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Home My WebLink AboutPurchase - 1 Ford F-150 P-up TruckCITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: AUTHORIZE THE PURCHASE OF ONE FORD F-150 PICKUP TRUCK FROM FIESTA FORD OF INDIO, CALIFORNIA, IN THE AMOUNT OF $21,838.89 SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works VENDOR: Fiesta Ford 78990 Varner Road Indio, CA 92203 DATE: CONTENTS Recommendation September 8, 2016 Bid — Fiesta Ford White Paper By Minute Motion, authorize the purchase of one Ford F-150 Pickup truck from Fiesta Ford of Indio, California, in the amount of $21,838.89. Funds are available in Account No. 5304310-4403000, Fleet Equipment Replacement. Strateqic Plan Obiective The purchase of vehicles for the city's fleet is an operational function and has no impact on the Strategic Plan. Background During the Fiscal Year 2015/16 budget preparation, staff submitted a white paper for approval to replace the remaining seven vehicles whose tanks will expire in 2016 and 2017. The City Manager recommended replacing four vehicles during Fiscal Year 2015/16 and three in Fiscal Year 2016/17. Therefore, on August 4, 2016, staff advertised and called for sealed bids for furnishing one Ford F-150 pickup truck or equivalent. On August 23, 2016, the bids were opened and read aloud. The bid results are as follows: Dealer Fiesta Ford Fairway Ford Sales Reynolds Buick, Inc Coachella Valley Buick Location Total Cost Indio, CA $21,838.89 San Bernardino, CA $21,926.27 Covina, CA $22,521.35 Indio, CA $23,550.35 Staff Report Purchase of One Pickup Truck Page 2of2 September 8, 2016 Fiesta Ford submitted the lowest bid, but the sales tax was slightly miscalculated. The 8 percent California sales tax should be $1,610.65; however, Fiesta Ford's calculation is shown as $1,617.05, or $6.40 greater than the actual amount. Staff reviewed all of the bids, and even though there was a slight miscalculation of the sales tax, recommends awarding the purchase of the vehicle to Fiesta Ford of Indio, California, who is the low bidder. Fiscal Analvsis Purchase of the vehicle is funded through the vehicle replacement fund so there is no direct impact on the general fund. The vehicle will require regular maintenance; however, because the vehicle is new, this cost should be minimal for several years. Depart nt d: c� Mark Gr a ood, P.E. J net . Moore Director of ublic Works Di r of Finance Approval: J sti McCarthy, Interim /bg \ nager City of Palm Desert Public Works Department 73-510 Fred Waring Drive Palm Desert, CA 92260 Bid Document Responding to an invitation to bidders, dated August 4, 2016, the undersigned bidder proposes and agrees to furnish the equipment in good order as specified. We/1 will furnish and deliver the specified equipment to the City of Palm Desert, and accept as full payment thereof, the following amount: Price $ Sales Tax $ /1- V �� Additional Fees, if any $ Delivery charges, if any $ TOTAL PRICE $ DELIVERY DATE: tQ_0 / 3 -3.OS G) 7 G S_ (Cost (Cost to include all costs related to the vehicle purchase such as vehicle preparation, special equipment, documentation preparation, training, and tire fees) At time of delivery, furnish Dealer Report of Sale in the name of: CITY OF PALM DESERT, 73-510 Fred Waring Drive Palm Desert, CA 92260. .14FSTA .QivicdrLa�e Ron Olson (760) 772-8000 Fleet/Internet Director Ext. 8313 Fax (760) 772-8019 78-990 Varner Road Cell (760) 578-9278 Indio, California 92203 rolson@fiestaford.com (Please attach business card) COMPANY NAME ADDRES 0 O G NAME OF DDER SIGNATURE TITLE DATE TELEPHONE CITY OF PALM DESERT NOTICE INVITING SEALED BIDS PUBLIC NOTICE IS HEREBY GIVEN that the City of Palm Desert will receive sealed bids for furnishing the following: ONE (1) — FORD F-150 PICKUP TRUCK OR EQUIVALENT Completed, sealed bids will be accepted in the offices of the City Clerk at Palm Desert City Hall, 73-510 Fred Waring Drive, Palm Desert California, up to the hour of 10:30am on Tuesday, August 23, 2016, at which time they will be opened and read out loud. The public and vendors are invited to be present. Specifications may be obtained at the Public Works Department, located at 73-510 Fred Waring Drive Palm Desert, California 92260. It is the responsibility of the bidder to see that any bids sent through the mail have sufficient time to be in the hands of the City Clerk prior to bid opening time. The receiving time at the City Hall will be the governing factor on acceptability of bids. Telegraphic or telephone bids will not be accepted. The City reserves the right to reject any or all bids, to waive any irregularities, to accept any bid or portion thereof, and to take all proposals under advisement for a period of thirty (30) days. Any questions regarding the specifications, contact David Reyes, Street Maintenance Supervisor, at drevese.citvofpalmdesert.orq or at 760-346-0611. Dated this 4th day of August 2016. 73-510 Fred Waring Drive Palm Desert, CA 92260 (760) 346-0611 City of Palm Desert Public Works Department 73-510 Fred Waring Drive Palm Desert, CA 92260 The City of Palm Desert is accepting sealed bids for furnishing ONE (1) — FORD F-150 PICKUP TRUCK OR EQUIVALENT Required Equipment 2 Wheel Drive 126' WB 40/20/40 Cloth Seat 4x2 Regular Cab 6 '/z ft Bed 3.71- V6 FFV Gasoline Engine (Minimum) 6-Speed Auto Transmission w/tow haul mode , White in color Air Conditioning AM/FM radio / Manual Windows Front and Rear Step Bumpers Rubber Flooring Completed, sealed bids will be accepted in the offices of the City Clerk at Palm Desert City Hall, 73-510 Fred Waring Drive, Palm Desert California, up to the hour of 10:30am on Tuesday, August 23, 2016, at which time they will be opened and read out loud. BID WITHDRAWAL A bidder may withdrawal their proposal, without prejudice, prior to the specified for the bid opening, by submitting a written request to the City Clerk for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposals received after the specified time or at any place other than the place stated in the "Notice Inviting Bids" will be considered. All bids will be opened and declared publicly. Bidders, or their representatives, are invited to be present at the opening of the bids. COMMUNICATION REGARDING BID Requests for additional information need to be submitted in writing by fax at 760-341-7098 or by email at dreves(cDcitvofpalmdesert.orq. PAYMENT TERMS The City's payment terms are thirty (30) days from the receipt of an original invoice referencing the City's project number and acceptance of the materials, supplies, equivalent, or service (Net 30). DELIVERY Vehicles shall be delivered within thirty (30) days following the City Council's authorization to purchase. Exact time and delivery shall be established within seven (7) days following receipt of purchase order. REGISTRATION Bidders shall submit all necessary paperwork to the Department of Motor Vehicles for title and government exempt registration/license plates in the name of the City of Palm Desert. Page 1 of 1 CNGP530 VFHiCLE ORDER CONFTRMATION 09/13/16 17:31:42 ==> Dealer: F71427 --- - — — -- 1017 F-I50 ----- Page: 1 of 1 Order No: 9999 Priority: K1 Ord FIN: QI038 Order Type: 5B Price Level: 725 Ord PEP. 100A CG FI L Name. PALM DESERT PO Number. RTTATL RETAIL F1C F150 4X2 R/ C 52654 - 422 CALTF EMISSIONS NC 1 22" WHE EL3ASE 23 GAL TANK YZ OXcORD WHITE FLEX FUEL C C' OTH 4%/2 0/ 4 SP DLR ACCT ADJ G MFD EARTH GRAY SP VhT ACCT CR 100A EQUIP GRP FUEL CHARGE .XI. S RiES &A NET INV FLT OPT NC .17"S1I,VFR SIEE., PRICED DCRA NC 998 3.51 V6 l iVC7FFV ✓EST AND DELIV 1195 446 EL.FC 6-SPD AUTO TOTAL BAST: AND OPTIONS 27135 .245/70R-11 A/S TOTAL, 27735 X19 3.55 R G AXE NC -TINS IS NOT AN INVO=CF* 6010# GVP4R CA BOARD FIDES NC FRT _, I CENS= BKT NC: F1=Help F2=Re'urn to Order F3/F!2=Vela Ird Menu F4 Submir. _ -Add ..o Library S099 - PRESS r.4 0 SUBMIT QC05439 imcdealr@RonO_sor: Aug 13, 2016 2:3 :'. PI-1 v 8030016 FF-sTR tlop M fr- -I 760-772-8000 Incentive programs and rebates are estimates, subject to change and verification. Tax Profile: 8% Cash Deal Structure Market Value 27,735.00 Discount Savings -7,601.91 Vehicle Price 20,133.09 Document Prep Fee 80.00 Tire/Battery/VTR Fee 8.75 Sales Tax 1,617.05 Due On Delivery I 21,838.89 Tax: 8% I 8.00 % Palm Desert 17 F-150 Reg Cab Salesperson: RON Olson 08/13/2016 2:57 pm CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT WHITE PAPER To: John M. Wohlmuth, City Manager From: Mark Greenwood, P.E., Director of Public Works Date: February 20, 2015 Request: Replacement of Eleven Fleet Vehicles JUSTIFICATION: From 2000 to 2004, most of the vehicles purchased for City inspectors were either powered by compressed natural gas (CNG) or were CNG/gas bi-fuel. These vehicles have a 15-year limitation on their high pressure fuel tanks; however, replacement of the tanks is more expensive than the value of the vehicle. On January 22, 2015, the City Council approved the purchase of nine work trucks to replace the trucks with expired fuel tanks. The CNG tanks of the remaining seven CNG and bi-fuel powered vehicles will expire in 2016 and 2017. In addition, due to obsolescence, four heavier gas powered vehicles need to be replaced. They consist of three flatbeds and one 1-ton dump truck used by the Street Maintenance Division. The following table lists the vehicles to be replaced: Vehicle No. Year/Make 69 2002 F-150 71 2002 F-150 72 2002 F-150 _ 73 _ 2002 F-150 74 2003_F-150 002 2004 F-150 198 �2002 F-150 CNG Tank Exp./ Fuel Type Type of Vehicle CNG July 2016 CNG July 2016 CNG 2016 J CNG — _October _ _ July 2016 _ CNG April2017 Bi-Fuel CNG/Gas Bi-Fuel CNG/Gas 079 1993 F-350 Gas 052 1993 F-350 Gas _ 230 12002 F-350 _ Gas_ 231 2002 F_350 _Gas _ December 2016 Wffl i Years in Assigned Service Department 13 Build/Safety 13 Build/Safety 13 CODE _ 13 Spare _ 12 CODE 11 CODE 13 Build/Safety__ _ 22 Street Maint 22 Street Maint 13 Street Maint 13 --Street Maint q tt rk �1Nt. s (tivQ 4 "1 dJy - tv* lK % a 7w0 i` frtve� Riocz5s, ic 4/2, to FY GV p White Paper — Replacement of Vehicles Page 2 of 2 February 20, 2015 In order to maintain the City's fleet at a level needed to provide services, staff is requesting replacement of these vehicles in Fiscal Year 2015-16. COST ANALYSIS: The cost is estimated $20,000 per inspector vehicle ($140,000), $40,000 per flatbed ($120,000) and $40,000 for the 1-ton dump truck. The total cost is $300,000 for the 11 vehicles, including additional safety equipment and installation. SUMMARY: ➢ Estimate: $300,000 ➢ Funding Source: Fleet Equipment Replacement, Account No. 530-4195-415-4030 ➢ Estimated Commencement/Completion Dates: July 2015 through June 2016 ➢ Assigned Project Manager: Carlos Hernandez, Maintenance Services Manager Prepared By: C 16S e r*dez J Mainte ance Services Manager Reviewed & Agree to Discuss: - u, J n M. Wohlmuth, City Manager SubTqOronwood. y• MarE� DirectdrOf Public Works r