HomeMy WebLinkAboutStaff Report 3.B 11/19/2018DATE: November 19, 2018
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Dan St. John, KASCE — Director, Public Works and Utilities
Kent Carothers, P.E. — Operations Manager
SUBJECT: Resolution Approving Purchases of Three Utility Trucks from Henry Curtis Ford,
Hansel Auto Group in the Amount of $128,994.21 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 Purchase of
Three Utility Trucks from Henry Curtis Ford, Hansel Auto Group in the Amount $128,994.21
and Authorizing the City Manager to Execute all Documents Necessary to Complete the
Purchase.
BACKGROUND
There are three trucks, used daily in the Public Works and Utilities Department, that need to be
replaced. One vehicle is currently out -of -service and repairs are too costly. The other two
vehicles have 100,000 miles and after assessment of their conditions, it is estimated that the
mechanical issues each vehicle has will result in repair costs that are over their current value.
The budget requests to purchase replacements for these trucks were approved in the 18/19
budget.
DISCUSSION
The 2005 model traffic signal truck, with 112,000 miles is currently out -of -service due to an
inoperable transmission. The 2005 model signs truck, with 103,000 miles is in-service but has a
failing main engine bearing. The 1997 model water truck, with 99,224 miles is in-service, but
needs repair to the front suspension, a new wiring harness, front seat replacement, and engine
repairs to eliminate misfiring.
Specifications were developed for service maintenance trucks and an Invitation to Bid was
issued on September 10, 2018. On October 10, 2018, one bid for the three trucks was received
from Henry Curtis Ford of the Hansel Group for a total bid of $128,994.21. This price compares
favorably to the State Purchasing Consortium prices.
FINANCIAL IMPACTS
The truck purchases were approved in the FY 18/19 budget for a total of $153,042, and the final
bids came in under budget. Specifically, the traffic signals budget is $50,110, compared to a
purchase price of $40,074.32. The Streets/Signs budget is $50,110, compared to a bid price of
$43,995. The Water budget is $52,822.23, compared to a purchase price of $44,924.89.
ATTACHMENTS
1. Resolution
2
ATTACHMENT #1
RESOLUTION APPROVING PURCHASES OF THREE UTILITY TRUCKS
FROM HENRY CURTIS FORD, HANSEL AUTO GROUP IN THE AMOUNT OF
$128,994.21 AND AUTHORIZING THE CITY MANAGER TO EXECUTE ALL
DOCUMENTS NECESSARY TO COMPLETE THE PURCHASE
WHEREAS, the City of Petaluma's Public Works and Utilities Department seeks to
purchase three utility trucks to replace one inoperable vehicle and two vehicles whose repairs
exceed their value; and
WHEREAS, the City conducted a competitive bidding process for the 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 September 10, 2018, and one bid was
received and opened on October 10, 2018 in accordance with applicable law and
WHEREAS, the lowest responsible bidder for the vehicles was submitted by Henry
Curtis Ford of Petaluma, Hansel Auto Group for $128,994.21; and
WHEREAS, the Public Works & Utilities Department will utilize budgeted funds from
fiscal year 18/19 to purchase the vehicles; and
WHEREAS, at the time of replacement, staff may reassign the existing three trucks to a
lower value purpose or declare the vehicles as surplus. If declared surplus, the vehicles will be
sold at auction.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby approves the purchase of three utility trucks in the amount of $128,994.21 from
Henry Curtis Ford of Petaluma and authorizes the City Manager to execute all necessary
documents to complete the purchase.