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Home My WebLink AboutStaff Report 3.H 01/09/20063.H CITY OF PETALUMA, CALIFORNIA January 9, 2006 AGENDA BILL Agenda Title: Meeting Date: Resolution Authorizing the Purchase of two new 2005 - 2006 / January 9, 2006 Standard Cab / 12ft Bed/ 165" Wheel Base/ Dual Rear Wheel/ Meeting Time: ❑X 3:00 PM Flatbed Trucks from East Bay Ford Truck, Oakland, in the amount ❑ 7:00 PM of $76,560.68. Category (check one): ® Consent Calendar ❑ Public Hearing ❑ New Business ❑ Unfinished Business ❑ Presentation Department: I Director: I Contact Person: Phone Number: Administrative Services I Steven Carmichael I Steven Carmichael 778-4323 Cost of Proposal: $76,560.68 Account Number: 3350-62220 Amount Budgeted: $77,000.00 Name of Fund: Vehicle and Equipment Replacement Fund Attachments to Agenda Packet Item: Resolution Invitation to Bid #06-006 - Two New 2005 - 2006 / Standard Cab / 12ft Bed/ 165" Wheel Base/ Dual Rear Wheel/ Flatbed Trucks (Attachment 1) Bid proposal from East Bay Ford Truck, Oakland (Attachment 2) Summary Statement: The Public Works Department identified a need to purchase two new 2005 - 2006 / Standard Cab / 12ft Bed/ 165" Wheel Base/ Dual Rear Wheel/ Flatbed Trucks. Invitation to Bid packages were sent to ten vendors, and an Invitation to Bid was printed in the Argus Courier. Three vendors responded with bids. These included Henry Curtis Ford, Petaluma at $73,461.60, East Bay Ford Truck, Oakland at $76,560.68, and Victory Commercial Truck Center, Oakland at $81,204.30. After reviewing the bids, staff recommends awarding the bid to second to the lowest bidder, East Bay Ford Truck, Oakland, in the amount of $76,560.68. This amount includes a $4,500.00, six year, 100,000 mile, base care extended warranty (covering both vehicles) with a $50.00 deductible (the only option available). The other bids were considered to be non-responsive because they omitted the electric, illuminated, telescoping side mirrors. These illuminated mirrors are a safety feature, adding high visibility on the outside of the vehicle, and adjustment capabilities inside the vehicle. Recommended Citv Council Action/Suggested Motion: Recommend the Council approve the authorization to purchase two new 2005 - 2006 / Standard Cab / 12ft Bed/ 165" Wheel Base/ Dual Rear Wheel/ Flatbed Trucks from East Bay Ford Truck, Oakland, in the amount of $76,560.68. Reviewed by Administrative _. Rev' w d by City Attornev: Atmro Citv Manager: Services Director: ® i2�30 'pj Date: `nljl �� Date: D e: P �1'yly� To av's ate. i' Revision # and Date Revised: File Code: Wednesday, December 28, 2005 # #06-006 Two New 2005 - 2006 / Standard Cab / 12ft Bed/ 165" Wheel Base/ Dual Rear Wheel/ Flatbed Trucks CITY OF PETALUMA, CALIFORNIA MONDAY, JANUARY 9, 2006 KITITIN, : - ' O t FOR RESOLUTION AUTHORIZING THE PURCHASE OF TWO NEW 2005 - 2006 / STANDARD CAB / 12FT BED/ 165" WHEEL BASE/ DUAL REAR WHEEL/ FLATBED TRUCKS FROM EAST BAY FORD TRUCK, OAKLAND, IN THE AMOUNT OF $76,560.68 1. EXECUTIVE SUMMARY: The Public Works Department identified a need to purchase two new 2005 - 2006 / Standard Cab / 12ft Bed/ 165" Wheel Base/ Dual Rear Wheel/ Flatbed Trucks. Invitation to Bid packages were sent to ten vendors, and an Invitation to Bid was printed in the Argus Courier. Three vendors responded with bids. These included Henry Curtis Ford, Petaluma at $73,461.60, East Bay Ford Truck, Oakland at $76,560.68, and Victory Commercial Truck Center, Oakland at $81,204.30. After reviewing the bids, staff recommended awarding the bid to second to the lowest bidder, East Bay Ford Truck, Oakland, in the amount of $76,560.68. This amount includes a $4,500.00, six year, 100,000 mile, base care extended warranty (covering both vehicles) with a $50.00 deductible (the only option available). The other bids were considered to be non-responsive because they omitted the electric, illuminated, telescoping side mirrors. These illuminated mirrors are a safety feature, adding high visibility on the outside of the vehicle, and adjustment capabilities inside the vehicle. 2. BACKGROUND: The Public Works Department's 1988 and 1993 flatbed trucks are in need of replacement. The 1988 truck was transferred to Public Works from the Water Resources and Conservation Department, and it has mileage in excess of 117,000 miles. The 1993 truck has over 63,000 miles. These miles do not reflect the many hours of engine idling associated with low speed, stop and go maintenance work, which impact the engine, eventually leading to overheating and stalling. Both of the trucks require major engine repair, and both are in need of body repair to the doors and interior cab. The Department intends to surplus the 1988 and 1993 trucks, and has worked closely with the City's Vehicle Maintenance staff on developing new specifications to maximize use of the vehicles and equipment being purchased. 3. ALTERNATIVES: Council could reject this request and give staff direction. 4. FINANCIAL IMPACTS: This will result in a Vehicle and Equipment Replacement Fund expenditure in the amount of $76,560.68. 5. CONCLUSION: Request City Council authorize the purchase of two new 2005 - 2006 / Standard Cab / 12ft Bed/ 165" Wheel Base/ Dual Rear Wheel/ Flatbed Trucks from East Bay Ford Truck, Oakland, in the amount of $76,560.68. 6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR COMPLETION: After Council approval, a purchase order will be issued to East Bay Ford Truck, Oakland. The Public Works Department will take delivery of the vehicle. 7. RECOMMENDATION: Approve the resolution authorizing the purchase of two new 2005 - 2006 / Standard Cab / 12ft Bed/ 165" Wheel Base/ Dual Rear Wheel/ Flatbed Trucks from East Bay Ford Truck, Oakland, in the amount of $76,560.68. RESOLUTION AUTHORIZING THE PURCHASE OF TWO NEW 2005 - 2006 / STANDARD CAB / 12FT BED/ 165" WHEEL BASE/ DUAL REAR WHEEL/ FLATBED TRUCKS FROM EAST BAY FORD TRUCK, OAKLAND, IN THE AMOUNT OF $76,560.68 WHEREAS, as part of the 2005-2006 Vehicle Replacement Program, the Public Works Department identified a need for two new 2005 - 2006, Standard Cab / 12ft Bed/ 165" Wheel Base/ Dual Rear Wheel/ Flatbed Trucks, and, WHEREAS, the ftmding for the new 2005 - 2006, Standard Cab / 12ft Bed/ 165" Wheel Base/ Dual Rear Wheel/ Flatbed Trucks is available from the Vehicle and Equipment Replacement Fund, and, WHEREAS, staff developed specifications and bids were solicited from responsible vendors, and, WHEREAS, after reviewing the bids, staff recommended that Council accept the second to the lowest bid from East Bay Ford Truck, Oakland, in the amount of $76,560.68. NOW, THEREFORE, BE IT RESOLVED that the City Council hereby authorizes the purchase of two new 2005 - 2006 / Standard Cab / 1211 Bed/ 165" Wheel Base/ Dual Rear Wheel/ Flatbed Tracks from East Bay Ford Truck, Oakland, in the amount of $76,560.68. 3tS•I-VU-34 T 3$•2$0.34 + SECTION D BID Total: 76.560.60 « ITB 06-006 The City of Petaluma, California desires to purchase two New 2005 - 2006 / Standard Cab / 12ft Bed/ 165" Wheel Base/ Dual Rear Wheel/ Flatbed Trucks, the minimum specifications and terms & conditions enclosed herein. This vehicle shall be current production model consisting of parts and materials that are the proper size, quality and design, and the intended purpose as herein defined. The manufacturer in accordance with these specifications shall install optional equipment. The vehicle shall meet or exceed the construction and performance specifications described. 1. Two New 2005 - 2006 /Standard Cab/ 12ft Bed/ 165" Wheel Base/ Dual Rear Wheel/ Flatbed Trucks MAKE 7 nu -A 2. DELIVERY (FOB Petaluma, California) 3. SALES TAX (Local 7.75%) 4. TOTAL Delivery Information: /0CU - ;)"_/U $ 3 .S •S •`5L -i. MODEL $ iJ�c S X753:3`f• calendar days after receipt of purchase order. The undersigned declares that before preparing their bid, they read carefully the specifications, terms and conditions, and requirements for Bidders and that their bid is made with full knowledge of the kind, quality and quantity of services and equipment to be famished, and their said bid is as stated on these pages. The undersigned offers and agrees, if this bid is accepted, within forty-five (45) calendar days from date of opening, to furnish any or all of the items upon which prices are offered at the price set opposite each item, delivered at the designated point(s) within the time specified. Discounts will be allowed for prompt payment: -_Z__) percent, 10 calendar days; d percent, 20 calendar days; der i percent, 30 calendar days. SIGNATURE OF PERSON AUTHORIZED TO TYPED NAME OF SIGNER 114.c ltd e 1 k TITLE F i -e,- - ! Ls COMPANY: t=+ks 7- -13A,4 F= iz a zn_uck- S ds ir, ,c - ADDRESS: 333 F.IjeL: S?— CITY, STATE, ZIP CODE: cJ> Ft4 fir# ' f3 C A , 9 ` (, Ci n TELEPHONE #: d IC) — 21J--4-400 DATE: iD` ry FAX #:.�5ru-9.3 5--- +1 o Q, E-MAIL ADDRESS: trtc.2u i,r)r-_Asr V3AI T& -c -PI <- tom" ,Gan ITBN 06-006 15 11/4/2405 SECTION E EXCEPTIONS TO THE SPECIFICATIONS Exceptions to the specifications of any items state herein shall be fully described in writing by the contractor in the space provided below: Tioes+ Rr-� � /n1 f S False I_ lei n (L. L L <_l ,2r c k^A L— I o k,,Ji V Z51 r'c 2e •v � •,v I � � o • m ti' UA 111hI S� FCrtj. L`n t1Ts S��l�� . i �P ,a 1 ,*+v n c C1 1 k -e VL . wrN�a_5�c_'�s ji,; 4:,JLfj-e%y to^ A -a -A --+I i kJAA,Ln11,4 lG s ,�-�� ,1-; i IL � b1E �� ! f Cc: OI L`1 � LCJ-+'/Lit',•"-� 1 0,;, CA UrJJ4,p-l"I L)i (vim iLitor ITB# 06-006 16 11/4/2005 SECTION F ADDITIONAL INFORMATION I. Warranty: Please provide in the space below, or attach a copy of a complete description of the standard warranty terms and conditions. 2. Extended Warranty. Only a manufacturer's extended warranty is acceptable. No after market extended warranty is acceptable. Please provide in the space below, or attach a copy of a complete description of extended warranty options, terms and conditions, and costs. �t010&.rtv.(e C5 . (� A -s e— CAA tr I*rB# 06-006 17 11!4!2005 (�