HomeMy WebLinkAboutStaff Report 1.A 06/15/2005CITY OF PETALUMA, CALIFORNIA LA
AGENDA BILL June 16. 2005
Agenda Title: Meeting Date: June 16, 2005
Resolution rescinding Resolution 2005-080 N.C.S. and authorizing
the purchase of two (2) 2005 Ford Explorer Mid -Size Sport Utility Meeting Time: X 3:00 PM
Vehicles from Henry Curtis Ford, Petaluma in the amount of ❑ 7:00 PM
$45,023.05.
Category (check one): X Consent Calendar ❑ Public Hearing ❑ New Business
❑ Unfinished Business ❑ Presentation
Department: Director: Contact Person
Commmiity Michael Moore Craig Spaulding
Development
Finance Steven Carniichael
Cost of Proposal: $45,023,05
Amount Budgeted: $45,100.00
Attachments to Aeenda Packet Item:
Agenda Bill
Resolution
Bid proposal from Henry Curtis Ford, Petaluma (Attachment 1)
Phone Number:
778-4466
778-4323
Account Number:
7500-3350-62220
Name of Fund:
Vehicle & Equipment Replacement
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. After reviewing the mid-size sport utility
bids, staff recommended awarding the bid to the lowest bidder, Downtown Ford Sales, Sacramento in the
amount of $44,330.85. On June 6, 2005, Council awarded the bid through Resolution 2005-080 N.G.S.
Upon initial purchase order processing, it was revealed that Downtown Ford would be unable to provide
2005 models because the City did not meet a May 6, 2005 ordering deadline and only 2006 models would
be available at a higher price. This deadline was 10 days after the bid opening. In addition, the dealer is
unable to provide 2006 pricing for some time and the vehicles would not be delivered for several months.
The next lowest bidder, Henry Curtis Ford, is able to provide 2005 models, meeting our bid specs, with a 3
to 4 week wait. The extended warranty option was amended to include a $100 deductible.
Recommended City Council Action/Suggested Motion:
Recommend the Council rescind Resolution 2005-080 N.C.S. and authorize to purchase two (2)2005 Ford
Explorer Mid -Size Sport Utility Vehicles from Henry Curtis Ford, Petaluma in the amount of $45,023.05.
Reviewed by Finance Director:
Date: 611f
L
Todav's Date:
Wednesday, June 15 2005
Reviewed by City Attornev:
Date:
Revision # and Date Revised:
Appro efl by City Manager
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Date:
File Code:
ITB 05-008, Two (2) 2005 Mid -Size
Sport Utility Vehicles
RESOLUTION RESCINDING RESOLUTION 2005-080 N.C.S AND AUTHORIZING
THE PURCHASE OF TWO (2) FORD EXPLORER 2005 MID-SIZE SPORT UTILITY
VEHICLES FROM HENRY CURTIS FORD, PETALUMA IN THE AMOUNT OF
$45,023.05
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.
WHEREAS, Council authorized the above purchase with an addendum to include deductible on
the extended warranty and the pricing for 2005 models be transferred to 2006 models if
necessary.
WHEREAS, Downtown Ford Sales, Sacramento is unable to provide 2005 models at this time
and would only be able to provide 2006 models at an increased price.
WHEREAS, Henry Curtis Ford, Petaluma, was second lowest bidder and is able to provide
2005 models in a timely manner, at a competitive price.
NOW, THEREFORE BE IT RESOLVED, that Resolution 2005-080 N.C.S. awarding the bid
to Downtown Ford Sales, Sacramento be rescinded.
NOW, THEREFORE BE IT FURTHER RESOLVED, that the City Council hereby
authorizes the purchase of two (2) Ford Explorer 2005 Mid -Size Sport Utility Vehicles from
Henry Curtis Ford, Petaluma, in the amount of $45,023.05.
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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) GAC6j / $ / � ✓ • �
Make & Model �/a
2. Sales Tax $ f t l'
3. Delivery $
4. Totall r, $ �� J
5. Extended Warranty
t
6. Total with Extended Warranty
Delivery Information: cx� '� calendar days after receipt ofpurc 7�ase n er.
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.
DiY�o nts will be allowed for prompt payment: percent, 10 calendar days;
Percent, 20 calendar days; percent, 30 calendar days.
COMPANY:
ADDRESS:
CITY, S TE, ZIP CODE-
SIGNATURE
M! / RIZED TO SIGN:
TYPED NAME OF SIGNER: s%El�
TITLE: �(('��'C
TELEPHONEf#: � ' / -/ JZ2 f�� FAX #: � 2%,2 - `..7 %9S DATE:
tTI3 05-008 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 equipmentloptions 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 berein 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
1.
General: Mid -Size sport utility vehicle (SIN), two or four door.
x2.
Engine: The engine shall be able to operate on unleaded regular
gasoline.
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3.
Drive Train: 2WD
X4.
Transmission/Driveline: 4 or 5 -speed automatic.
5.
Ste_ Bring: Vehicle shall be equipped with the supplier's standard
hydraulic pgwer assist steering. The steering shall "return to
center" when the driver's grip on the steering wheel is relaxed.
6.
Brakes/ABS: Manufacturer's standard power assisted brakes
_
with front disc and rear disc or drum.
ITB 05-008 4/4/2005
4
ITB o5-008
E
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.
9. Bumpers: Manufacture's standard factory bumpers.
10. Inside Mirrors: Inside rear view mirror, day and night.
Outside Mirrors: Left, Right, Outside, and rearview mirrors.
12. Dome Light: With driver's door actuated switch.
13. Seatine/UDholstery and Seat belts: Manufacturer's standard.
14. Gauges: to be equipped with all standard gauges.
15. Multi -speed fresh air heater and windshield defogger system
16. Sun visors for both driver and front passenger Dositions
17. Inside hood release
18. Windshield washer with intermittent wipers,
19. Air conditioning: Shall be factory installed.
20. Light tinted Blass all around
21. Radio: Manufacturer's standard AM -FM radio with antenna.
22. Airbags: Dual airbags.
23. Standard wheel changing tools and Tack adequate to safely lift
the vehicle
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 Equipment: Cab and chassis shall be equipped with al
necessary safety equipment to meet CAL OSHA and Federa
regulations.
5 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:
ITB 05-008 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.
r
r 2. Extended Warranty: Please provide in the space below, or attach a cagy 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 wills similar specifications as described in section C.
S:\Vehicle Bid\2005 Mid-size SUV.doc
ITB 05-008 4/4/2005
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