TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, Interim City Manager
FROM:
Steve S. Charelian, Acting Finance Director
Gwen Eng, Purchasing Manager
Mike Grafton, Equipment Maintenance Supervisor
SUBJECT:Title
Award of Bid #1149-18 to Raceway Ford for the Purchase of One Budgeted Replacement Truck for the Public Works Department in the Amount of $53,810.92 (Acting Finance Director Charelian).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council award Bid #1149-18 to Raceway Ford for the purchase of one budgeted replacement truck (Ford F350) in the amount of $53,810.92.
Body
FISCAL IMPLICATIONS:
Funds totaling $71,135 are budgeted in the fiscal year (FY) 2017-2018 Fleet Management Fund for the purchase and equipping of this vehicle. The remaining budgeted Fleet Management funds of $17,324.08 will be used to procure graphics and communications equipment necessary for this vehicle. The total cost is expected to be within the budgeted amount.
BACKGROUND:
The fiscal year (FY) 2017-2018 budget includes funding for the replacement of 15 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 one replacement truck for the Public Works Department - Water Division. The truck being replaced is over 10 years old with mileage 41,000 and has reached the end of useful serviceability for the department’s purposes. The buildout for the new truck includes a crane for valve repair, and it will be the only vehicle in this division that is capable of lifting 2,000 pounds, which is needed for valve replacement and water main breaks. Other vehicles in the fleet can lift up to 1,000 pounds, which is insufficient for those incidents. The selection of the replacement vehicle has been approved by the using department and the City’s Equipment Maintenance Supervisor.
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 for this vehicle. 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 #1149-18 to the lowest bidder, Raceway Ford, for the purchase of one Ford F350 with utility body ($53,810.92).
If this purchase is approved, the existing vehicle will be declared surplus and sent to auction for the highest attainable value. The new vehicle will arrive in approximately 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 #1149-18 Comparison for Ford F350 with Utility Body