SR 01-08-2019 3B
City Council
Report
City Council Meeting: January 8, 2019
Agenda Item: 3.B
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Street & Fleet Services
Subject: Award Bid to Frontier Ford for Up to Three 4-Yard Dump Trucks
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4359 to Frontier Ford, a California-based company, for the purchase
and delivery of up to three 4-yard compressed natural gas (CNG) dump trucks for
the Public Works Department;
2. Authorize the Procurement Manager to issue a purchase order with Frontier Ford
for the purchase and delivery of two 4-yard CNG dump trucks in the amount not
to exceed $196,336, with future year funding contingent on Council budget
approval; and
3. Authorize the Procurement Manager to issue any necessary change orders to
the purchase order in an amount not to exceed $98,168 for the purchase of up to
one additional vehicle within 12 months after receipt of the purchase order, at the
same price terms and conditions, to replace additional vehicles identified as
needing replacement or those vehicles damaged beyond repair during the course
of City business. This would result in a revised purchase order total amount not
to exceed $294,504, with future year funding contingent on Council budget
approval.
Summary
City staff use dump trucks to transport equipment and materials to various project sites
citywide. This purchase would replace two vehicles used by the Street Maintenance
Section that have reached the end of their cost-effective useful lives through the Vehicle
Replacement Program. In addition, authorization to purchase one more dump truck is
being requested to replace a unit that may be identified as a candidate for replacement
or may be potentially damaged beyond repair during City activities within the next 12
months. Staff recommends Frontier Ford as the lowest and best bidder for the purchase
and delivery of up to three 4-yard dump trucks for a total amount not to exceed
$294,504. This purchase meets the goals of the City’s Sustainable Fleet Policy by
utilizing vehicles powered by compressed natural gas (CNG).
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Discussion
The two 4-yard dump trucks used by the Street Maintenance Section are used on a
daily basis for the maintenance, repair and replacement of City streets, sidewalks, curbs
and gutters, and alleys. Staff use the trucks to haul various types of materials, such as
hot asphalt, broken concrete, roots, dirt, grass, soil, crushed miscellaneous base,
broken water meter boxes, and new water meter boxes. These trucks are also used to
haul tools, small equipment, and traffic delineation equipment and signage to and from
work sites. They tow trailers that carry equipment such as skid steers, small asphalt
rollers, and electronic traffic message boards.
The 4-yard dump trucks have a cost-effective useful life of 10 years. The two dump
trucks that would be replaced are listed in the vehicle data table below, which shows the
vehicle unit number, model year, age, original cost, total maintenance cost over the life
of the vehicle, and the percentage of the original cost that the maintenance cost has
reached.
Unit # Year Age Original Cost Total Maintenance
Cost
% Maintenance Cost to Original
Cost
15748 2001 17 $58,085 $114,946 198%
15754 2001 17 $58,085 $74,056 128%
Vendor Selection
Bid Data
Bid Posting Date Bid Posted On
Bid Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
09/27/2018 City's Online
Bidding Site
Santa Monica Daily
Press 16 4 10/17/2018
Submittals Received Selection Criteria
Frontier
Ford $196,336 Municipal Code SMMC 2.24.072
South Bay
Ford Lincoln
Mercury
$207,391
Evaluation Criteria Price, previous experience, ability to deliver, quality of
product, and compliance with City specifications.
GreenKraft,
Inc. $220,390
Transwest
Truck Center $235,089
Best Bidder Frontier Ford
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Financial Impacts and Budget Actions
Staff seeks authority to award a purchase order with Frontier Ford for the purchase and
delivery of up to three 4-yard CNG dump trucks.
Purchase Order Request
Request Amount
FY 2018-19 Budget
CIP Account #
Total Purchase Order
Amount
$294,504 C7000010.689000 $294,504
Future year funding is contingent on Council budget approval.
Prepared By: Ryan Kraemer, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Frontier Ford Oaks Initiative Disclosure Form
Best Bidder Justification
Frontier Ford is the best and lowest bidder, offering up to three 4-yard CNG dump trucks
that substantially meet the bid specifications, including a Ford gaseous-fuel prepped
engine (CNG compatible), supplying higher than the minimum payload requested, and
providing the brand of dump body requested, at the lowest price. These vehicles use
CNG fuel which is consistent with the City’s Sustainable Fleet Policy.