The URL can be used to link to this page

Home My WebLink AboutStaff Report 3.D 06/06/2005CITY OF PETALUNIA, CALIFORNIA 3.D AGENDA BILL June 6, 2005 Agenda Title: Meeting Date: June 6, 2005 Resolution authorizing the purchase of two (2) 2005 Ford Explorer Mid -Size Sport Utility Vehicles from Downtown Ford Sales, Meeting Time: X 3:00 PM Sacramento in the amount of $44,330.85. ❑ 7:00 PM Category (check one): X Consent Calendar ❑ Public Hearing ❑ New Business ❑ Unfinished Business ❑ Presentation Department: Director: Contact Person: Phone Number: Community Michael Moore Craig Spaulding 778-4466 Development Finance Steven Carmichael 778-4323 Cost of Proposal: $44,330.85 Account Number: 7500-3350-62220 Amount Budgeted: $45,000.00 Name of Fund: Vehicle and Equipment Replacement Attachments to Agenda Packet Item: Agenda Bill Resolution ITB 05-008 for Two (2) 2005 Mid -Size Sport Utility Vehicles (Attachment 1) Bid proposal from Downtown Ford Sales, Sacramento (Attachment 2) Summary Statement: As part of the 2004-2005 Vehicle Replacement Program, the Community Development Department identified a need for two 2005 mid-size sport utility vehicles. One vehicle will replace a vehicle that was previously wrecked, and the new Public Works Inspector will use the other vehicle. Eleven potential bidders were sent an Invitation to Bid, with four vendors responding with bids. One vendor submitted five separate bids. However, four of these bids pertained to small -size sport utility vehicles and were excluded from consideration due to not satisfying the bid's specifications. After reviewing the mid-size sport utility bids, staff recommends awarding the bid to the lowest bidder, Downtown Ford Sales, Sacramento in the amount of $44,330.85. Recommended Citv Council Action/Suggested Motion: Recommend the Council approve the authorization to purchase two (2) 2005 Ford Explorer Mid -Size Sport Utility Vehicles from Downtown Ford Sales, Sacramento in the amount of $44,330.85. Reviewed by Finance Director: Date: �(�dj 4,4 J��06 Todav's Date: Wednesday, May 11, 2005 Reviewed! —_Gity, Attornev: C ' Revision # and Date Revised: Approve) b�tv Manager: /Jr/J� Date: File Code: ITB 05-008, Two (2) 2005 Mid -Size Sport Utility Vehicles CITY OF PETALUMA, CALIFORNIA MONDAY, JUNE 6, 2005 AGENDA REPORT FOR RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) FORD EXPLORER 2005 MID-SIZE SPORT UTILITY VEHICLES FROM DOWNTOWN FORD SALES, SACRAMENTO IN THE AMOUNT OF $44,330.85. EXECUTIVE SUMMARY: As part of the 2004-2005 Vehicle Replacement Program, the Community Development Department identified a need for two 2005 mid-size sport utility vehicles. One vehicle will replace a vehicle that was previously wrecked, and the new Public Works Inspector will use the other vehicle. Eleven potential bidders were sent an Invitation to Bid, with four vendors responding with bids. One vendor submitted five separate bids. However, four of these bids pertained to small -size sport utility vehicles and were excluded from consideration due to not satisfying the bid's specifications. After reviewing the mid-size sport utility bids, staff recommends awarding the bid to the lowest bidder, Downtown Ford Sales, Sacramento in the amount of $44,330.85. 2. BACKGROUND: Community Development staff have identified certain vehicles that need to be added to their fleet. They have worked closely with the City's Vehicle Maintenance Department on developing new vehicle specifications to maximize future reuse of the vehicles being purchased. ALTERNATIVES: Council could reject this request and give staff direction. 4. FINANCIAL IMPACTS: 7500-3350-62220 (Vehicle and Equipment Replacement Fund) 5. CONCLUSION: Request City Council authorize the purchase of two (2) Ford Explorer 2005 Mid -Size Sport Utility Vehicles from Downtown Ford Sales, Sacramento in the amount of $44,330.85 6. OUTCOMES OR PERFORMANCE MEASUREMENTS TIIAT WILL IDENTIFY SUCCESS OR COMPLETION: After Council approval, a purchase order will be issued to Downtown Ford Sales, Sacramento. The Community Development Department will take delivery of the vehicle. RECOMMENDATION: Approve the resolution authorizing the purchase of two (2) Ford Explorer 2005 Mid -Size Sport Utility Vehicles from Downtown Ford Sales, Sacramento in the aniount of $44,330.85. g:/Forms/2003 agenda bill RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) FORD EXPLORER 2005 MID-SIZE SPORT UTILITY VEHICLES FROM DOWNTOWN FORD SALES, SACRAMENTO IN THE AMOUNT OF $44,330.85. WHEREAS, as part of the 2004-2005 Vehicle Replacement Program, the Community Development Department identified a need for two (2) 2005 mid-size sport utility vehicles and, WHEREAS, the funding for the two (2) 2005 mid-size sport utility vehicles is available from the Vehicle Replacement Fund, and, WHEREAS, Staff developed specifications and bids were solicited from responsible vendors, and, WHEREAS, after reviewing the bids, staff recommended that the Council authorize the purchase of two (2) Ford Explorer 2005 Mid -Size Sport Utility Vehicles from Downtown Ford Sales, Sacramento in the amount of $44,330.85. NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the purchase of two (2) Ford Explorer 2005 Mid -Size Sport Utility Vehicles from Downtown Ford Sales, Sacramento in the amount of $44,330.85. SECTION C BID TWO (2) 2005 MID-SIZE SPORT UTILITY VEHICLES (SUV'S) The City desires to purchase two (2) 2005 mid-size Sport Utility vehicle in accordance with the specifications and terms and conditions contained in this ITB. 1. Two (2) 2005 Mid -Sized Sport Utility vehicles (SUV'S) $ v Make &Model /rL/ 2. Sales Tax 3. 'Delivery 4. Total 5. Extended Warranty 6. Total with Extended Warrantv Delivery Information: 610 %j—*A` Mb $ 36s3.3T li.tiEtc $ $ l4�0 60 $ calendar days after receipt of purchase order. The undersigned declares that before preparing this bid, he/she carefully read the specifications and requirements for Bidders and that this bid is made with full knowledge of the kind, quality and quantity of services and equipment to be furnished, and this bid is as stated on documents submitted in response to the City's Invitation to Bid. 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: 3 percent, 10 calendar days; Z Percent, 20 calendar days; / percent, 30 calendar days. COMPANY: �o4V,,V4 1fV X of/ J61-te S ADDRESS: SL.r IV. /� � Sr . CITY, STATE, MEZIP ODE: �� 2A�E�-!`a SIGNATURE OF PERSON AUTHORIZED TO SIGN: TYPED NAME OF SSIGNER: /s/em ? r7L TITLE: .4ee,- c4,Lte-� TELEPHONE #: 4/6 WZ-00V FAX #: y!d !1/� "3/3 DATE: Y�� .5 -- ITB 05-008 11 4/4/2005 SECTION D SPECIFICATIONS TWO (2) 2005 MID-SIZE SPORT UTILITY VEHICLE (SUV'S) GENERAL: It is the intent of these specifications to describe the minimum requirements for two (2) 2005 mid-size sport utility vehicles (SUV'S). The vehicles shall be new current model 2005 production and equivalent in style, quality and appointments to those offered to the general public. The vehicles shall be supplied with all equipment and accessories indicated as standard equipment in the manufacturer's published literature. All equipment/options are to be factory installed. If the equipment/options are not available as factory installed, dealer installed equipment/accessories may be acceptable. The bidder is to specify those items, which will be dealer installed. Special items needed to bring the vehicles up to specifications shall be accepted only if they are the manufacturers regular or approved factory options. The vehicles shall meet or exceed the construction and performance specifications described in the following minimum specifications. Contractor shall indicate below, by marking yes or no, whether the vehicles it proposes to sell to the City complies with the Minimum Specifications listed below. Any deviations from the minimum specifications set forth herein shall be noted and explained in Section E, Exceptions to the Specifications. In order to receive full consideration, bid must follow these specifications and the Invitation for Bid's Terms and Conditions and instructions. MINIMUM SPECIFICATIONS: To be completed by bidder and attached to Section C (Bid) YES NO X 1. General: Mid -Size sport utility vehicle (SUV), two or four door. Ile 2. Engine: The engine shall be able to operate on unleaded regular gasoline. 7e 3. Drive Train: 2WD 4. Transmission/Driveline: 4 or 5 -speed automatic. X 5. Steering: Vehicle shall be equipped with the supplier's standard hydraulic power assist steering. The steering shall "return to center" when the driver's grip on the steering wheel is relaxed. X 6. Brakes/ABS: Manufacturer's standard power assisted brakes with front disc and rear disc or drum. ITB 05-008 12 4/4/2005 is 7. Wheels and tires: Five (5) 15" or 16" all -season, SBR BSW tires. Four (4) steel wheels with wheel covers, one (1) steel spare wheel with spare tire hanger. 8. Suspension: Front and rear springs shall be the heaviest standard package available. X 9. Bumpers: Manufacture's standard factory bumpers. X 10. Inside Mirrors: Inside rear view mirror, day and night. 11. Outside Mirrors: Left, Right, Outside, and rearview mirrors. >< 12. Dome Lieht: With driver's door actuated switch. 13. Seatine/UDholstery and Seat belts: Manufacturer's standard. K 14. Gauges: to be equipped with all standard gauges. X 15. Multi -speed fresh air heater and windshield defoeeer system x 16. Sun visors for both driver and front Dasseneer Dositions K 17. Inside hood release K 18. Windshield washer with intermittent wipers k 19. Air conditioning: Shall be factory installed. 20. Light tinted glass all around 21. Radio: Manufacturer's standard AM -FM radio with antenna. �G 22. Airbags: Dual air bags. 23. Standard wheel changing tools and iack adequate to safelv lift the vehicle x 29. Floor covering: heavy-duty rubber or carpet, with heavy-duty removable rubber or carpet floor mats. 18. Color: White -Exterior. Gray or Blue interior. 19. Safetv Eauimnent: Cab and chassis shall be equipped with al necessary safety equipment to meet CAL OSHA and Federa regulations. ITB 05-008 13 4/4/2005 SECTION E EXCEPTIONS TO THE SPECIFICATIONS TWO (2) 2005 MID-SIZE SPORT UTILITY VEHICLES (SUV'S) Exceptions to the specifications of any items state herein shall be fully described and explained in writing by the contractor in the space provided below: CU / o- ",f 4, avo1—, 70d S— Alto We- 4 ITB 05-008 14 4/4/2005 SECTION F ADDITIONAL INFORMATION TWO (2) 2005 MID-SIZE SPORT UTILITY VEHICLES (SUV'S) 1. Warranty: Please provide in the space below, or attach a copy of a complete description of the standard warranty terms and conditions. Also, as a part of this bid, you are required to provide warranty service contact individual(s). In all purchases made by the City, availability and accessibility of warranty service and service after warranty may be considered in determining the lowest responsible quoter. 2. Extended Warranty: Please provide in the space below, or attach a copy of a complete description of extended warranty options, terms and conditions, and costs. NOTE: UNDER OPTION #1. COST OF AN EXTENDED WARRANTY OF 6 YEARS/100.000 MILES. BUMPER -TO -BUMPER COVERAGE WITH NO DEDUCTIBLE IS REQUESTED. 3. Hybrid Vehicle Alternate: Provide a separate bid alternate for a gasoline/ electric hybrid powered vehicle with similar specifications as described in section C. S:\Vehicle Bid\2005 Mid-size SL1V.doc ITB 05-008 15 4/4/2005