REPORT TO COUNCIL
SUBJECT
Title
Award of Contract for Three Service Trucks (F15-26)
Report
REPORT IN BRIEF
Approval is requested to award a contract to Tracy Ford in the amount of $129,764 for three service trucks to be used by the Departments of Public Works and Environmental Services for materials transportation and maintenance work.
ENVIRONMENTAL REVIEW
N/A
BACKGROUND AND DISCUSSION
The replacement of City vehicles is based on hours of operation, miles traveled, equipment condition, maintenance costs and budgeted replacement funding. Thirteen service trucks used by the Departments of Environmental Services and Public Works are scheduled for replacement this fiscal year. These vehicles are 10-15 years old and have accumulated between 80,000-120,000 miles.
Bid specifications were prepared by the Department of Public Works Fleet Services Division. Purchasing staff issued Invitation for Bids (IFB) F15-26 through the City's Onvia DemandStar public procurement network. Sealed bids were received and publicly opened on October 22, 2014. A total of nine bids were received, but two were determined to be non-responsive. The bid summary is contained in Attachment 1.
This IFB was flexibly structured to allow contracts to be awarded to a single bidder for the entire procurement or to multiple bidders by line item. Staff has determined that awarding contracts on a low-bid line-item basis to four of the seven responsive bidders represents the best value to the City, as follows:
· Bid Items 2, 7 and 9 from Attachment 1 (3 trucks total) require Council approval. The lowest responsive and responsible bid was from Tracy Ford in the amount of $129,764.
· Bid Items 4 and 5 (4 trucks total) were awarded under the City Manager's authority to Towne Ford Sales in the amount of $89,335.
· Bid Items 6 and 8 (2 trucks total) were awarded under the City Manager's authority to Big Valley Ford in the amount of $76,585.
· Bid Item 1 (1 truck) was awarded under the City Manager's authority to Frontier Ford in the amount of $34,262.
No bids were submitted by any of the bidders for Bid Item 3 (which was 3 extended cab compact pickups). Staff requested quotes from other dealerships and was able to locate three Chevrolet Colorado trucks. The low quote was submitted by Elk Grove Auto and a purchase order was issued under the City Manager's contract award authority for $59,738 for these vehicles.
FISCAL IMPACT
The total cost for the thirteen service trucks is $389,684, excluding sales tax. Budgeted funds are available in the Fleet Equipment Replacement Account.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Award a contract in the amount of $129,764 to Tracy Ford for three service trucks in substantially the same form as the draft purchase order attached to the report.
Staff
Prepared by: Pete Gonda, Purchasing Officer
Reviewed by: Grace K. Leung, Director of Finance
Reviewed by: Manuel Pineda, Director of Public Works
Reviewed by: Robert A. Walker, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft Purchase Order