HomeMy WebLinkAboutStaff Report 5.A 08/06/2018DATE: July 23, 2018
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dn S , �F.Director, Public Works & Utilities
Ja cd ` a1 ansit Division Manager
SUBJECT: Resolution Authorizing the Purchase of a Transit Division Vehicle Through the
California Department of General Service Cooperative Procurement Agreement
RECOMMENDATION
It is recommended that the City Council approve a Resolution Authorizing the Purchase of a
Vehicle for Petaluma Transit through the California Department of General Service Cooperative
Procurement Agreement.
BACKGROUND
Petaluma Transit has two vehicles utilized to conduct day-to-day business including attending
meetings located outside of Petaluma and throughout the region. Of the two vehicles, the one
most commonly used by staff and able to transport more than two people, a Ford Taurus, is
currently 15 years old and is in poor operational condition. The car has regular maintenance
issues and has left staff stranded several times over the past year even with repairs and a regular
maintenance schedule. Such instances present potential safety and/or security issues. Due to age
and lack of reliability of the vehicle, replacement of this vehicle is deemed necessary.
This purchase would replace the current car with a new, more reliable model, a 2019 Chevy Bolt
EV. The vehicle will fulfill the needs of Transit by being able to transport an adequate number of
staff and materials to conduct daily business. In addition, the vehicle is fully electric and is
anticipated to reduce its daily and lifetime operational costs compared to a gasoline engine
vehicle through energy-related savings and an anticipated reduction in vehicle service and repair.
The existing vehicle is intended to be sold at surplus.
The proposed action meets Council Goal: "Plan for and implement priority capital projects as
funding permits".
DISCUSSION
Pricing for purchasing the Chevy Bolt was obtained through the State of California — Department
of General Service Fleet Vehicles -Cars Joint Procurement Contract, as shown in Attachment 3.
The purchase price for the vehicle through this agreement was found to be the lowest price
available at $33,059. With sales tax and fees included, the total cost is $35,745, as shown in
Attachment 2. Pricing for purchasing the vehicle through the local Petaluma Chevy dealership
would cost $37,966 or an additional $2,221 compared to purchasing the vehicle through the
joint -procurement contract.
Pool Vehicle - Purchase Quote
Item Cost
Vehicle Purchase — 2018 Chevy Bolt $33,059
Est. Sales Tax, Title Fee — $2,686
Total $35,745
As noted in Petaluma Municipal Code 4.04.100, this recognizes the advantage of using a
cooperative purchasing consortium for this purchase.
This project is fully funded with FTA Section 5307 funds, covering 80 percent of the project cost
and the 20 percent match being made up of TDA 4.0 funds, which are held in reserves by the
Metropolitan Transportation Commission (MTC) for transit capital purchases. The application
for these funds for the purchase of a staff vehicle was approved by City Council at the December
18, 2017, meeting with Resolution No. 2017-175 N.C.S:
The Transit Advisory Committee discussed this item at their July 5, 2018 meeting and
recommends that City Council approve the purchase of a Chevy Bolt through the California
Department of General Services Joint Procurement Contract.
FINANCIAL IMPACTS
The funding for this project is contained in the Transit Division's FY 18/19 equipment Budget
and is grant -funded.
ATTACHMENTS
1. Resolution
2. Quote - Chevy Bolt from Winner Chevrolet
3. California Department of General Services Joint Procurement Contract
0)
Attachment 1
RESOLUTION AUTHORIZING THE PURCHASE OF A TRANSIT DIVISION
VEHICLE THROUGH THE CALIFORNIA DEPARTMENT OF GENERAL SERVICE
COOPERATIVE PROCUREMENT AGREEMENT.
WHEREAS, City of Petaluma Transit staff conduct day-to-day business including
attending meetings located outside of Petaluma and throughout the region; and
WHEREAS, an existing Petaluma Transit Staff vehicle has regular maintenance issues,
and has left staff stranded several times over the past year even with repairs and a regular
maintenance schedule; and
WHEREAS, replacement of the existing Petaluma Transit Ford Taurus vehicle is
warranted due to age, condition and lack of reliability of the vehicle; and
WHEREAS, Petaluma Transit has found the Chevy Bolt to be the best suited vehicle for
replacement of the existing fleet vehicle; and
WHEREAS, Petaluma Transit found the most competitive cost available for purchasing
a Chevy Bolt of $35,745 through the State of California — Department of General Service Fleet
Vehicles -Cars Joint Procurement Contract; and
WHEREAS, the Petaluma Municipal Code section 4.04. 100 provides that purchases
made through a cooperative purchasing program with the state, county or other public agencies
are exempt from provision of Chapter 4.04 of the Petaluma Municipal Code which requires the
City to conduct its own competitive bid process for certain purchases and documentation as to
the advantage of the cooperative purchase will be retained.
NOW, THEREFORE BE IT RESOLVED that the City of Petaluma adopts this
Resolution Authorizing the Purchase of a 2019 Chevy Bolt from the State of California —
Department of General Service Fleet Vehicles -Cars Joint Procurement Contract (Contract 1-16-
23-10), directs the issuance of a purchase order in the amount of $35,745, and authorizes the City
Manager to execute the purchase order and other purchasing documents as needed.
3
Elk Grove Auto / Winner Chevrolet
8575 Laguna Grove Drive To:
Elk Grove, CA 95757 Jared
916-426-5752 City of Petaluma
555 North McDowell
Petaluma, CA 94954
(707) 778-4421
Attachment 2
DATE June 25, 2018
Quotation # 20547
Prepared by: Jerry Powers
Comments or special instructions: Vehicle build and options are in additional pages.
State Contract: 1-18-23-10D
Description
AMOUNT
Line 11 Bolt
$
32,572.00
Options (Refer to Window Sticker):
DOC Fee
$
80.00
**** Please review, sign, and return a copy of the quote and ****
**** specs with the PO or the vehicle will not be ordered. ****
""Shipping charge added for deliveries beyond Sacramento. No charge for will call," "
Subtotal:
CA Tire Fee: $1.751 Per Tire Tire Fee:
Delivery Charge:
$
32,652.00
$7.00
$
400.00
Pre Tax Total
$
33,059.00
Add CA Sales Tax (Tire Fee and Delivery are NOT to be taxed)
if you have any questions concerning this quotation, contact Jerry Powers at 916-426-5752 or
email at JPowers@LasherAuto.com
THANK YOU FOR YOUR BUSINESSI
11
Attachment 3
Department of General Services
Procurement Division
707 Third Street, 2nd Floor
West Sacramento, CA 95605-2811
State of California
CONTRACT USER INSTRUCTIONS
****MANDATORY****
CONTRACT NUMBER:
1-16-23-10 A through I, Supplement 7
DESCRIPTION:
Fleet Vehicles — Cars
CONTRACTOR(S):
Downtown Ford Sales (1-16-23-10A)
Elk Grove Auto Group (1-16-23-10B)
Freeway Toyota (1-16-23-10C)
Winner Chevrolet (1-16-23-10D)
Wondries Fleet Group (1-16-23-10E)
Elk Grove Corr! (1-16-23-1 OF)
Selma Nissan (1-16-23-10G)
Bakersfield Hyundai (1-16-23-10H)
Toyota Sunnyvale (1-16-23-101)
CONTRACT TERM:
2/22/2016 through 8/21/2018
STATE CONTRACT
Vanessa Vaughn
ADMINISTRATOR:
(916) 375-4451
Vanessa.vaughn(@-dgs.ca.gov
The contract user instructions, products, and pricing are included herein. All purchase documents
issued under this contract incorporate the contract terms and applicable California General Provisions.
Signature on File
Date: 2/16/2017
Vanessa Vaughn, Contract Administrator
SUMMARY OF CHANGES
Supplement
Description/Articles
Supplement
No.
Date
7
Subject contract for Fleet Vehicles — Cars is here by modified as
2/16/2018
follows:
Contracts 1 -16 -23 -10A -E, G -I have been extended through August 21,
2018.
Contract 1-16-23-1 OF with Elk Grove Ford is not extended. Line items
awarded to Elk Grove Ford are unavailable beginning 2/22/18.
6
Subject contract for Fleet Vehicles — Cars is here by modified as
12/18/17
follows:
• Attachment A — Contract Pricing has been updated to reflect
changes to the following:
Rank 1 Line item # 9 — Price increase on the Nissan Leaf. .
Rank 1 Line item # 15 — Price increase on the Toyota Prius C.
Rank 1 Line item #27 — Impala moved to Rank 1.
Rank 2 Line item #16 — Hyundai Sonata moved to Rank 2.
Rank 2 Line item #27 —Price increase to the Dodge Charger.
Rank 3 Line item #16 — Price increase to the Toyota Camry,
subsequently moved to Rank 3.
5
Subject contract for Fleet Vehicles — Cars is here by modified as
7/19/17
follows:
• Attachment A — Contract Pricing has been updated to reflect
changes to the following:
Rank 1 Line item # 9 — Price increase on the Nissan Leaf
Rank 1 Line item #10 — Price increase on the Kia Soul
4
Subject contract for Fleet Vehicles — Cars is here by modified as
4/10/2017
follows:
• Contract User Instructions has been updated to reflect the
following changes:
Article 10, Purchase Execution — delete Paragraph C,
Documentation in its entirety
Article 22, Contract Administration — the DGS/PD Contract
Administrator has been updated
• Attachment A — Contract Pricing has been updated to reflect
changes to the following:
Rank 1 Line item # 16 — Price increase on the Ford Fusion
Hybrid
Rank 1 Line item # 28 — Delete CNG Chevrolet Impala
Rank 2 Line item # 13 — Price increase on the Ford Fusion
Energi
Rank 3 Line item # 22 — Price increase on the Ford Fusion
3
Subject contract for Fleet Vehicles — Cars is here by modified as
2/16/2017
follows:
• Contract User Instructions has been updated to reflect the
following changes:
Article 1, Scope —additional language added
Article 7, Specificaitons - add Specificaton Number for Chevrolet
Bolt
Article 8, Customer Services — Winner Chevrolet contact person
has been added for Chevrolet Bolt; Downtown Ford Sales
contact person has been updated
Article 12, Ordering Procedure — Winner Chevrolet contact
person has been added for Chevrolet Bolt; Downtown Ford
Sales contact person has been updated
Article 22, Contract Administration - Winner Chevrolet contact
person has been added for Chevrolet Bolt; Downtown Ford
Sales contact person has been updated
Article 32, Attachments — add Specificaton Number for Chevrolet
Bolt
• Attachment A — Contract Pricing has been updated to add
Zero Emission Vehicle line item # 7, Chevrolet Bolt
2
Subject contract for Fleet Vehicles — Cars is here by modified to reflect
9/16/2016
changes to Attachment A — Contract Pricing as follows:
• Price increase on the following line items:
Rank 1 Line item # 6, Ford Focus Electric
Rank 1 Line item #17 —Toyota Prius
Rank 1 Line item # 23 — Chevrolet Sonic 5
• Price increase and ranking change from Rank 1 to 2 on line item
#21, Chevrolet Sonic
Note: Most recent supplement changes are highlighted in red.
• Ranking Change from Rank 2 to 1 on line item #21, Ford Focus
• Price decrease on Rank 2 line item # 21 — Chevrolet Cruze
• Delete Dodge Dart from Rank 1 line item # 26
• Delete Dodge Dart Aero from Rank 4 line item # 22.
1
Subject contract for Fleet Vehicles — Cars is here by modified to reflect
6/15/2016
the following changes:
• Attachment A — Contract Pricing has been updated to reflect
changes to the following:
Rank 1 Line item # 4 — Delete Chevrolet Spark.
Rank 1 Line item # 27 — Chevrolet Impala Limited has been
replaced by a new Chevrolet Impala with a price increase.
Rank 1 Line item # 28 — Price increase on CNG Chevrolet
Impala
Rank 2/3 Line item # 28 — Delete e85 Ford Taurus from Rank 2.
Move e85 Dodge Charger from Rank 3 to Rank 2.
Note: Most recent supplement changes are highlighted in red.
1. SCOPE
The State's contract provides current model year Fleet Vehicles - Cars at contracted pricing to the State of
California and local governmental agencies in accordance with the requirements of Contract # 1-16-23-10 A -
I . The contractors shall supply the entire portfolio of products as identified in the contract and will be the
primary point of contact for data collection, reporting, and distribution of Fleet Vehicles - Cars to the State.
The contract term is for two (2) years with an option to extend the contract for two (2) additional one (1) year
periods or portion thereof. The terms, conditions, and prices for the contract extension option shall be by
mutual agreement between the contractor and the State. If a mutual agreement cannot be met the contract
may be terminated at the end of the current contract term.
As a continuing effort to make available new zero emission, plug-in hybrid electric, and hybrid vehicles, the
State will periodically make additional awards to the current Fleet Vehicles — Cars contract. New vehicles
will be added by Supplement and will be administered under the terms and conditions of Contract 1-16-23-10
A — I. If necessary, additional contract numbers will be added.
2. CONTRACT USAGE/RULES
A. State Departments
• The use of this contract is mandatory for State of California departments. State departments shall
only purchase vehicles that are ranked #1 for each line item. See Article 6 - Contract Items for
ranking order details.
• Ordering departments must adhere to all applicable State laws, regulations, policies, best
practices, and purchasing authority requirements, e.g. California Codes, Code of Regulations,
State Administrative Manual, Management Memos, and State Contracting Manual Volume 2 and
3, as applicable.
• Prior to placing orders against this contract, departments must have been granted non -IT purchasing
authority by the Department of General Services, Procurement Division (DGS/PD) for the use of this
statewide contract. The department's current purchasing authority number must be entered in the
appropriate location on each purchase document. Departments that have not been granted
purchasing authority by DGS/PD for the use of the State's statewide contracts may access the
Purchasing Authority Application at http://www.dgs.ca.gov/pd/Resources/publications/SCM2.aspx or
may contact DGS/PD's Purchasing Authority Management Section by e-mail at pams(a)dgs.ca.gov.
• Departments must have a Department of General Services (DGS) agency billing code prior to
placing orders against this contract. Ordering departments may contact their Purchasing Authority
contact or their department's fiscal office to obtain this information.
B. Local Governmental Agencies
• Local governmental agency use of this contract is optional.
Local government agencies are defined as "any city, county, city and county, district or other
governmental body or corporation, including the California State Universities (CSU) and University
of California (UC) systems, K-12 schools and community colleges", empowered to expend public
funds for the acquisition of products, per Public Contract Code Chapter 2, Paragraph 10298 (a)
(b). While the State makes this contract available to local governmental agencies, each local
governmental agency should determine whether this contract is consistent with its procurement
policies and regulations.
Local governmental agencies shall have the same rights and privileges as the State under the
terms of this contract. Any agencies desiring to participate shall be required to adhere to the same
0
responsibilities as do State agencies and have no authority to amend, modify or change any
condition of the contract.
• Local governmental agencies must have a DGS agency billing code prior to placing orders against
this contract. DGS agency billing codes may be obtained by emailing the DGS billing code contact
with the following information:
o Local governmental agency
o Contact name
o Telephone number
o Mailing address
o Facsimile number and e-mail address
DGS Billing Code Contact: (916) 375-4400
C. Unless otherwise specified within this document, the term "ordering agencies" will refer to all State
departments and/or local governmental agencies eligible to utilize this contract. Ordering and/or usage
instructions exclusive to State departments or local governmental agencies shall be identified within each
article.
3. DGS ADMINISTRATIVE FEES
A. State Departments
The DGS will bill each State department an administrative fee for use of this statewide contract. The
administrative fee should NOT be included in the order total, nor remitted before an invoice is received
from DGS.
Current fees are available online in the Procurement Division Price Book located at:
http://www.dgs.ca.gov/ofs/Resources/Pricebook.aspx. (Click on "Purchasing" under Procurement Division.)
B. Local Governmental Agencies
For all local government agency transactions issued against the contract the Contractor is required to
remit the DGS/PD an Incentive Fee of an amount equal to 1% of the total purchase order amount
excluding taxes and freight. This Incentive Fee shall not be included in the agency's purchase price,
nor invoiced or charged to the purchasing entity. All prices quoted to local governmental agency
customers shall reflect State contract pricing, including any and all applicable discounts, and shall
include no other add-on fees.
4. SB/DVBE OFF -RAMP PROVISION
There is no SB/DVBE off ramp associated with this contract.
5. PROBLEM RESOLUTION/SUPPLIER PERFORMANCE
Ordering agencies and/or contractors shall inform the State Contract Administrator of any technical or
contractual difficulties encountered during contract performance in a timely manner. This includes and is not
limited to informal disputes, supplier performance, outstanding deliveries, etc.
For contractor performance issues, ordering agencies must submit a completed Supplier Performance
Report via email or facsimile to the State Contract Administrator identified in Article 22, Contract
Administration. The ordering agency should include all relevant information and/or documentation (i.e.
Purchase documents).
10
6. CONTRACT ITEMS
Contract vehicles and pricing are listed on Attachment A, Contract Pricing. All prices listed shall be fixed as
the maximum cost for the contract period unless a price increase is granted. Price increases may be
requested with each model year change.
Each line item description on Attachment A, Contract Pricing, provides a description of the minimum
requirements that each vehicle in that line item has met or exceeded. Attachment D, Vehicle Information
Questionnaires, provides detailed information for each vehicle on contract by dealer. Refer to the Vehicle
Information Questionnaire for the dealer that is listed in the line item you are inquiring about.
A Maintenance Plan is offered on all light duty vehicles less than 8500 lbs GVWR. Maintenance Plan pricing
is listed on Attachment A, Contract Pricing. The purchase of the Maintenance Plan is optional. See Article
29, Maintenance Plan for more detailed information.
Vehicles have been awarded by line item based on the highest score per line item. Line items may have
multiple awards in a ranking order. Vehicles ranked #1 on a given line item received the highest score for
that line item. Vehicles with the second highest score on a given line item are ranked #2, provided the
vehicle is a different make and model, and so on. State departments shall only purchase vehicles that
are ranked #1 for each line item. Under certain circumstances, State departments may be allowed to
purchase from other ranks if approved by the DGS Contract Administrator. Local governmental agencies
may purchase any vehicle on contract regardless of rank.
Note: Vehicles are categorized by rank on Attachment A, Contract Pricing. The tabs located at the bottom
of Attachment A, Contract Pricing spreadsheets identify the ranking categories.
Sales Tax
The sales tax rate applied should be based on the rate of the "Bill To" address listed on the Purchase Order.
Options
All factory options shall be available and priced at dealer cost plus up to ten percent for an addition or
dealer cost minus up to ten percent for a deletion in accordance with the manufacturer's price list in effect
at the time of the bid opening. All options added or deleted shall be shown as a separate line item on the
purchase order, invoice, and contract usage report. Equipment changes which might be made would
include, but would not be limited to, the following:
• Add power windows;
• Add trailer tow package;
• Delete pick up box (bed).
In no case shall options be included or deleted in such a manner as to cause the vehicle to conflict with
any other line item on this or any other vehicle contract. Additionally, the option to change the engine size
shall not be allowed on all light duty vehicles (e.g. V6 to V8; 4.81L to 5.3L).
The supplier will provide DGS/PD and/or ordering agencies a copy of the current model year price sheet to
the requestor within ten (10) calendar days of notification.
Note: Vehicles with options added or deleted must continue to meet or exceed the appropriate minimum
specification.
11
Tire Fee
Purchase orders MUST include the State mandated $1.75 per tire fee.
Document Processing Charge
In accordance with the California Vehicle Code Section 4456.5, a dealer may charge the purchaser a
document processing charge for the preparation and processing of documents, disclosures, titling,
registration, and information security obligations imposed by state and federal law. The document
processing charge shall not exceed $80 per vehicle purchased.
7. SPECIFICATIONS
All products must conform to the attached State of California Bid Specification Number 2310-3281 dated
10/30/2015 and 2310-3878 dated 12/20/2016 (Attachment B).
Vehicle color shall be a solar reflective color (white, silver metallic, or gold metallic) per Management
Memo 12-03 (exceptions are listed in the Memo).
8. CUSTOMER SERVICE
The Contractor shall provide office and personnel resources for responding to inquiries, including telephone
and email coverage weekdays during the hours of 8:00 a.m. - 5:00 p.m., PT.
The customer service unit shall be staffed with individuals that:
• Are trained in the requirements of this contract;
• Have the authority to take administrative action to correct problems that may occur; and
• Are designated for training and general customer service follow-up.
The Contractor's customer service unit shall respond to all customer inquiries within two (2) business days of
initial contact.
Dealer
Contract #
Contact
Phone
Email
Downtown
1-16-23-10A
Sandra Scott
(916) 442-6931
San dra(a-),downtownfordsales.com
Ford Sales
Elk Grove
1-16-23-10B
Bill Kemery
(916) 429-4700
billk(a�lasherauto.com
Auto Group
Freeway
Toyota
1-16-23-10C
Ireland(
Pat Ireland559
559) 707-5735
patireland1962(aDyahoo.com
Bill Kemery
(916) 429-4700
billk(u)lasherauto.com
Winner
Chevrolet
1-16-23-10D
Jerry Powers
(Chevorlet Bolt only)
(916) 426-5752
�powers(a�lasherauto.com
Wondries
1-16-23-10E
Yesenia Covarrubias
(626) 457-5590
yesenia@wondries.com
Fleet Group
C 14zri�IMvrc
F9r-d
16 23 !OF
,Dwane #
(916) 499_4702
d w anefloo4/ botmail com
Selma
1-16-23-10G
Pat Ireland
(559) 707-5735
patireland1962(a-)yahoo.com
Nissan
12
Bakersfield
1-16-23-10H
Pat Ireland
(559) 707-5735
patireland1962(a)yahoo.com
Hyundai
1-16-23-101
Stan Wolowski
(408) 306-1960
sntanwolowski(c)toyotasunnyvale.co
SunnToyot vale
Y
Note: Ordering agencies are encouraged to have one point of contact for inquiries, quotes, and orders
whenever possible. Multiple calls and emails from various requestors for the same information can slow
customer service response times.
9. PRODUCT SUBSTITUTIONS
Under no circumstance is the Contractor permitted to make substitutions with non-contract/unauthorized
vehicles without approval of the DGS CA.
10. PURCHASE EXECUTION
A. State Departments
1) Purchase Documents
State departments must use the Purchasing Authority Purchase Order (Std. 65) for purchase
execution. An electronic version of the Std. 65 is available at the Office of State Publishing web
site: http://www.dgs.ca.gov/pd/Forms.aspx (select Standard Forms).
All Purchasing Authority Purchase Orders (Std. 65) must contain the following:
• Agency Order Number (Purchase Order Number)
• Purchase Order Date
• Ordering Agency Name
• Agency Billing Code
• Agency Ship to Address
• Purchasing Authority Number (State departments only)
• Leveraged Procurement Number (Contract Number)
• Supplier Information (Contact Name, Address, Phone Number, Fax Number, E-mail)
• Contract Line Item Number (CLIN)
• Quantity
• Unit of Measure
• Product Description
• Unit Price
• Extension Price
• Office of Fleet and Asset Management (OFAM) Approval Stamp (State departments only)
2) Blanket Orders
The use of blanket orders against this statewide contract is not allowed.
3) American Recovery and Reinvestment Act (ARRA) -Supplemental Terms and Conditions
Ordering departments executing purchases using ARRA funding must attach the ARRA
Supplemental Terms and Conditions document to their individual purchase documents.
Departments are reminded that these terms and conditions supplement, but do not replace,
standard State terms and conditions associated with this leveraged procurement agreement.
13
• ARRA Supplemental Terms and Conditions
Note: Additional information regarding ARRA is available by clicking here to access the email
broadcast dated 08/10/09, titled Supplemental Terms and Conditions for Contracts Funded by the
American Recovery and Reinvestment Act.
B. Local Governmental Agencies
Local governmental agencies may use their own purchase document for purchase execution. The
purchase documents must include the same data elements as listed above (Exception: Purchasing
Authority Number and OFAM approval stamp is used by State departments only).
11. MINIMUM ORDER
The minimum order shall be one (1) vehicle.
12. ORDERING PROCEDURE
A. Orderinq Methods:
Ordering agencies are to submit appropriate purchase documents directly to the contractor(s) via one of
the following ordering methods:
• U.S. Mail
• Facsimile
• Email
The contractor's Order Placement Information is as follows:
'- ORDER PLACEMENT INFORMATION:
Contract #
U.S. Mail
Facsimile
Email
1-16-23-10A
Downtown Ford Sales
525 N. 16th Street
(916) 491-3138
Sand raQdowntownfordsales. corn
Sacramento, CA 95811
Attn: Sandra Scott
1-16-23-10B
Elk Grove Auto Group
8575 Laguna Grove Drive
billk(a lasherauto.com
Elk Grove, CA 95757
(916) 421-0149
Attn: Bill Kemery
1-16-23-10C
Freeway Toyota
1835 Glendale Ave.
Hanford, CA 93230
(559) 961-4601
patireland1962(cDyahoo.com
Attn: Pat Ireland
1-16-23-10D
Winner Chevrolet
8575 Laguna Grove Drive
Elk Grove, CA 95757
(916) 421-0149
billk(d,)lasherauto.com
Attn: Bill Kemery /
Jerry Powers
jpowers(c)-lasherauto.com
(Chevrolet Bolt only)
1-16-23-10E
Wondries Fleet Group
1247 W. Main Street
(626) 457-5593
yesenia(@wondries.com
Alhambra, CA 91801
14
Note: When using any of the ordering methods specified above, all State departments must conform to
proper State procedures.
13. ORDER ACCEPTANCE
The Contractor shall accept orders from any State department or local governmental agency. The
Contractor shall not accept purchase documents for this contract that:
• Are incomplete;
• Are submitted without OFAM approval stamp
• Contain non -contract items; or
• Contain non -contract terms and conditions.
The Contractor must not refuse to accept orders from any State department or local governmental agency for
any other reason without written authorization from the CA.
14. ORDER ACKNOWLEDGEMENT
The Contractor will provide the ordering agencies with an order receipt acknowledgment via e-mail/facsimile
within ten (10) calendar days after receipt of an order. The acknowledgement will include:
• Ordering Agency Name
• Agency Order Number (Purchase Order Number)
• Description of Goods
• Vehicle Model Year
• Total Cost
• Date order is placed with manufacturer
• Anticipated Delivery Date
• Delayed Production Notification* (if applicable)
• Discontinued Vehicle Notification (if applicable)
*Contractor shall notify the ordering agency of any delays in production or delays in orders being accepted
by the manufacturer for any period of time. Contractor shall provide estimated production start date and
15
Attn: Yesenia Covarrubias
1 16 C
Elk Grove FGfd
CIL (_.oye CA 95757
Attn. Dwane malar+*
1-16-23-10G
Selma Nissan
2525 Highland Ave.
(559) 961-4601
patireland1962(Qyahoo.com
Selma, CA 93662
Attn: Pat Ireland
1-16-23-10H
Bakersfield Hyundai
5300 Wible Road
(559) 961-4601
patireland1962(cD-yahoo.com
Bakersfield, CA 93313
Attn: Pat Ireland
1-16-23-101
Toyota Sunnyvale
898 W. EI Camino Real
(408) 774-3501
stanwolowskiatoyotasunnyvale.com
Sunnyvale, CA 94087
Attn: Stan Wolowski
Note: When using any of the ordering methods specified above, all State departments must conform to
proper State procedures.
13. ORDER ACCEPTANCE
The Contractor shall accept orders from any State department or local governmental agency. The
Contractor shall not accept purchase documents for this contract that:
• Are incomplete;
• Are submitted without OFAM approval stamp
• Contain non -contract items; or
• Contain non -contract terms and conditions.
The Contractor must not refuse to accept orders from any State department or local governmental agency for
any other reason without written authorization from the CA.
14. ORDER ACKNOWLEDGEMENT
The Contractor will provide the ordering agencies with an order receipt acknowledgment via e-mail/facsimile
within ten (10) calendar days after receipt of an order. The acknowledgement will include:
• Ordering Agency Name
• Agency Order Number (Purchase Order Number)
• Description of Goods
• Vehicle Model Year
• Total Cost
• Date order is placed with manufacturer
• Anticipated Delivery Date
• Delayed Production Notification* (if applicable)
• Discontinued Vehicle Notification (if applicable)
*Contractor shall notify the ordering agency of any delays in production or delays in orders being accepted
by the manufacturer for any period of time. Contractor shall provide estimated production start date and
15
delivery date.
15. DELAYED PRODUCTION REMEDY
Upon receipt of order acknowledgment identifying a delay in production or orders not being accepted by the
manufacturer, the ordering agencies shall have the following options:
• Request back order; or
• Cancel the item from the order with no penalty
State departments that cancel their order due to delayed production of a Rank 1 vehicle may purchase a
Rank 2 vehicle in the same line item if available on a one time basis. State departments purchasing a Rank
2 vehicle must receive approval from the DGS Contract Administrator.
Under no circumstance is the Contractor permitted to make substitutions with non-contract/unauthorized
vehicles without approval of the DGS CA.
16. DISCONTINUED VEHICLE REMEDY
Upon receipt of order acknowledgment identifying discontinued items, the ordering agencies shall have the
following options:
• Amend purchase document to reflect DGS approved replacement vehicle; or
• Cancel the item from the order
Under no circumstance is the Contractor permitted to make substitutions with non-contract/unauthorized
vehicles without approval of the DGS CA.
17. DELIVERY PROCEDURES
Pre -Delivery Checklist
Prior to delivery, each vehicle shall be completely inspected, serviced and detailed by the delivering dealer
and/or the manufacturer's pre -delivery service center. A copy of the pre -delivery checklist shall be
completed for each vehicle, signed by a representative of the organization performing the inspection/service,
and delivered with the vehicle.
Delivery:
Delivery shall be within one hundred and fifty (150) days after receipt of order unless there is a delay in
production/order acceptance from the manufacturer when changing from one model year to the next.
Contractor shall notify the ordering agency of such delay per Article 14, Order Acknowledgement.
Orders requiring customized work by a 3rd party supplier may exceed the delivery period requirement.
Contractor shall notify ordering agency of extended delivery period per Article 14, Order
Acknowledgement.
Caravan or drive -away method of delivery from the factory to a dealer is not acceptable unless agreed
upon by the ordering agency.
Drop ship deliveries shall not be made without prior State inspection. All vehicles shall be delivered with
no less than five (5) gallons of fuel in the tank.
Unless pre -arranged between the dealer and the ordering agency, vehicles delivered with more than 50
miles on the odometer may be charged fifty (50) cents per mile in excess of 50 miles. This charge may be
16
reflected on the invoice as a deduction from the order price. Vehicles with more than five hundred (500)
miles on the odometer may not be accepted.
Contractor is requested to make deliveries in Los Angeles County, Orange County, San Bernardino
Metropolitan Area, and San Diego Metropolitan Area during off-peak hours. Off-peak hours are Monday
through Friday, 10:00 AM to 4:00 PM.
In accordance with paragraph 15 of the General Provisions entitled "Delivery", the contractor shall strictly
adhere to the delivery terms and completion schedule as specified in this bid. Failure to comply with the
delivery requirements, as stated, may be considered a breach of contract and subject the contractor to
General Provisions 26, entitled "Rights and Remedies of the State for Default".
FOB Point
Vehicles shall be delivered from the factory to the dealer's place of business. The dealer shall deliver
vehicles to ordering agencies located within the FOB point of Sacramento County at no additional cost for
delivery. If the purchase order indicates delivery outside the FOB point, the delivery may be subject to an
additional delivery charge. The dealer and agency will negotiate the cost of delivery beyond the FOB point.
This charge shall be shown as a separate item on the purchase order and invoice.
State agencies requesting delivery outside the F.O.B. area must contact the Office of Transportation
Management for freight rate comparisons if the dealer is delivering the vehicle. These delivery instructions
will be provided on the purchase order. Dealers receiving a purchase order without specific transportation
instructions must contact the ordering agency.
Documents
The following documents shall be delivered to the receiving agency with the vehicle:
• Completed and signed pre -delivery service checklist, including the order number and Vehicle
Identification Number (VIN);
• "Line Set Tickets" or "Window (Monroney) Sticker" showing all options installed;
• One (1) copy of the warranty, including applicable certificates, cards, etc.;
• One (1) copy of the owner's manual.
18. INSPECTION AND ACCEPTANCE
Vehicles ordered for State use will be inspected by a State inspector at the dealer's place of business.
Inspection will commence within five (5) working days of notification that a vehicle is ready for inspection.
Inspection will include:
• Specification Compliance
• Workmanship
• Appearance
• Proper Operation of all Equipment and Systems
• Presence of all Applicable Documents
In the event deficiencies are detected, the vehicle will be rejected and the delivering dealer will be required to
make the necessary repairs, adjustments or replacements. Payment and/or the commencement of a
discount period (if applicable) will not begin until the defects are corrected and the vehicle is re -inspected
and accepted.
Completion of inspection or acceptance by the State inspector shall in no way release the dealer from
satisfying the requirements of the contract, specifications, and warranty. Deviations from the specified
17
requirements that are detected by the inspection shall be corrected by the dealer in an expeditious manner at
no expense to the owning agency.
Inspection by local agencies will be at the dealer's place of business or as otherwise agreed to by the dealer
and local agency.
19. EMERGENCY/EXPEDITED ORDERS
Not Applicable.
20. FREE ON BOARD (F.O.B.) DESTINATION
All prices are F.O.B. destination; freight prepaid by the contractor, to the ordering organization's receiving
point. Responsibility and liability for loss or damage for all orders will remain with the contractor until final
inspection and acceptance, when all responsibility will pass to the ordering organization, except the
responsibility for latent defects, fraud, and the warranty obligations.
21. SHIPPED ORDERS
All shipments must comply with General Provisions (rev 06/08/2010), Paragraph 12 entitled "Packing and
Shipment". The General Provisions are available at:
http://www.documents.dqs.ca.qov/pd/modellang/GPnonIT060810. pdf.
22. CONTRACT ADMINISTRATION
Both the State and the contractor have assigned contract administrators as the single points of contact for
problem resolution and related contract issues.
State Contact
DGS/PD Contract Administrator
Information,
Contact Name:
Contact Name:
Vanessa Vaughn
Telephone:
916 375-4451
Facsimile:
(916)375- 4613
Email:
Vanessa.vau hn d s.ca. ov
Address:
DGS/Procurement Division
billk lasherauto,com
Attn: Vanessa Vaughn
Downtown Ford Sales
707 Third Street, 2nd Floor, MS 201
West Sacramento, CA 95605
Dealer Contact
Information
Downtown Ford Sales
Contract # 1-16-23-10A
Elk Grove Auto Group
Contract # 1-16-23-10B
Contact Name:
Sandra Scott
Bill Kemery
Telephone:
916 442-6931
916 429-4700
Facsimile:
916 491-3138
916 421-0149
Email:
Sand ra(a).downtownfordsales.com
billk lasherauto,com
Address:
Downtown Ford Sales
Elk Grove Auto Grove
8575 Laguna Grove Drive
23. RESTOCKING FEES
The Contractor may impose a restocking fee to the ordering agency on orders cancelled after the order has
been placed with the manufacturer: The Contractor shall notify the ordering agency of the order placement
per Article 14, Order Acknowledgment.
Re -stocking fees can be no greater than ten percent (10%) of the value of the vehicle being restocked.
24. INVOICING
19
525 N. 16th Street
Sacramento, CA 95811
Elk Grove, CA 95757
Dealer Contact
Information
Freeway Toyota
Contract # 1-16-23-10C
Winner Chevrolet
Contract # 1-16-23-1 OD
Contact Name:
Pat Ireland
Bill Kemery /
Jerry Powers Chevrolet Bolt only)
Telephone::
559 707-5735
916 429-4700 / 916 426-5752
Facsimile:
559 961-4601
916 421-0149
Email:
patireland1962(cDyahoo.com
billk(a�lasherauto.com
owers lasherauto.com
Address:
Freeway Toyota
1900 Glendale Avenue
Hanford, CA 93230
Winner Chevrolet
8575 Laguna Grove Drive
Elk Grove, CA 95757
Dealer Contact
information
Wondries Fleet Group
Contract # 1-16-23-10E
Elk Grove Ford
A AQ 23 UF
Contact Name:
Clarke Cooper
Dwane Gala'
Telephone:
626 457-5590
(916) 429 47-02
Facsimile:
626 457-5593
630) 884 4141
Email:
clarkecoo er wondries.com
dwanefIeetffihetmaffiI.GQFn
Address:
Wondries Fleet Group
1247 W. Main Street
Alhambra, CA 91801
Elk Grove Crrrl
a645 Auto rentor Drive
Elk roves CA 95757
Dealer Contact
Information
Selma Nissan
Contract # 1-16-23-10G
Bakersfield Hyundai
Contract # 1-16-23-1 OH
Contact Name:
Pat Ireland
Pat Ireland
Telephone:
559 707-5735
559 707-5735
Facsimile:
559 961-4601
559 961-4601
Email:
patirelandl962 ahoo.com
patireland1962Ryahoo.com
Address:
Selma Nissan
2525 Highland Ave.
Selma, CA 93662
Bakersfield Hyundai
5300 Wible Road
Bakersfield, CA 93313
Dealer Contact
Information
Toyota Sunnyvale
Contract # 1-16-23-101
Contact Name:
Stan Wolowski
Telephone: ±
(408) 306-1960
Facsimile: '
(408) 774-3501
Email:
stanwolowski@_toyotasunnyyal_e.com
Address:
Toyota Sunnyvale
898 W. EI Camino Real
Sunnyvale, CA 94087
23. RESTOCKING FEES
The Contractor may impose a restocking fee to the ordering agency on orders cancelled after the order has
been placed with the manufacturer: The Contractor shall notify the ordering agency of the order placement
per Article 14, Order Acknowledgment.
Re -stocking fees can be no greater than ten percent (10%) of the value of the vehicle being restocked.
24. INVOICING
19
Ordering agencies may require separate invoicing, as specified by each ordering organization. Invoices will
contain the following information:
• Contractor's name, address and telephone number
• Leveraged Procurement Number (Contract Number)
• Agency Order Number (Purchase Order Number)
• Ordering Agency Contact Information
• Product description
• Quantity purchased
• Contract price and extension
• State sales and/or use tax
• Prompt payment discounts/cash discounts, if applicable
• Totals for each order
25. PAYMENT
A. Terms
Payment terms for contracts 1-16-23-10 A - H include a $500 per vehicle discount for payment made
within twenty (20) days. Contract 1-16-23-101 offers no discount. The cash discount time is defined by
the State as beginning only after the vehicle has been inspected, delivered and accepted by the
receiving agency, or from the date a correct invoice is received in the office specified on the Purchase
Order, whichever is later.
Payment is deemed to be made, for the purpose of earning the discount, one (1) working day after the
date on the State warrant or check. Normally, acceptance will be accomplished within twenty (20)
normal business hours after a vehicle is delivered.
Payment will be made in accordance with the provisions of the California Prompt Payment Act,
Government Code Section 927, et seq. Unless expressly exempted by statute, the Act requires State
departments to pay properly submitted, undisputed invoices not more than forty- five (45) days after the
date of acceptance of goods, performance of services, or receipt of an undisputed invoice, whichever is
later.
B. CAL -Card Use
Use of the CAL -Card for payment of invoices is not allowed under this statewide contract.
C. Payee Data Record
Each State accounting office must have a copy of the Payee Data Record (Std. 204) in order to process
payments. State departments should forward a copy of the Std. 204 to their accounting office(s).
Without the Std. 204, payment may be unnecessarily delayed. State departments may contact the
contractor for copies of the Payee Data Record.
26. CALIFORNIA SELLER'S PERMIT
The California seller permit number for the contractor is listed below. State departments can verify that
permits are currently valid at the following website: www.boe.ca.gov. State departments must adhere to the
file documentation required identified in the State Contracting Manual Volume 2 and Volume 3, as
applicable.
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Contractor Name
Seller Permit #
Downtown Ford Sales
28-600344
Elk Grove Auto Group
100-197237
Freeway Toyota
102-659756
Winner Chevrolet
100-208309
Wondries Fleet Group
Ford: 98-037902
Nissan: 101-540822
Kia: 102-238650
CIL Grove F
101 679W
Selma Nissan
22-844821
Bakersfield Hyundai
101-638163
Toyota Sunnyvale
26-117132
27. Warranty
The manufacturer's standard new vehicle warranty shall apply to all vehicles procured against the resulting
contract.
All warranties shall be factory authorized. Bumper to bumper warranty shall cover not less than 3
years/36,000 miles, no charge for parts and labor. Power train warranty for light duty vehicles weighing
8500 lbs. GVWR or less shall cover not less than 5 years/100,000 miles, no charge for parts and labor.
Power train warranty for vehicles over 8500 lbs. GVWR shall cover not less than 5 years/60,000 miles, no
charge for parts and labor.
The warranty shall be honored by all franchised dealers of the vehicle within the State of California. The
State's established preventative maintenance procedures and practices shall be acceptable to the
manufacturer/dealer in lieu of the manufacturer's prescribed procedures which may form a part of the
warranty.
All emission -related components shall be warranted in compliance with California Air Resources Board and
Federal requirements. Proposals offering independent insurance or a statement indicating self-insurance
will be deemed non-responsive and will be rejected.
If an additional extended warranty is purchased, a warranty certificate, warranty card, or a statement
indicating the extended warranty has been recorded with the manufacturer shall be furnished with each
vehicle delivered.
Normal wear items such as tires, belts, hoses, headlamps, light bulbs, brake linings, brake discs/drums, etc.
are excluded from warranty coverage. All other items not subject to normal wear or gross operator neglect
and abuse, such as window, seat, or wiper motors, chassis electrical switches (door, trunk lid) paint, hinges,
locks, etc., shall be covered.
The State reserves the right to use re -refined lubrication oils, where available, in lieu of virgin equivalent oils.
The re -refined oils used by the State will meet all API and SAE standards and specifications as set forth by
the vehicle manufacturer.
The use of said oils shall in no way void or degrade the original manufacturer's standard warranty.
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The State reserves the right to use recycled content antifreeze/coolant, where available, in lieu of virgin
equivalent antifreeze/coolant when servicing its vehicles. The recycled content antifreeze/coolant used by
the State will meet all ATSM standards and specifications as set forth by the vehicle manufacturer.
The use of said recycled content antifreeze/coolant shall in no way void or degrade the original
manufacturer's standard warranty.
Note: Vehicles not placed in service immediately upon receipt shall be warranted from the date the unit is
placed in service. The receiving department shall notify the dealer in writing of the actual "In -Service" date.
28. REPAIR PARTS
The vehicle manufacturer shall maintain an adequate stock of all regular and special parts to meet the
continuing service and repair parts needs of the State without undue delay.
A special system shall be set up for expediting the procurement of back order items needed to repair an
inoperative vehicle including a system to air freight parts at factory expense when parts are not in stock in
California parts depots. Parts must be available within three (3) working days after telephone notification.
Vehicles with new technology emerging into the industry (e.g. fuel cell vehicles) may require more than (3)
working days for the availability of certain parts. Contractor must notify the DGS Contract Administrator and
ordering agency when this occurs and provide the estimated date of availability.
29. MAITENANCE PLAN
A maintenance plan is available for light duty vehicles under 8500 lbs. GVWR. The purchase of a
maintenance plan is optional. The maintenance plan covers all regularly scheduled service for a minimum of
five (5) years/100,000 miles. The maintenance shall include at a minimum all manufacturer recommended
services such as, but not limited to:
• Oil changes;
• Filter changes;
• Fluid changes;
• Lubrications;
• Tire rotations;
• Timing belt changes
• Equipment and safety inspections
The Maintenance Plan is not required to cover wear items such as brake pads/shoes, wiper blades, etc.
30. RECYCLED CONTENT
State departments are required to report purchases in many product categories. The Postconsumer -Content
Certification Form (CIWMB 74) for the contractor(s) is attached (Attachment C).
31. SMALL BUSINESS/DISABLED VETERAN BUSINESS ENTERPRISE PARTICIPATION
There is no small business (SB) or disabled veteran business enterprise (DVBE) participation for this
contract.
32. ATTACHMENTS
Attachment A — Contract Pricing
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Attachment B — Specification Number 2310-3281 dated 10/30/2015 and
2310-3878 dated 12/20/2016
Attachment C — Postconsumer Content Certification Workbook
Attachment D —Vehicle Information Questionnaires
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