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Home My WebLink AboutPurchase - 2 Ford F-150 Super-Cab Pup TrcksCITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: AUTHORIZE THE PURCHASE OF TWO FORD F-150 SUPER CAB PICKUP TRUCKS FROM FAIRVIEW FORD SALES, INC., OF SAN BERNARDINO, CALIFORNIA, IN THE AMOUNT OF $48,613.18 SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works VENDOR: Fairview Ford Sales, Inc. P.O. Box 1390 San Bernardino, CA 92402 CONTENTS Recommendation September 8, 2016 Bid — Fairview Ford Sales, Inc. White Paper By Minute Motion, authorize the purchase of two Ford F-150 Super Cab pickup trucks from Fairview Ford Sales, Inc., of San Bernardino, California, in the amount of $48,613.18. Funds are available in Account No. 5304310-4403000, Fleet Equipment Replacement. Strategic 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 seven vehicles. 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 two Ford F-150 Super Cab pickup trucks or equivalent. On August 23, 2016, the bids were opened and read aloud and the results are as follows: Staff Report Purchase of Two Super Cab Trucks Page 2 of 2 September 8, 2016 Dealer Fairview Ford Sales Reynolds Buick, Inc. Fiesta Ford Coachella Valley Buick Location Total Cost San Bernardino, CA $48,613.18 Covina, CA $51,177.10 Indio, CA $51,771.30 Indio, CA $54,680.00 Staff reviewed all the bids and recommends awarding to Fairview Ford Sales of San Bernardino, California, the lowest bidder. Fiscal Analysis Purchase of these vehicles is funded through the vehicle replacement fund so there is no direct impact on the general fund. The vehicles will require regular maintenance; however, because the vehicles are new, the cost to maintain them should be minimal for several years. Depa a ad: Mark Gr ervvood, P. J&neM. Moore Director V ?ublic Works Dr of Finance Approval: McCarthy, Interirry� Manager 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/I will furnish and deliver the specified equipment to the City of Palm Desert, and accept as full payment thereof, the following amount: 00 Price per Truck $ O� X 2 Sales Tax Additional Fees, if any Delivery charges, if any TOTAL PRICE DELIVERYDATE: w-s A.P40. 40 $ C-- $ ow (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. AQ TJN1MT1LVW TIMID FLEET CENTER 292 NORTH G STREET, SAN BERNARDINO, CA 92410 (909) 884-9261 - Fax (909) 386-0292 TODD EFF Commercial Fleet Manager Direct (909) 386-0281 - teff@fairviewford.com (Please attach business card) FAIRVIEV! FORD SALES, INC. COMPANY NAME P.O. G=3X IuS�J ADDRESS NAME OF BIDDER SIGNATURE TITLE)��\ ��\DATE TELEPHONE FAIRVIEW FORD SALES, INC FLEET AND TRUCK CENTER 740 WEST 2ND STREET P O BOX 1390 SAN BERNARDINO CA 92402 PHONE #:(909) 386-0281 FAX #:(909) 386-0292 VEHICLE ORDER CONFIRMATION 08/22/16 17:18:21 2017 F-150 Order No: 0000 Priority: K2 Ord FIN: QI038 Ord PEP: 100A Cust/Flt Name: PALM DESERT RETAIL XIC F150 4X2 S/C $30600 422 CALIF' EMISSIONS 145" WHEELBASE YZ OXFORD WHITE C CLOTH 40/20/40 G MED EARTH GRAY 100A EQUIP GRP .XL SERIES .17"SILVER STEEL 998 3.5LV6 TIVCTFFV 446 ELEC 6-SPD AUTO .245/70R-17 A/S X26 3.73 REG AXLE NC 6100# GVWR CA BOARD FEES NC FRT LICENSE BKT NC 53A TRAILER TOW PKG 23 GAL TANK 794 PRICE CONCESSN REMARKS TRAILER 85A POWER EQUIP GRP Dealer: F71156 Page: 1 of 2 Order Type: 5B Price Level: 725 PO Number: RETAIL NC 495 1170 TOTAL BASE AND OPTIONS 33660 XL BASE DISCI' PEG & TT (500) TOTAL, 33160 VEHICLE ORDER CONFIRMATION 08/22/16 17:18:27 Dealer: P71156 2017 F-150 Page: 2 of 2 Order No: 0000 Priority: K2 Ord FIN: QI038 Order Type: 5B Price Level: 725 Ord PEP: 100A Cust/Flt Name: PALM DESERT PO Number: RETAIL RETAIL 91V 110V/400W $200 FLEX FUEL SP DLR ACCT ADJ SP FLT ACCT CR FUEL CHARGE B4A NET INV FLT OPT NC PRICED DORA INC DEST AND DELIV 1195 TOTAL BASE AND OPTIONS 33660 XL BASE DISCT PEG & TT (500) `TOTAL 33160 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: TWO (2) — FORD F-150 SUPER CAB PICKUP TRUCKS 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 9:45am 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 Bertha A. Gonzalez, Accounting Technician, at baonzalez(@citvofoalmdesert.orq or at 760-346-0611. Dated this 4t' day of August 2016. RACH LLE D. KLASSEN—, CITY CLERK CITY OF PALM DESERT 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 TWO (2) — FORD F-150 SUPER CAB PICKUP TRUCKS OR EQUIVALENT Reauired Equipment V2 Wheel Drive V110V / 400W Inverter Outlet 1N6 Gasoline Engine ✓6-Speed Auto Transmission j/White in color ✓Air Conditioning V'Power Windows, Doors and Locks 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 9:45 am 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 baonzalezna.citvofoalmdesert. ora. 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 �r!/S receipt of purchase order. REGISTRATION i/ 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. 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. 69 71 72 73 74 002 Year/Make 2002 F-150 2002 F-150 2002 F-150 2002 F-150 2003 F-150 2004 F-150 2002 F-150 Fuel Type CNG _CNG CNG _ CNG CNG_— Bi-Fuel CNG/Gas Bi-Fuel CNG/Gas 079 1993 F-350 Gas 052 �1993 F-350 Gas _ _ _ 230_ i 2002 F-350 Gas r 231 1 2002 F-350 Gas CNG Tank ExpJ Type of Vehicle July 2016 July 2016 October 2016 _ July 2016 — April 2017 December 2016 Years in Service 13 13 _ `13 13 12 11 2017 13 22 -- - 22 13 Assigned Department Build/Safety Build/Safety CODE Spare CODE CODE —Build/Safety Street Maint Street Maint Street Maint _Street Maint j (,,/avt Lie, q plj ' ii.D q Gu►T k Iroc Y1�1 5 4 d � T� rct%d �' � SS I c �rZ I� �Y ISf (y , 2 I y 1 �, �(�1. 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. 530-4195415-4030 ➢ Estimated Commencement/Completion Dates: July 2015 through June 2016 ➢ Assigned Project Manager: Carlos Hernandez, Maintenance Services Manager Prepared By: es Manager Reviewed & Agree to Discuss: J n M. Wohlmuth, City Manager Submi y Mark r nwood, E� Direct r f Public Works