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HomeMy WebLinkAboutAgenda Bill Item 4 ` CITY OF PETALUMA., CALIFORNIA 4 AGENDA BILL. Agenda Title: Resolution .authorizing the,purchase a 2001 Meeting Date: •Dodge Ram cargo van from Lasher Dodge in the amount of Tuesday,January 16, 2001 $_0 167.63 Department: Director Contact Person?-- Phone Number: Water Resources & M•. . agargis Michael Ban 778-4487 Conservation or I Finance William Thomas Bruce Bra. ,] 778=4418 Cost of Proposal: $20,167;63 Account Number: 602-400-6210-7201 Amount Budgeted:$22,000.00 Name of Fund: Water'Pollution Control Fund Attachments to Agenda Packet Item: Agenda Report Resolution ITB Report 01-0 (Attachment 1) ITB 01-000 (Attachment 2) Summary Statement: The. Water Resources & Conservation (WR&C) Department identified a need to replace the 1987 cargo van used in support of the wastewater pollution prevention and industrial pre- treatment programs. Specifications were developed and an,Invitation to Bid (ITB) was issued. Thirty (30) vendors were solicited with five (5) bids being received'. The low, responsive bid was received from Lasher Dodge of Sacramento in the amount of$20,167.63. Staff recommends approval of the purchase of a 2001 Dodge Ram cargo van in the amountof$20,167.63. Council Priority: THIS AGENDA ITEM IS CONSIDERED TO BE PART OF, OR NECESSARY To, ONE OR MORE OF THE 1999-2000 PRIORITIES ESTABLISHED BY TILE CITY COUNCIL ON JANUARY 30, 1999 AND MARCH 18, 2000. Priority(s): Recommended City Council Action/Suggested'Motion: Recommend Council approve the resolution to purchase a 2001 Dodge Ram cargo van from Lasher Dodge in the amount of$20,163:67. Reviewed by Finance Director Reviewed _. Attorne Approved by City Manager: Date: Date:cif 7W4i41 : !10 `00 'Todayate: Revision_#rand.Date Revised: File ode: ITB 1-037, 2001 December 18, 2000 # Dodge Ram cargo van. • CITY OF PETALUMA, CALIFORNIA. • TUESDAY, JANUARY 16,2001 AGENDA REPORT FOR RESOLUTION AUTHORIZING TIIE PURCHASE OF A 2001 DODGE RAM CM4GO VAN FROM LASHER DODGE IN THE AMOUNT OF$20,167:63. 1. EXECUTIVE SUMMARY: The Water Resources and Conservation(WR&C) Department identified a need to replace the 1987 cargo van used in support of the City's pollution prevention and industrial•pre treatment programs. The staffs developed specifications and an Invitation to Bid (ITB) was issued. Thirty-(30) vendors were solicited, with five (5) bids received. Lasher Dodge submitted the lowest responsive bid in the amount of$20,167:63. Staff recommends approval of the bid. 2. BACKGROUND: WR&C staff identified a need to replace,an existing 1987 cargo van. The van is used for the wastewater pollution prevention and industrial pre-treatment programs, which involves sampling and inspection of industrial and commercial customers. The current van has high mileage and ahistory of repairs including replacing a transmission. Staff developed specifications for the cargo van. Working with Purchasing, an ITB was developed and issued. (See attached ITB 01-037) Funding for the purchase was identified in the Water Pollution Control fund. Bid packages were sent • to thirty (30) vendors. Five(05) bidsuwere received.. (See attached ITB report) Public Facilities equipment maintenance staff will evaluate the existing van and recommend future use of:the vehicleorsurplusing of the vehicle by the City. The lowest bid was determined by adding the base price, taxes,delivery, the extended warranty and subtracting the discount (if any) to arrive at a final cost. Lasher Dodge offered the lowest total cost.. In addition, Lasher has only one exception(tow hooks), which was waived byWR&C. Staff recommends purchasing a 2001 Dodge cargo van from Lasher Dodge of Sacramento-in.the>amount of$20,167:63. 3. ALTERNATIVES: Reject all bids and give staff`direction. Not awarding a bid at this time may result in a new bid being issued, which will delay the purchase of the vehicle. S Resolution No. N.C.S.. of the:City of Petaluma, California • RESOLUTION,AUTHORIZING THE PURCHASE OF A 2001 DODGE RAM CARGO VAN FROM LASHER DODGE IN THE AMOUNT 0E320,167.63 WHEREAS; the Water Resources and Conservation Department identified a need to replace an existing cargo van; and, WHEREAS, the funding was authorized from the Water Pollution Control Fund, and, WHEREAS, Staff developed specifications and bids were solicited from responsible vendors, and WHEREAS, after reviewing the bids, staff thatthe.Council authorize the purchase of a Dodge.Ram cargo van.from Lasher Dodge in the amount ofS20,167.63. NOW, THEREFORE BE IT RESOVIED, that the City Council hereby authorizes the purchase of a 2001 Dodge Ram from Lasher Dodge.in;the amount of$20,163.67. • • CITY OF PETALUMA FINANCE DEPARTMENT PURCHASING OPFJCE � ITB 014137 Report ATTACHMENT 1 Item Description: 2001 Cargo Van • Number ofBids Solicited: 30 List of Bids Received: 05 See reverse for listing of bids received. Notes: The "Total" figure is the total ofthe,cost plus delivery and taxes. The "Total-A" figure is the `Total" figure plus the extended warranty. (Extwarr) minus anv discount (Discount). The only exception noted in the Lasher Dodge bid was the tow hoo'.ks. Lacher did not offer the tow hooks. US Filter/NV-MC waived-the tow hook requirement. • Recommended Award: Lasher Dodge 520,167:63 Budget: Account #: 602400-6210-7201 Budgeted AniountfS22.000.00 • APPROVALS: US FILTER,✓41. / � `�` C ;ATE J R&C `.. ` 11 DATE //3' ACES W FINANCE 2g,.. / DATE '°l://31 — MA_NAGER: DATE''? -1) `t?"J • . , . . 1' C: < C M 71 M M M C Z Z e, • Z Z Z 0 0 c a a • 0 0 0 . 0 o ea ' z ■ t t, . N ...f N ••1 N •-i N ■i ... te ....1, '- ..-• N C. E. LA 0 • n . . r n, r u, 7 c- 7 -: :/: S La --i S -4 > a s . •-• ,..t.) • .1 IN ■ I . . C 0 Z • C C > 0 > I I 2 > ---' > ri.. ' ?_ to I c a -. C C. 7 l'•", C.-: 71 L'-a.. w 71 r• I '- r 7 I i• 7 ' , ''''' 1 I ' Cr 1 , • CA I :'" ra--• . . ,..... c ‘... c, A c C es 1 c • rn a m a > m 0 C •• • •1....I le Z H• t.,1 c • ./...,‘..d H J . .- 0 . 7 '-' n r--a .-- n ,-, ,-; : 0 e;."' ,1" ,,n. i•,„-,'. ',..... „- , ;,..1 0, :ri .0.,t.1 ,.--4. c ;4-),,, - 0 ■-d -o.. ''-' al ..a. ..—.. L.J ,n a. 0 • ten co )—ii a w o 01 .....1 . --1^ u. --i• . tt: 71 ,o 1 ,. -i . . -4. ss . . _ . La I m ,,,, rn ri LA n. •in, o I— .2 • Z ' < m > • . .., ' , . ,...4 >' L., • • .._, 0 ' .. . ,--. M. ir■ :3 rn 0 = w• rank , I ! ! . © 4 , -I. ' "4' N -.4: <I, X 0 .rC - 0 .7: 0 . . LA ..i 00 • 4.1. .e& 4- . ... -4 > N >. ---I i >. NOM- ; ,... , r r- in 7: i... - m -- . r La . ' 0 . , -MI e ' I . -fl x. 0-, a b * * 0 • LA...4 . -IX' I C C >' > ‘ I - >' is > 'C c •-••> M • 71• - M • II.gl 1 Con, . • ' M ; rn ri : m rn - rn ;•75,1. m ,:;..- mi. ‘,/a. atii 7 ...4. , • -. .■ -• -. C • - - - - + ' 0 = CD a c.) • a CD - Cl) C 2 r 'A ... C; CD ■ CD. .TA 0 t a. c r -9 r r h 2: 1 en = ,- -z ..- - c 1 m,_ , - :a • z 1 7c - 1-- • fr. 1 Ilk' r I 1 : I 11111 3 1 A . • .__ , 0U�4. ATTACHMENT 2 i p;�� •• Purchasing Office �a Finance Department less CITY OF PETALi MA, CALIFORNIA INVITATION TO BID 2001 CARGO VAN ltiam J. Thomas Finance Director/Purchasing Otfc BID DATA BID NUMBER: 00-037 COMMODITY TITLE: 2001 CARGO VAN BUYER:. Bruce;J. Brady, C.P.M., CPPB' BUYER TELEPHONE: 707-7,78-4418/Fax 707-778-4414 BUYER E-MAIL: purchasing(-.c i.petaluma:ca.us ISSUE DATE:. November 3. 2000 BID OPENING DAY/DATE:• Thursday, November 30, 2000 TIME: 2:00 PM • LOCATION/ City Clerk's Office MAIL ADDRESS: City of Petaluma 11 English Street Petaluma CA 94952 BID. CONTENTS _ Section A: Instructions.to Bidders Section B: Terms and Conditions Section C': Specifications Section D: Bid Section E: Exceptions to Specifications Section F: Additional Information.(Warranty) Sealed written responses must be received at the address:above no later than the date. time and location indicated for the Bid Opening. Submittal by fax-is not acceptable. Do not send bids to'rhe;Purchasing Office. • 1113# 01-037 1 November 3. 2000 SECTION C • 'SPECIFICATIONS • IT&01-037 2001 CARGO VAN • General: It is the intent of the specifications below to describe the minimum requirements for one (1) new and unused 2001 Cargo Van. This vehicle shall-.be current production model consisting of parts and materials that are the proper size, ggality and design for the intended purpose as herein defined. The vehicle shall meet or exceed the construction and performance specifications described in the followingminimum specifications. The seller shall be required to mark compliance to the section of the, specifications in the space provided. Special items needed to bring the vehicle.up to specifications shall be accepted only if they are the manufacturers regular or approvedfictory options. Prior to delivery, all equipment specified herein shall be completed and serviced as necessary to assure proper operation and:function:. Any deviation from the written specifications shown in the Invitation to Bid shall be noted in the • Exceptions Section of the Invitation In order to receive full consideration, bids must fully follq;w, these 'specifications and the Invitation to Bid 's General or Special Provisions. BIDDER COMPLIANCE • YES NO 1. Generalr The van shall be new and equivalent ih;style, quality, and appointments to those offered to the general public. ' The vehicle shall be supplied with all equipment and accessories indicated as • standard equipmentin:the manufacturers published literature. • 2. Wheelbase: not to exceed 109 inches. 3. Electrical equipment: Battery and alternator minimum ratings are 475/90.. Battery shall' be a maintenance-free type, rated as indicated in accordance with SAE J537. 4. Engine: 48 with fuel: injection, 4:6L(23Q cubic-inch gas), minimum. Engine shall be able to operate on unleaded gasoline with Rearch.method"Octane Rating of 91: ITB4 01-037 11 November 3. 2000 5. Windows: power With front; lightly tinted and deep tint on rear side and rear panel door windows, 6. GVW: 6;000-6,800 pounds • 7. Cooling System: The cooling system shall be: liquid pressurized forced circulation type; The manufacturer shall provide its !heavy duty cooling: system specifically designed to handle the load. requirements of the vehicle, equipped with options, ias specified- herein. A coolant recovery system shall be furnished;; The cooling system shall be protected with a solution of permanent type anti- freeze proyidino protection;to-20.degrees F. 8. Hood release, inside: 9. Fuel Tank:. vehicle shall be equipped with the,•manufacturer''s largest standard auxiliary or optional fuel tanks having a minimum 30 gallons. 10. Mirrors.Exterior: left and risht'outside rearview mirrors. Approximate dimci$ions:5 X 8 inches or largest available. 11. Mirror. Ihterioir: inside rearview mirror. day/night. 13. Transmission: fully.automatictransmission ih,a miniminnof four(4) fonsardspeedsand•shall include the manufacturer's • standard'transmission cooler. . 13 Radio with antenna: A.DUFMtETR Stereo 14. Axles/Springstframe:: The axle ratio shall be -3..02:1 or higher numerical ratio for GVWR under.8,500 lbs. The axle ratio shall.be 3.50:1 or higher numerical ration-for GVW over 8,500 Ibs: 15. Restraint System: seat belts for all seating positions. 16. IS hocks, HD::Froniand Rear: included. 17. Steering! manufacturer's standard power-assisted steering. The steering system shall 'return to center' 'when the driver's grip on the steering Wheei.is relaxed Tilt steering. 18. Brakes: all '.ehicles.shall have the manufacturer's`standard power- assisted brakes with front disc and rear disc or drum,type brakes. • 19. Wheels & Tires: Each vehicle shall be equipped with.five (5) steel disc wheels of the same brand, size: rating and appearance with minimum diameter and minimum rim widths, plus five tubeless IPI30 01-037 .12 ' November 3, 2000 • • radial all season tires of a size and;load ranee sufficient to meet or exceed the specified minimum grossavehtcle weight: The spare tire shall be'mounted and secured on a production-type carrier. Tires • shall be the, same brand, tread design. size, load range and appearance. • 20. Stabilizer Bar. HD: front included. • 21. Seats: driver anclpassenger seats only Foam padded. 22. Upholsterv: vinyl with cloth inserts onall cloth. 23. Bumpers=front and rear: shall be'manufacturer's standard factory production bumpers and shall be the-full width of the vehicle. 24 W ipersi.Intermittent: with washer. 25. Additional Equipment: Equipment to 'include two frame mounted tow hooks on front. 26, Safety Equipment: Cab and chassis shall be equipped with all necessary safety equipment to meet Cal-OSHA and Federal regulations. Brake audible wear indicator, side door beams, rush zonesfront and rear. Adiustable,threepoint shoulder/lap seatbelts. • 27. Color(s): white— exterior, gray-interior: 28. Cruise control 29. Susoensioncindependent torsion bar with multi-link.coil springs. 30. Headlamps'. dual composite halogen. - . 31; Air co--nditi : shall be factory 'installed, integral type, latest CFC-free'model in current production;Sfront only.: 32. Body/Cab: windows in all rear and right side doors of the cargo compartment, but shall not have windows on the left side. Vehicle shall have two (2) front doors. Rear door shall he a single opening door. All side doors shall be,sliding-type: - Front and rear bumpers shall be factory=production bumpers and shall be the full width,ofthe vehicle. Front seats shall be high back with integral head restraints not less - than 27,5 inches above seating reference point, as specified in fN1VSS 571202, or seats shall have head restraint. • ITB#01-037 13 November 3. 2000 33. Door locks: power door locks. 34. Front tow hooks: manufacturer's standard equipment 35. Electronic.sp`eed`control: manufacturer's standard'equipment. 36. Miscellaneous,Equipment • Multi-speed fresh air heater (front only) and windshield defoggersystem. • Dual armrests:in front compartment. • Floor covering,.front only. • • Sun visors for both;driver and passenger positions,, • Dome light with door switches, activated by'front and side doors • Standard tool kit 'including wheel-changing 'tools and jack adequate to safely lift the vehicle when loaded to rated capacity. • • 12-volt DC`interior power outlet(cigar lighter) 37. Back-up Alarm: a standard, Cal OSHA approved back-up alarm shall be installed. 33. Trailer equipment: includes,heavy-duty platform type hitch and 7- wire trailer wiring harnesscapable of towing a 6,000-pound:trailer: 39. Any and all video insn-uction. or other training material, that may be • available. 40. Right to inspect: The':Citv's Purchasing Officer and.Chief of Police. or their designated representatives, reserve the right to inspect. records and/or vehicle prior to final acceptance. 41, Ownership documentation: Seller shall supply ownership documents free and clear, shall also complete a Department of Motor Vehicles Transfer of Ownership, Dealer's Report of Sale, Bill of Sale, or other documents for,registration. 42. Extended Warranty Option #1: Bumper to bumueracoverage. 3 Nears/100;000 miles, and SO deductible:, 'Only a.,manufacturer's extended warranty is acceptable. _ No after market •extended warranty is acceptable. • i IE130 01-03.7 14 November 3, 2000 SECTION D BID • ITB 01-037 :2001 CARGO-VAN: City of Petaluma. Californiadesires to purchase one(1) new, unused 2001 Cargo Van per the minimum specificatons`and terms & conditions enclosed herein. This vehicle,shall'be.current production model consisting of parts and materials'that are the:proper size, and design, and the intended purpose as herein defined. The manufacturer in accordance with these specifications shall.install optional equipment. The vehicle shall meet orexceed'the construction and pertormancespecifications described. 1. 01 EACH 2001 Cargo Van S MAKE MODEL 2. DELIVERY (FOB Petaluma, California), S 3. SALES TAX (Local 7.5%) S 4. TOTAL S 5. Extended Warranty:,Bumper to bumpereoverage. 6 years/100;000 miles, SO deductible. 0.1 Each S Delivery Information: calendar days after receipt of purchase order. The undersigned declares that beforepreparing,their bid, they read carefully the specifications.terms and conditions, • and requirements for Bidders and that their bid is made with frill knowledge of the kind quality and quantity of services and equipment to be furnished. 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 openihe;,to furnish any or all of the items upon which prices are offered at the,price set opposite each item, delivered atithe designated point(s) within the time specified. Discounts will be allowed for prompt'payment: percent, 10 calendar days: percent, 20 calendardays; percent, 30 calendar days. COMV1PANY: ADDRESS: CITY, STATE, ZIP CODE: SIGNATURE'OF PERSON AUTHORIZED TO SIGN: TYPED NAME OFSIGNER TITLE TELEPHONE #: DATE: FAX #: • ITB# 01-037 15 November 3. 2000 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: • . • • • ITB# 01-037 16 November;, 2000 SECTION F ADDITIONAL INFORMATION • • 1. Warranty: Please provide in the spacecb'elow;or attach a copy of complete description of the standard,warranty terms and conditions. 2..Extended Warranty:,Bumper to bumper coverage,3.years/100,000 miles, SO deductible. Only a manufacturer's extended warranty is acceptable. Nocafter market extended,warranty is acceptable. Please provide in the space below;.oranach a copy of a complete description of extended warranty options, terms and conditions. and costs. • SITB# 01-037 i7" November 3, 2000