TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Bruce Moe, Finance Director
Gwen Eng, Purchasing Manager
SUBJECT:Title
Award of Bid to Fairview Ford for the Purchase of Four Budgeted Replacement Vehicles for the Police and Public Works Departments in the Amount of $160,365.28 (Finance Director Moe).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council award Bid #1092-17 to Fairview Ford for the purchase of four vehicles in the amount of $160,365.28.
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FISCAL IMPLICATIONS:
Funds totaling $247,328 are budgeted in the fiscal year (FY) 2016-2017 Fleet Management Fund for the purchase and equipping of these vehicles. The remaining budgeted Fleet Management funds of $86,963 will be used to procure graphics and other safety and communications equipment necessary for these vehicles. The total cost is expected to be within the budgeted amount.
BACKGROUND:
The fiscal year (FY) 2016-2017 budget includes funding for the replacement of 12 vehicles in the City’s fleet that need to be replaced in order to maintain service levels, reduce repair costs and provide for cost-effective fleet operations.
DISCUSSION:
This purchase is for three replacement vehicles for the Police Department and one truck for the Streets Division in Public Works. The vehicles being replaced range in age from 8 to 23 years old and have reached the end of useful life.
For the Police Department, the vehicles consist of two Detective vehicles and one administrative vehicle, all capable of Code 3 response. For Public Works, the current single use street striping truck is being replaced with a multi-use utility vehicle which can be operated as a regular work truck in addition to street painting tasks.
Replacement of these vehicles is based on several factors including age, reliability and maintenance/repair costs. Maintenance costs for these vehicles are expected to escalate in future years. The selection of the replacement vehicles has been approved by the using department and the City’s Fleet Manager.
The Request for Bids was posted on the City’s website as well as BidSync, a public bid notification board. A total of three bid responses were received. The bid comparison (Attachment 1) lists the aggregate price, including sales tax, fees and payment discounts (the lowest bid is indicated in bold font). Based on these bids, staff recommends that the City Council award Bid #1092-17 to the lowest bidder, Fairview Ford, for the purchase of four Ford vehicles ($160,365.28).
If this purchase is approved, the existing units will be declared surplus and sent to auction for the highest attainable value. The new vehicles will arrive in approximately 3-4 months.
PUBLIC OUTREACH/INTEREST:
This bid was advertised on the City’s website as well as BidSync, a public bid notification board.
ENVIRONMENTAL REVIEW
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
Attachment:
1. Bid #1092-17 Comparison for Vehicles (4)