HomeMy WebLinkAboutStaff Report 3.B 9/15/2014(9)
DATE:
TO:
FROM:
September 15, 2014
Honorable Mayor and Members of the City Council through City Manager
Dan St. John, RASCE — Director, Public Works and Utilities
Leah G. Walker, P.E. — Environmental Services Manager
SUBJECT: Resolution Approving Award of Purchase Order to Henry Curtis Ford for One
Maintenance Truck with Service Body for the Ellis Creek Water Recycling
Facility in the Amount of $82,032.84 and Authorizing the City Manager to
Execute all Documents Necessary to Complete the Purchase.
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Approving Award of
Purchase Order to Henry Curtis Ford for One Maintenance Truck with Service Body for the Ellis
Creels Water Recycling Facility in the Amount of $82,032.84 and Authorizing the City Manager
to Execute all Documents Necessary to Complete the Purchase.
BACKGROUND
The maintenance staff at the Ellis Creek Water Recycling Facility, consisting of a senior
mechanical maintenance technician and two mechanical technicians, are responsible for
maintaining and repairing equipment at the wastewater treatment plant, oxidations ponds,
recycled water pump stations and sewage pump stations. The service vehicle assigned to the
maintenance staff includes a 1997 Ford F-250. The F-250 is experiencing mechanical problems,
which if kept in service, will require expensive engine, transmission and front end repairs. In
addition, the service body on the F-250 does not support maintenance activities. At the time of
replacement, staff will reassign the F-250 to a lower value purpose or declare the vehicle as
surplus. If declared surplus, the vehicle will be sold at auction.
DISCUSSION
The Public Works and Utilities Department developed specifications for a maintenance truck,
and conducted a competitive bidding process in compliance with Petaluma Municipal Code
Section 4.04.080. The City issued an Invitation to Bid on July 31, 2014. Bids were due to the
City Clerk's office on August 13, 2014, at 3:30 PM. Bids were received from Henry Curtis Ford
located in Petaluma, California, and Downtown Ford Sales located in Sacramento, California.
Agenda Review:
City Attorney Finance Director
City Manager 1
The new maintenance truck will be a 2014 or newer model year F-550 equipped with a standard
gasoline 6.8L VI 0 engine. The eleven foot long service body is an IMT Dominator model with a
21 inch workbench bumper. Accessories integrated into the compartments of the service body
include a mechanic's chest of drawers, bolt bins, shelving and a self -retracting air hose reel. A
pipe rack, air compressor and 120V/240V generator will be mounted onto the service body.
Henry Curtis Ford was selected as the lowest responsive bidder. The two bids are shown in the
table below.
Company Bid Total
Downtown Ford Sales $83,719.61
Sacramento, CA
Henry Curtis Ford $82,032.84
Petaluma, CA
FINANCIAL IMPACTS
The purchase of the one maintenance truck is $82,032.84. The maintenance truck was budgeted
for purchase in FY 14/15 in the amount of $65,000. Sufficient monies are budgeted in the
wastewater cost center 66700 under other account items to support this purchase, and will be
transferred to account number for vehicles, 6600.66700.62220, with Council's approval of this
request.
The surplus value of the existing 1997 Ford F-250 is nominally estimated at less than $5,000.
ATTACHMENTS
Resolution
Attachment 1
RESOLUTION APPROVING AWARD OF PURCHASE ORDER
TO HENRY CURTIS FORD FOR ONE MAINTENANCE TRUCK
WITH SERVICE BODY FOR THE ELLIS CREEK WATER RECYCLING FACILITY
IN THE AMOUNT OF $82,032.84 AND AUTHORIZING THE CITY MANAGER TO
EXECUTE ALL DOCUMENTS NECESSARY TO COMPLETE THE PURCHASE
WHEREAS, the City of Petaluma seeks to purchase a maintenance truck with service body to
provide a mobile maintenance platform for the Ellis Creek Water Recycling Facility; and
WHEREAS, the City conducted a competitive bidding process for the maintenance truck in
compliance with Petaluma Municipal Code section 4.04.080 by preparing, advertising and
soliciting bids to an Invitation to Bid for proposals to furnish the maintenance truck; and
WHEREAS, on August 13, 2014 the City Clerk opened the returned bids for the maintenance
truck and identified Henry Curtis Ford, Petaluma, California, as submitting the lowest responsive
bid, in the amount of $82,032.84; and
WHEREAS, staff has determined that Henry Curtis Ford is a responsible bidder; and
WHEREAS, the Public Works & Utilities Department will utilize budgeted funds from fiscal
year 2014/2015 to purchase the vehicle; and
WHEREAS, at the time of replacement, staff may consider reassignment of the 1997 Ford F-
250, VIN: 1FTHX25H6VEB69751, to a lower value purpose or declare the vehicle as surplus. If
declared surplus the vehicle will be sold at auction.
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby approves the purchase
of one maintenance truck with service body in the amount of $82,032.84 from Henry Curtis
Ford, Petaluma, California, and authorizes the City Manager to execute all necessary documents
to complete the purchase.