TO:
Honorable Mayor and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Jim Arndt, Public Works Director
Bruce Moe, Finance Director
Gwen Eng, General Services Manager
SUBJECT:Title
Award of Bid for the Purchase of Five Budgeted Ford Replacement Vehicles for the Public Works and Police Departments from South Bay Ford ($26.313.37), Villa Ford ($61,248.64) and North County Ford ($65,997.99); and Award of Order to South Bay Regional Public Communications Authority to Equip the Vehicles ($67,231).
APPROVE
Line
_____________________________________________________________________
Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
a) Split the award of Bid #917-13 to South Bay Ford ($26,313.37) for the purchase of one Explorer; Villa Ford ($61,248.64) for two Police Interceptor Explorers; and North County Ford ($65,997.99) for two C-Max Energi plug-in electric vehicles;
b) Waive formal bidding per Municipal Code Section 2.36.140 (waivers) for equipping the five vehicles; and
c) Award an order in the amount of $67,231 to South Bay Regional Public Communications Authority for the equipping the five vehicles.
Body
FISCAL IMPLICATIONS:
Funds totaling $236,000 are budgeted in the fiscal year (FY) 2012-2013 Fleet Management Fund for the purchase and outfitting of these vehicles. The cost to purchase these vehicles is $153,560. Outfitting the vehicles with the necessary electronics and equipment costs $67,231. The total cost for the vehicles and equipment is $220,791.
DISCUSSION:
The FY 2012-2013 budget includes the replacement of 61 vehicles in the City's fleet. The list includes a wide variety of vehicles and equipment that need to be replaced in order to maintain service levels, reduce repair costs and provide for cost-effective fleet operations. The list represents several "catch-up" years when the fleet was not actively replaced due to budget constraints. Where possible and practical, alternative fuel vehicles have been selected.
Vehicles
Those vehicles being recommended for purchase at this time include:
1. Two replacement Police K-9 vehicles. The new units will be Police Interceptor Explorers;
2. One replacement vehicle, an Explorer, for the Police Department's Detective Bureau;
3. One replacement vehicle, C-Max electric, for the Police Department's Parking and Animal Control;
4. One replacement vehicle, C-Max electric, for the Public Works Department's Maintenance Superintendent.
A total of nine bid responses were received. The bid comparison in Attachment 1 shows the aggregate price, including sales tax, payment discounts and other fees, for each of the models indicated. The low bid is in bold lettering. Based on these bids, staff recommends that the City Council split the award of Bid #917-13 to the lowest responsible bidder for each model: South Bay Ford ($26,313.37) for one Explorer; Villa Ford ($61,248.64) for two Police Interceptor Explorers; and North County Ford ($65,997.99) for two C-Max Energi plug-in electric vehicles. If this purchase is approved, the existing units will be retired and sent to auction. The new units will arrive in approximately 3-4 months.
Vehicle Equipment
The City is a member agency of the South Bay Regional Public Communications Authority (RCC). In addition to providing 9-1-1 emergency dispatching, they also outfit City vehicles with the necessary electronics and equipment. As a member agency, no labor is charged and parts are at cost. Consequently, the cost of having RCC perform service is less expensive than outside contractors.
Another benefit to using RCC is that their staff stays current with new innovations that occur in the industry and products are field tested before a recommendation is made. The standardized installation of components in the City's vehicles benefits City staff as they move from one car to the next, since the equipment is always in the same location (using other installers may result in different configurations and variations from the standardized set up). It also aids our fleet maintenance staff with troubleshooting since each vehicle is set up exactly the same. Finally, RCC's staff maintains and repairs this equipment until it is retired, performs on-site service, and keeps backup components, which lessens vehicle downtime.
For these reasons, staff recommends that the City Council waive formal bidding and award an order to RCC in the amount of $67,231to outfit the five Ford vehicles recommended for purchase. The equipment will be installed when the ordered vehicles arrive.
CONCLUSION
Staff recommends that the City Council:
a) Split the award of Bid #917-13 to South Bay Ford ($26,313.37) for the purchase of one Explorer; Villa Ford ($61,248.64) for two Police Interceptor Explorers; and North County Ford ($65,997.99) for two C-Max Energi plug-in electric vehicles;
b) Waive formal bidding per Municipal Code Section 2.36.140 (waivers) for equipping the five vehicles; and
c) Award an order in the amount of $67,231 to South Bay Regional Public Communications Authority for the equipping the five vehicles.
Attachment:
1. Bid #917-13 Comparison for Ford Vehicles (5)