HomeMy WebLinkAboutStaff Report 5.C 09/14/2015Agenda Item #5.0
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DATE: September 14, 2015
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St: Jo 9Sft — Director, Public Works and Utilities
Kent Cafothers, P.E. — Operations Manager
SUBJECT: Resolution Approving Award of Bid to Henry Curtis Ford of Petaluma for Three
Maintenance Trucks with Service Bodies in the Amount of $254,493 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 Bid
to Henry Curtis Ford of Petaluma for Three Maintenance Trucks with Service Bodies in the
Amount of $254,493 and Authorizing the City Manager to Execute all Documents Necessary to
Complete the Purchase.
BACKGROUND
The Public Works & Utilities Department currently has three service maintenance trucks that are
reaching the end of their useful life. The need to replace these vehicles is based on their age, total
mileage, and maintenance history including anticipated maintenance in the near future. At the
time of replacement, staff will reassign the older vehicles to a lower value purpose or declare the
vehicles as surplus. If declared as surplus, in accordance with the City's surplus equipment
procedures, the vehicles will be sold at auction.
These three trucks support water and sewer maintenance activities in the field, including repair
and replacement of water lines, sewer lines and related appurtenances.
The three vehicles recommended for replacement are summarized below:
Vehicle #
Year
Model
Make
Mileage
566
2003
F -450
Ford
64,260
567
2003
F -450
Ford
75,101
568
2003
F -450
Ford
80,487
DISCUSSION
The Public Works and Utilities Department developed specifications for a service maintenance
truck. An Invitation to Bid (ITB) was issued on June 11, 2015. On July 1, 2015, two bids for the
three trucks were received as follows:
Name of Bidder
Business Location
Total Bid
Corning Ford
Corning, CA
$252,942
Henry Curtis Ford
Petaluma, CA
$254,493
The low bidder, Corning Ford, was found by City staff to be non - responsive in the bid proposal.
Corning Ford did not comply with Section 8.a of the ITB, which required the completion of all
pages (Section E, pages 16 -21, were missing). The following were listed exceptions to the Bid
specifications in their proposal:
• Work deck is 26" in lieu of 21"
• T- handles with stainless steel cups in lieu of power coated
• Gas shocks in lieu of spring loaded door stays
• Single fold down horizontal door in lieu of double overlapping doors
• Exclusion of the $.05 per mile for delivery charges based on approximately 500 miles
being placed on vehicles prior to their arrival in Petaluma.
A letter of non - responsiveness was issued to Corning Ford on July 23, 2015, which was sent
registered mail. To date, there has been no contact from Corning Ford.
The lowest responsive bidder is a local auto dealer who has met all the specifications as outlined
in the ITB; therefore, we are recommending the award of contract for the vehicles to Henry
Curtis Ford of Petaluma.
The new service maintenance trucks will be 2015 or newer model year Ford F -550 equipped
with a standard gasoline 6.8L V10 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 and are included in the purchase price.
FINANCIAL IMPACTS
The purchase price of the three service maintenance trucks is $254,493. These trucks were
budgeted for purchase in FY 14/15 in the amount of $90,000 each. $271,250 was budgeted and
available in the Water cost center, 6700.67700.62220, and Wastewater cost center
6600.66200.62210, for this purpose. The funds were not included in the FY 15/16 budget. A 1St
quarter budget adjustment will be processed to transfer funds
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ATTACHMENTS
Resolution
Attachment 1
RESOLUTION APPROVING AWARD OF BID TO HENRY CURTIS FORD. OF
PETALUMA, CA. FOR THREE MAINTENANCE TRUCKS WITH SERVICE BODIES
IN THE AMOUNT OF $254,493 AND AUTHORIZING THE CITY MANAGER TO
EXECUTE ALL DOCUMENTS NECESSARY TO COMPLETE THE PURCHASE.
WHEREAS, the City of Petaluma seeks to purchase three maintenance trucks with
service bodies to provide a mobile maintenance platform for the Public Works and Utilities
Department; and
WHEREAS, the City conducted a competitive bidding process for the service
maintenance trucks in compliance with Petaluma Municipal Code section 4.04.080 by preparing
and distributing an Invitation to Bid to furnish three maintenance trucks with service bodies; and
WHEREAS, an Invitation to Bid was issued on June 11, 2015, and two bids were
received and opened on July 1, 2015 in accordance with applicable law, and
WHEREAS, Corning Ford of Corning, CA ( "Corning Ford "), was the apparent lowest
bidder; and
WHEREAS, Staff provided notice that Corning Ford's bid was non - responsive because
it failed to submit a complete response to the Invitation to Bid by failing to provide a bid that met
all specifications; and
WHEREAS, the lowest responsible bidder for the vehicles was submitted by Henry
Curtis Ford of Petaluma for $254,493; and
WHEREAS, the Public Works & Utilities Department will utilize budgeted funds from
fiscal year 2015/2016 to purchase the vehicle; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma:
1. Hereby approves the purchase of three maintenance trucks with service bodies in the
amount of $254,493 from Henry Curtis Ford of Petaluma, and authorizes the City
Manager to execute all necessary documents to complete the purchase.
2. At the time of replacement, Public Works Director may reassign the 2003 Ford F-
450's to a lower value purpose, or declare the vehicles as surplus to sell at auction.
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