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 George Chevrolet for the Purchase of Three Budgeted Replacement Trucks for the Police Department in the Amount of $101,994.63 (Finance Director Moe).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council award Bid #1100-17 to George Chevrolet for the purchase of three trucks in the amount of $101,994.63.
Body
FISCAL IMPLICATIONS:
Funds totaling $153,595 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 $51,600 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. The vehicles being replaced are over 7 years old with mileage ranging from 70,400 to 95,000, and have reached the end of useful serviceability for the department’s purposes. These vehicles are used by the Parking and Animal Control (PACS) Division supporting traffic control, street closures for police activities as well as for animal welfare and safety. 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 #1100-17 to the lowest bidder, George Chevrolet, for the purchase of three Chevrolet trucks ($101,994.63).
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 2-3 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 #1100-17 Comparison for Vehicles (4)