SR 05-22-2018 3N
City Council
Report
City Council Meeting: May 22, 2018
Agenda Item: 3.N
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Street & Fleet Services
Subject: Award Bid to Bob Wondries Ford for Original Equipment Manufacturer Ford
Parts
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4311 to Bob Wondries Ford, a California-based company, for the
purchase and delivery of Ford Original Equipment Manufacturer (OEM) parts and
materials;
2. Authorize the Purchasing Services Manager to issue a purchase order with Bob
Wondries Ford for the purchase and delivery of Ford Original Equipment
Manufacturer (OEM) parts and materials in the amount not to exceed $110,822
for one year, with four additional one-year renewal options to extend on the same
terms and conditions, for a total amount not to exceed $554,110, with future year
funding contingent on Council budget approval.
Executive Summary
To ensure the safe and reliable operation of fleet vehicles, City staff utilizes a variety of
new parts manufactured by Ford to perform routine maintenance on all 348 City-owned
Ford vehicles. Staff recommends issuing a purchase order with Bob Wondries Ford for
the purchase and delivery of Ford Original Equipment Manufacturer (OEM) parts, for a
total amount not to exceed $554,110 over a five-year period, with future year funding
contingent on Council budget approval.
Discussion
The City purchases a variety of Ford OEM parts to replace worn and damaged parts on
most of the 348 Ford vehicles in the City fleet, including 115 Ford pickup trucks, 131
Crown Victoria model police sedans, and 51 Police Interceptor vehicles, which make up
a majority of the City’s Ford vehicle inventory. Since the expiration of the previous
vendor’s bid on June 30, 2017, the City has been purchasing OEM Ford parts from
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several local vendors, pending the award of bid #4311. Due to workload and priorities,
staff were not able to complete the bid prior to the expiration of the renewal options.
Vendor Selection
On March 21, 2018, the City published Notices Inviting Bids to furnish and deliver Ford
OEM parts 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. Eleven vendors
downloaded the bid. Three bids were received and publicly opened on April 4, 2018.
The results are as follows:
Bob Wondries Ford $34,181.83
Vista Ford Lincoln $37,181.84
Airport Marina Ford $41,296.19
Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, ability to deliver, quality of product, and compliance with City specifications.
Bob Wondries Ford provided the overall lowest bid, offered no freight charges for both
in-stock and non-stocked items, and submitted the lowest markup on list price at 2.5%,
compared to a 10% markup from other bidders. Based on these criteria, Bob Wondries
Ford, the lowest bidder, is recommended as the best bidder.
Financial Impacts and Budget Actions
The purchase order to be awarded to Bob Wondries Ford is for an amount not to
exceed $554,110. Funds in the amount of $26,620 are available in the FY 2017-18
budget in the Public Works Department. The purchase order will be charged to account
54459.522990. Future year funding is contingent on Council budget approval.
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Prepared By: Ryan Kraemer, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Bob Wondries Ford Oaks Form