HomeMy WebLinkAboutStaff Report 3 03/19/2001 CITY OF PE'FALUMA,:CALIFORNIA
3
AGENDA BILL
!genda.Title: Resolution authorizing the purchase of a 2001 Ford Meeting Date:
F-250 -Pickup Truck from Henry Curtis Ford in the amount of Monday, March 19, 2001
$28,656.10,
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Department: Director: Contact Person:` Phone,Number:
Water Resources & Th siHargis Steve;Simmons 778-4360
Conservation
Finance Witham ?rromas Bruce 778-4418
Cost of Proposal: �/ Account Number:
$28,656.10 - -601-400-6140-7301
Amount Budgeted: Name of Fund:
$30,000.00 Water Transmission&Distribution
Attachments to Agenda Packet Hein:
Agenda Report
Resolution -
ITS Report 01-10.1 (Attachment 1)
ITB 01-101 (Attachment 2)
SummaryStatement:
akThe Water Resources ,& Conservation (WR&C) Department identified a need to replace a 4X4 pickup
ruck (#550) used in general,support of off toad water transmission & distribution. Specifications were
developed and an Invitation to Bid (ITB) was issued. Fifteen (15) vendors were solicited with five (5)
bids being received. The low, responsive bid was received from Henry Curtis.Ford of Petaluma in the
amount of$28,656.10. 'Staff recommends'approval of the purchase of a 2001 Ford F-250 pickup truck in
the amount of$28,656.10.
Council Priority: Tins AGENDA ITEM IS CONSIDERED TO BE PART OF,"OR NECESS&RY`TO;`ONE OR
MORE OF THE 1999-2000 PRIORITIES ESTABLISHED BY THE CITY COUNCIL ON JANUARY 30, 1999
AND MARCH 18, 2000.
Priority(s):.None
Recommended City.Council Action/Suggested Motion:
Recommend Council approve the resolution to purchase :a 2001 Ford F-250'pickup truck from Henry
Curtis Ford in theramount of$28;656.10.
R viewed bgFinance Director: Reviewed,bv City-.Attorney: Approve 'bvCity Manager:
Date: ji`: / Date:
4 4 '61
Today'D e: February 13,2001 `Revision:# and Date Revised File Code: ITB 0`1-101, 20 01 Ford
# F-250 pickup truck
CITY OF'PETALUMA,,CALIFORNIA •
,MARCH 19, 2001
AGENDA REPORT
•
• FOR
RESOLUTION AUTHORIZING THE.PURCDHASEyOF A 2001 FORD F-250`PICKUP
• TRUCK•FROM`HENRY CURTIS FORD IN THE AMOUNT OF$28,656.10
1. EXEcuTIVESUMMARY: The;Water Resources& Conservation Department-
, a need to replace an existing_4X4 pickup used in support of the off-
road:water transmission and distribution operations and other WR&C operations. Staff,
developed,specifications and an Invitation to Bid (ITB).was issued., Fifteen (15) Vendors''
were solictted.and
five (5)•bids received. Henry:Curtis Ford of Petaluma submitted the -
lowest, responsive bid in the amount of$28656.10. Staff recoriimends'approval!ofthe
bid.
2. BACKGROUND: WR&Ostaff identified a need to replace an sexisting4X4 pickup
truck(i#559). The vehicle is used for off-road operations in support of water transmission
and distributionnoperations including work done at Lafferty Ranch Park. The vehiclethas
also been used fare-in of the public right awarsewerwork and emergency flood
operations: The current'vehicle is a 1989 Chevrolet with over 120,000•Miles. Staff
developed specifications for a replacement vehicle., Working with Purchasing,at ITB
was developed:and.issued. (See attachment 2). Funding for the purchase Was
hi the WR&C"budget(Water Transmission&Distribution).
After reviewing and evaluating the.bids received, staff determined the Henry Curtis Ford
bid was the lowest-responsive bid. 'The bid from Melrose Ford was;determined:to be
non-restionsive:dueao:Melrose s bid not providing the'full levelrof'extended warranty - -�•-
requested in;the.specification. The Henry Curtis's bid providerfthe full'bumper-to-.
bumper coverage required, (See.attachment 1).
Public Facilities equipment maintenance stAff will evaluate the'existing!vehicle•(#550)
and recommend future use+for thervekucle or surplusing of the•vehicle,by the:City. •
Staff recommendspurchasing a 2001;Ford F.=250,pickup truck from Henry`•Curtis Ford in
the arriount'of$28,656.10
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3. ALTERNATIVES: •
Reject all bids and give staff direction.
Not awarding a bidatthis time may result in-a new bid being issued, which will delay the
purchase of the vehicle. •
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•' 4. FINANCIAL IMPACTS
Funding for the new vehicle comes from WR&C Water Transmission &Distribution
Fund.
The amount budgeted,in the FY,700-'O1.budget is $30,000.00
Budget allocation: 601-400-6140-7301
5. CONCLUSION:
If the City Council authorizes the^purchase, a purchase order will be issued for the new
Ford F-250 pickup truck.
6. OUTCOMES OR PERFORMANCE'MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR
COMPLETION:
Issue a purchase order`aft&council approval.
Delivery of the vehicle to the City:
Vehicle placed in operation;
• 7. RECOMMENDATION:
Recommend council approve the resolution;to'purchase;a 2001 Ford F-250 pickup truck
from Henry Curtis Ford in the amount of$28,656.10.
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Resolution No. N.C.S.
•
Of the City of Petaluma, California
RESOLUTION AUTHORIZING THE PURCHASE,OF A 2001 FORD F-250 PICKUP TRUCK
FROM HENRY CURTIS FORD IKTHE AMOUNT OF $28;656.10
WHEREAS, the Water Resources and,Conservation Department identified;a needto,replace an
existing pickup truck, and,
WHEREAS, thetfiinding was authorized from the Water Transmission and Distribution Fund,
and,
WHEREAS, Staf edevelopedspecifications and bids.were solicited from responsible vendors, '
and
"WHEREAS, aftenreviewing+the bids;,staff recommended that the Council authorize;the purchase
of a 2001 Ford F-250 Pickup truck;from Henry Curtis Ford in the amount of 28,656.10.
NOW, THEREFORE BE.IT RESOVLED, that the City Council hereby authorizes the purchase
of a 2601 Ford F-.250 Pickup truck from Henry Curds Ford in the amount of$28,656:10.. •
' CITY OF PETALUMA1CALIFORNIA'
': FINANCE DEPARTMENT
• ', - r ` PURCHASING OFFICE �' ,
C--)14":
ITB 01-101 Report
Item Description: 2001 4X4 PICKUP'TRUCK
Number of Quotes Solicited: 15' ATTACHMENT 'q
E
List of Quotes Received 05
See reverse side':for listing-of bids:
Note: The "TOTALS$" number is the total of `VEHTOTAL$"'plus the warranty cost less
any discount offered.
Recommended Award: Henry Curtis Ford Ford F•250 528,656.10
Staff reviewed and evaluated the bid's received; The Meirose Ford b id was determined to
be- non-responsive to the specifications. Specifically, the vendor offered an extended
warranty that did not provide full bumper-to-bumper coverage for the vehicle. The
Henry Curtis Ford bid did offer a fill coverage' warranty. The extended warranty is
considered to be a very=important element :in ma.intainingathe City's vehicles over a long •
period of time Exceptions in-the Henry Curtis Ford bid were minor and,waived by the
Department
Budget: Account#: 601-400-6140-7301 Budgeted Amount: $30,000.00
APPROVALS:
WR&C: DATE
FINANCE " DATE
MANA°GER'S OFFICE -. DATE
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ATTACHMENT 2
Purchasing Office
.Finance Department
CITY OF PETALUMA, CALIFORNIA
INVITATION TO BID
2001 4WD, 4-DOOR PICK-UP MUCK William J. Thomas .
Finance Director/Purchasing On
BID DATA
BID NUMBER: 01-101
COMMODITY TITLE: 2001 4WD, 4-DOOR PICK-UP TRUCK
,BUYER: Bruce J. Brady; C.P.Ivf.,!CPPB,
BUYER TELEPHONE': 707-778-4418/Fax 707-718-4414
BUYER°E-MAIL purchasing@ei.petaluma.ca.us
ISSUCPNTE: Pecember)20, 2000 -
• BID OPENING
•, DAY/DATE: Tneiday, February 6; 2001 ,
TIME: 200 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
Sectfori.D: Bid'
Section E: Exceptions to Specifications
Section F Additional Inforniation (Warranty)
Sealed written responses must be received at the address above no later than the date,
time and locatibmindiCitea.for the Bid Opening: ;Submittal by fax is not acceptable. Do
not send bids to• the PurchaWng OffiCe.
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2/20/01
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SECTION C •
'SPECIFICATIONS
IIB 01401
20014WD,.413OORPICK-UP.TRUCK ,
General; It:,is the intent;of the specifications below to describe the minimum requirements for one (1)
2001 ;SW unused 4-wheel drive, 4-door Pick-up Truck with crew cab and short bed. The
vehicle shall be new and equivalent in style, quality, and appointments to' those offered to the general
public. The vehicle shallbe'supplied with all equipment.and accessories:indicated as standard equipment
in then:manufacturer',s,-published literature. Optional"equipmentnecessary to meet the requirements of this
specifieationshall also.he.installed.
Bids offering factory delete options intended to meettherminiinum requirements'of this specification„are'
to intheate the specific delete offered and^show the cost-of the factory delete the exceptions;section
(Section E):
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All equipmentloptions are to be fully installed.- If the equipment/options are not available, factory
mstalled,,;dealer installed'equipment/accessones may be acceptable. Tlie'biddevisqo 'specify`'those items,
which will be dealer,_installed. All equipment shall be installed{prior to delivery. 'This,does not apply to
'fire extinguishers, miscellaneous warning devices not of the vehicle hgliting system and first-aid kits..
Special ,item needed t
s to bring. the vehicle[up to :specifications.shall. be accepted Only if they are the
rnanufacturers.regular Or approved factory options. • •
Prior to delivery, all equipment "specified'hereim shall be completed and serviced as necessary to assure
proper'operation and:function.
Any deviation-from the written spec cations shown in the Invitation to Bid shall be noted in the Exceptions
'Section(E).
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_...:In„order to receive full consideration, bids must fully.follow-these.specifications and..theanvitation.,to,,,
Bid's'General or SpecialProvisions.
The seller shall he'required to mark compliance'to the section of the specifications •in.the space
provided._
BIDDERCO1' PLIANCE
YES NO
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_ 1. General:, Thevehiele=shall'be new and equivalent in/style, quality,
_ _ , and appointments.to those offered to:the!general+public:'The vehicle
than be a.:2001 new unused 4-wheel,drive, 4-door Pick-.up
Truck with crew ,cab and, short bed. The vehicle shall be
supplied with all eqUipment pm in
ent •the manufacturers ated as standard
pniblished.literatare
equi
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ITB4 O1'-101 11 2/20/01
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2. Engine: The engine shall be designed to operate on unleaded
gasoline with Research Method:Octane Rating:of 91.
Engine shaall, be an 8-cylinder engine with a_ liter displacement
• betwees'5.4 and 6.0..
3. 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; as specified
herein.
Acoolantrecovery,system shall'bedurnished:
The cooling'system shall be protected with a solution of permanent
type'anti-freezing providing-protection to 20 degrees T.
4. Electrical Equipment:.Battery,and alternator minimum ratings are
• 475175. Battery shall,be maintenance free.type,;rated as indicated in
accordauce'with SAE J537
5. Transmission/Driveline: A heavyrduty fully automatic transmission
with 'a-minimum of four. (4) forward speeds and shall include the
manufacturer's auxiliary heavy-duty transniisSion cooler.
• 6'. Steering: All vehicles shall have the manufacturer's standard
power-assisted steering:, The steering system shall "return to center"
when'the driver's grip on the steeling wheebis relaxed.
7. Brakes All vehicles shall have the manufacturer's heaviest power-
assisted'brakes with front:disc.and rear,disc or drum type'brakes.
8. Bumpers, front .& rear:, Eiont bumper 'shall be manufacturer's
,standard chrome bumper. Rear bumper shall be a full sized heavy-
.. _jdi4b1imper manufactured by Bardon Bumper Inc. or approved-:
equal:.,Rear_bumper shall be equipped with a PHO-16-B Pindel hitch
andsafety chain lobes.
9. Wheels and Tires:' EachFvehicle shall be equipped with five
• (5) •steel. disc,'Wheels of'the "same: brand, size, rating and
• appearance plus five (5) tubeles?radial all season tires of a size
and load range sufficient to meet or exceed the specified
minimum gross vehicle .weight: The :spare tire shall be
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• mounted and Secured oh a production-type carrier. Drive tire
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clearance,shall,be adequate fon.normal operation of the vehicle
L.
when loaded to capacity. Tires•shall be the same brand, tread
• design, size,,load range and appearance.
• 10. Wheelbase: between l'38 and 153`inches.
ITB#'O1-101 12 2/20/01
11. Axles/Springs/Frame: The axle ratio shall. be 3.021 or higher' •
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numerical'ration-for GVWR under 8,500 lbs. The axle ratio shall'be
3;50: 1 or highernumericalratimfor GVW over r8;500 lbs.
12. Fuel Tank Vehicle'shall be equipped with the manufacturer's
largest standardfuel tank.
13. Air Conditioning Air conditioning unit shall be factory installed,
integral type, latest CFC-free model in current,production.
14. Body/Cab:,4-door crew cab with 6-1/2' bed.
13. Towing capacity: 7700 lbs. minimums
16. Payload capacity:' 1875 lbs..minimum.
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`17 Exterior Color: The exterior colors shall be the manufacturer's
standard production colors; The exterior color shalt be white. •
18 Interior/Seat Upholstery: The interior color shall be the;
manufacturer's standard ëolor (except black or white)supplied with
the exterior color specified on thebrder.,
Seat upholstery.shall be vinyl with cloth inserts or all cloth.
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18. Back-up Alarm: a standard, CM OSHA approved back-up alarm
shall'be installed'
19. Miscellaneous Equipment.- The items, supplementing if
necessary those iteths-already cataloged as standard''equipment, shall
be furnished and in place.
• Multi-speed fresh air heater and windshield defogger
•• system. _ r. —::,.
' Seat'belts for all'seatmg positions:
• Foam-padded seats. •
• 'Dual armrests,in fronts compartment.
• Floor covering; frontand;rear..
• Sun visors'for both driver+"and front passenger positions.
• Dome light with door switches, activated by front°and,side
doors.
• Inside hood release.
• Manufacturers'standardAM/FM radio with antenna. •
• Heavy-duty shock absorbers:
• Front stabilizer bar, if furnished, shall be•heavyduty.
• If torsion bars are,furnished'in lieu of springs,they shall be
heavy duty.
• Intermittent'wipers.
.
ITB#.01-101 13 2/20/01
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r Cruise control and:tilt steeting:
• Tinted:glass, all windows. •
• Inside rearview mirror, day/night.
• Bolt-on left and right outside rearview mirrors, largest
available: Mirrors tribe hinged.
• .Standards tool kit including wheel clwnging tools and jack
adequate to safely lift the vehicle lwhen loaded to rated
capacity:,
• Owner's'manual:
• Windshield washers.
• 'Warfanry certificate and/or.card.
• 12-voltDC interior power outlet lighter).
• Gauges, full,package:
20. Documents:. The following,documents shall be delivered to
the'City With the vehicle:
• Completed and signed.,pre-delivery service checklist,
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• including the order -nutter and Vehicle Identification
• Nuinber'(VIN);
• "Erne Set Tickets" or "Window Sticker" showing all
• optiotis'installed. .
21. PreDelive y Checklist: Pnor,to delivery, the vehicle,shall be
completely inspected, serviced and detailed by,the delivering dealer
and/or the manufacturer's pre-delivery servicecenter. A copy of the
pre-delivery checklist Shall becomPleted for the vehicle; signed by
the representative of the organization,performing the
inspectidn/service, and delibered with the,,vehicle.
21 Receiving Inspection: The vehicle will be inspected,upon receipt at
. the designated delivery location. Inspection..-will include „_
specification compliance; workmanshi p, a Pearance, pro er - `_ -_
operation of all equipment and systems and that all documents are
present. 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 pefiod:(if applicable) will not be made
until the defects are corrected and the vehicle reinspected and
accepted.
Completion of inspection'.or acceptance by'the City shall in no way
,release the dealer from satisfying,the requirements of the contract,
specifications, and warranty,. Deviations from the specified• requirements that are detected,by-the City shall be corrected by the
dealer in an expeditious manner at no expense to theCity.
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ITB#01-101 14 ' 2/20/01
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23. Delivery: Delivery, of the:,sehicle to the City shall be in accordance
with the following provisions: •
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'Caravan or drive-away method Of delivery from the factory to a
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dealer is not'acceptable.
The vendor+shall insure'thatthe vehicle reaches its point of.delivery
with no less-than frVe(5)gallons of fuel in the tank:, •
Vehicles delivered from a dealer with more than, 50 miles on the
odometer will be.charged 50 cents for each mile exceeding-50'miles.
This charge shall be deducted from the order price for the vehicle:
24. Warranty: The;manufacturer:'sregular new warranty shall apply to
the vehicle procured against this specification. This warranty,shall
be'honored,by all franchised dealers of the vehicle within the State
of'California. All warranty certificates ,and/or card' •shall be
supplied with the:vehicle:
The warranty shall be factory authorized and shall cover mot less
than 3 years/36 000 miles bumper to bumper, no icharge parts and
labor. All emission-related components -shall.'be warranted' in
compliance,with CARB and Federal requirements. 'Bids offering
• independent,insurance or ,a,statement indicating self,insurance will
be deemed-non-responsive and will be rejected:
Normal wear items such:as'tires, belts, hoses„headlamps, light bulbs, 11111;
brake discs/drums, etc.,are excluded from warranty coverage. All
other items not subjecCto normal wear or oss operatorneglect•and
abuse such as window, seat or wiper motors, chassis electrical
switches (door, trunk lid), paint, hinges, looks, etc. shall be covered..
The vendor will designate by name his responsible contact and
alternate assigned for:the duration of the contract who will resolve
City warranty-related claims on,a priority basis..
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25. "In-Service"'Notification: Vehicles',not place in service
immediately upon1receiptshall:benwarranted from-the date-the,unit is.
placed',m•service:'The City shall notify the vendor in writing of the
actual-tin-Set/Tice"date.
26, Extended Warranty Option#1: Bumperito,bumper coverage.
6 years/10000 miles,.and S0 deductible Only a manufacturer's
extended warranty :'is acceptable: No ,after.:•iiiarket,extended
warranty;is acceptable.
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27. Ownership documentation; Seller ' shall •supply ownership
documents free and clear: Seller shall also complete:a Department
of Motor Vehicles Transfer of Ownership, Dealer's Report of Sale,
Bill of Sale, or other documents for registration:- •
ITB#01-101 15' 2/20/01
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'SECTION D
BID
ITB°01-101
The City of Petaluma, Califomia,desires to purchase one.(1)new,tnused, 4WD, 4-door 2001 pick-up
truck per the minimum specifications and terms.& conditions:enclosed herein. This vehicle shall.be
current production model consisting of parts,and°materials that-:are the proper'size, quality and design, and
the intended purpose as herein defined. The:manufacturer inaccordance with these specifications shall
install optional equipment The vehicle shall meet or exceed,the construction and performance
specifications described.
1. 01 'EACH 4WD, 4-DC ORt2001 PICK-UP TRUCKS,
MAKE ::MODEL.
2. DELIVERY (FOB'Petalunia„"California) $
3. SALES TAX (Local 7.25%) $
4. TOTAL $
5. Extended Warranty: Bumper to biunpet coverage, 6years/100;000 miles, $0 deductible.
01 Each $
Delivery Information calendar days after receipt of purchase order.
The undersigned declares that before;preparing their bid,they read carefully.the specifications,terms and conditions,
and requirements for.Bidders and that"their bid'ismade with full 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,wi hintforty"-fivel(45)calendar days fromdate of opening,:to furnish any or all of the
items upon which prices are offered at the price set opposite,each item,deliveredatthe•designated.point(s)within
the time specified.
Discounts will be allowed for prompt payment percent, 10 calendar days;
percent,.20 calendar days;, percent, 301calendar days.
COMPANY:
ADDRESS:
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CITY, STATE; ZIP CODE:'
SIGNATURE OE PERSON AUTHORIZED TO SIGN:
TYPED NAME OF SIGNER . TITLE
• TELEPHONE t: DATE
FAX #: E-MAIL ADDRESS:
ITB# 01-101 16 2/20/01
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