compressed natural gas, which reduces emiss ions.
Example of a CNG Asphalt Tool Truck
4 of 5
Example of a CNG Sign Truck
Vendor Selection
In June 2017, the City published Notices Inviting Bids to furnish and deliver two CNG
Sign Trucks and one CNG Asphalt Tool Truck, in accordance with City specifi cations.
The bids were 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. Thirteen vendors downloaded the bid for two CNG Sign Trucks. Fiftee n
vendors downloaded the bid for one CNG Asphalt Tool Truck. Two bids were received
and publicly opened on June 13, 2017, per Attachment A, for two CNG Sign Trucks.
One bid was received and publicly opened on June 14, 2017, per Attachment B, for one
CNG As phalt Tool Truck. Staff conducted additional outreach to vendors who
downloaded the bid to see why they did not submit a bid; one response was received.
The vendor stated the specifications were not clear enough and that they ran out of time
to submit thei r bid. Vendors are given the opportunity to ask questions to clarify any bid
posting. The vendor did not submit any questions during the time the bid was posted on
PlanetBids from May 31, 2017 through June 14, 2017.
Staff recommends Raceway Ford as the b est bidder for the purchase and delivery of
two CNG Sign Trucks as required by Fleet Management . 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. Raceway Ford is the lowest bidder and meets
specifications:
Bidder Qty/Yr/Make/Model/Description Bid Price
5 of 5
Raceway Ford (2) 2017 Ford F -550 CNG Sign Trucks $307,832
[$153,916 per truck]
Transwest Truck Center, LLC (2) 2017 Ford F -550 CNG Sign Trucks $321 ,930
[$160,965 per truck]
Staff recommends Los Angeles Freightliner as the best bidder for the purchase and
delivery of one CNG Asphalt Tool Truck as required by Fleet Management. The
purchase price for this vehicle includes a municipal discount. 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.
Financial Impacts and Budget Actions
The purchase order to be awarded to Raceway Ford is for an amount not to exceed
$307,832. Funds are available in the FY 2017 -18 Capital Improvement Program budget
in account C540167.589200.
The purchase order to be awarded to Los Angeles Freightliner is for an amount not to
exceed $287,235 . Funds are available in the F Y 2017 -18 Capital Improvement Program
budget in account C540167.589200.
Prepared By: Heidi Duran, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Bid No. 4278 Bid Results
B. Bid No. 4279 Bid Results
C. Freightliner Oaks
D. Oaks Form - Ra ceway Ford
ATTACHMENT A
BID CLOSING DATE: 6/13/17
DESCRIPTIONQTYUNIT PRICEEXTENDED PRICEUNIT PRICEEXTENDED PRICE
NEW AND UNUSED, CURRENT MODEL YEAR
OR NEWER, FORD F550 HEAVY ‐DUTY PICKUP
TRUCK, OR EQUAL, WITH A UTILITY SERVICE
BODY AS SPECIFIED.
2 $ 139,476.00 $ 278,952.00 $ 145,995.00 $ 291,990.00
*OPERATOR’S INSTRUCTION MANUAL2 INCLUDED INCLUDED INCLUDED INCLUDED
*LUBRICATION INSTRUCTIONS2 INCLUDEDINCLUDED INCLUDED INCLUDED
*SHOP MAINTENANCE MANUALS2 INCLUDED INCLUDED INCLUDED INCLUDED
*ILLUSTRATED PARTS BOOK2 INCLUDEDINCLUDED INCLUDED INCLUDED
*ELECTRIC WIRING SCHEMATIC2 INCLUDED INCLUDED INCLUDED INCLUDED
STANDARD WARRANTY1 N/CN/CINCLUDEDINCLUDED
EXTENDED WARRANTY (IF OFFERED) 1 N/AN/A
TRAINING1 150.00 $ 150.00 $ INCLUDEDINCLUDED
TIRE FEE 1 1.75 $ 12.25 $ 10.50 $ 10.50 $
DELIVERY1 125.00 $ 125.00 $ INCLUDEDINCLUDED
OTHER (PLEASE DESCRIBE)1 ‐ ‐ N/AN/A
PAYMENT TERMS NET 30
180 TO 240 DAYS ARO
FORD HAS ALWAYS ALLOWED MUNICIPALITIES
"FLEET" DISCOUNTS ON SINGLE UNIT PURCHASES
OR MULTI PURCHASES WHICH WOULD NOT BE
NORMALLY AVAILABLE TO THE
GENERAL PUBLIC ON A SINGLE UNIT PURCHASE.
210 TO 365 DAYS ARO
IF AN INCENTIVE DISCOUNT PROGRAM HAS BEEN
INCLUDED IN THE QUOTED PRICE, PLEASE DESCRIBE
BELOW
INCLUDED
IF ADDITIONAL FEES WERE INDICATED ABOVE, PLEASE
DESCRIBE BELOW
PLEASE EXPLAIN THE EXTENDED WARRANTY OFFERED,
IF AVAILABLE. PLEASE INCLUDE INFORMATION ON THE
LENGTH OF THE EXTENDED WARRANTY AND THE
SYSTEMS THAT ARE COVERED
‐
CONTACT DEALER ‐ THERE ARE OVER 37 DIFFERENT
PLUS ANSWERS
RACEWAY FORD
RIVERSIDE, CALIFORNIA
SUBTOTAL
SALES TAX (10.25%)
GRAND TOTAL
Purchasing Section
1717 Fourth Street, Suite 250
Santa Monica, CA 90401
Telephone: 310 ‐458 ‐8281
Fax: 310 ‐393 ‐6142
BID NO: 4278
BID DESCRIPTION: CNG FORD F550 HEAVY ‐DUTY PICKUP TRUCK
PRICING
TRANSWEST TRUCK CENTER LLC
FONTANA, CALIFORNIA
MODEL QUOTED2017 FORD F550 ‐FSG 2017 FORD F550
NOTES
$ 278,952.00
28,592.58 $
CITY NOTE: VENDOR DID NOT INCLUDE SALES TAX
WHEN CALCULATING TOTAL. VENDOR TOTAL GIVEN
AS: $279,239.25. VENDOR NOTE: TIRE FEE SEVEN
EACH
$ 291,990.00
29,928.98 $
‐
$ 307,831.83 321,929.48 $
CONTACT DEALER
NO ADDITIONAL FEES INCLUDED
NO ADDITIONAL WARRANTIES ARE OFFERED AT
THIS TIME
YES
PLEASE STATE GUARANTEED DELIVERY DATE
ATTACHMENT B
Line Items for Project CNG TOOL TRUCK (4279)
Issued on 05/31/2017
Bid Due on June 14, 2017 3:00 PM (Pacific)
Item
NumSectionItem Desc
Unit Of
MeasureQuantityUnit PriceComment
1Pricing
New and unused Asphalt Tool Truck, complete with all
components as specifiedEach1 250,390.00 $
Model: Current model year or newer AutoCar Xpert
ACMD cab over chassis, or equal
Year: 2018 Make: Autocar Model: ACMD42 GVWR:
33,000 lb Cab to Axle: 122" from back of CNG tank to
center of rear axle (useable)
2PricingCummins Near Zero EngineEach1 9,500.0 0 $
3PricingOperator's instruction manualEach3 INCLUDED
4PricingLubrication instructionsEach2 INCLUDED
5PricingShop maintenance manualsEach2 INCLUDED
6PricingIllustrated parts bookEach2 INCLUDED
7PricingElectric wiring schematicEach1 INCLUDED
8SUBTOTAL 259,890.0 0 $
9PricingSales Tax (10.25%)Lump1 26,638.73 $
10PricingWarrantyEach1 695.0 0 $
11PricingTire FeeEach1 10.50 $
12PricingDeliveryEach1 INCLUDED
13PricingOther (please describe in comments)Lump sum1 INCLUDED
GRAND TOTA L 287,234.23 $
14Requirements
If an incentive discount program has been included in the
quoted price, please describeQuestionAutocar "Municipal Discount" has been applied
15RequirementsIf additional fees were indicated above, please describeLump sumNo Additional Fees were included
16Requirements
Please explain the extended warranty offered, if available.
Please include information on the length of the extended
warranty and the systems that are coveredQuestion
Allison Transmission Warranty is as requested in the
bid pages page 6 of 17 of truck specification
17Requirements
Please state guaranteed delivery date: __________ Days
(After receipt of order)Question180 ‐ 240
18
Additional
purchases of
vehicles:
The City reserves the right to purchase up to one (1) additional
unit(s) as specified herein beyond the quantities indicated (1) for a
period of one year from the date of this bid award, or (2) prior to
the manufacturer's order cut ‐off date for the desired unit(s),
whichever date occurs first (the "Option Period"). If the City
exercises this right, the initial bid prices shall remain firm, unless
during the Option Period there is a decrease in general published
manufacturer's price change OR a general market change, as
evidenced by prices paid by other governmental entities or private
organizations. Within thirty (30) calendar days of such a decrease
in price, a successful bidder shall have an AFFIRMATIVE DUTY to (1)
notify the City; and (2) to extend the full decrease to the City.
Failure of a successful bidder to notify the City and/or extend such
decrease(s) may be considered a breach of contract. Please initial
to confirm acknowledgement of this clause: _________QuestionOK ‐CB
19Requirements
Payment discounts of twenty (20) or more days will be
considered in award of bid. The City will not take discounts,
which are not earned. Payment Terms (Enter payment
discount terms; otherwise net thirty (30) days will apply.QuestionTerm Net 30 Days
20Requirements
Percent discount off of manufacturer's price list for related
miscellaneous items such as floor mats, additional manuals:
% to %.Question7% to 23%
Business License
Required Yes
Oaks Form Incomplete
PlanetBids:
Vendor Notifications: 613
Vendor Downloads: 15
Whittier, CA
Los Angeles Freightliner