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Home My WebLink AboutPurchase - 2 Flatbed Pup TrcksCITY OF PALM DESERT STAFF REPORT REQUEST: AUTHORIZE THE PURCHASE OF TWO FLATBED PICKUP TRUCKS FROM REYNOLDS BUICK, INC., OF COVINA, CALIFORNIA, IN THE AMOUNT OF $81,885 SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works VENDOR: Reynolds Buick, Inc. 675 South Citrus Avenue Covina, CA 91723 DATE: September 8, 2016 CONTENTS: Bid — Reynolds Buick, Inc. White Paper Recommendation By Minute Motion, authorize the purchase of two flatbed pickup trucks from Reynolds Buick, Inc., of Covina, California, in the amount of $81,885. Funds are available in Account No. 5304310-4403000, 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 The 1993 and 2002 Ford F-350 flatbed trucks used by the street maintenance staff have reached the end of their useful life. Both trucks have been driven more than 100,000 miles, and are in constant need of repairs due to their age. In order to keep up with the City's maintenance efforts, both trucks need to be replaced. During Fiscal Year 2015/16 budget preparation, staff submitted a white paper for replacement of three flatbed pickup trucks and one dump truck due to their obsolescence. The City Manager recommended replacing two of the vehicles during Fiscal Year 2015/16 and two in Fiscal Year 2016/17. Staff Report Purchase of Flatbed Pickup Trucks Page 2 of 2 September 8, 2016 On July 28, 2016, staff advertised and called for sealed bids for furnishing two flatbed pickup trucks, and on August 23, 2016, the bids were opened and read aloud. The bid results are as follows: Dealer Location Reynolds Buick GMC Covina, CA Fritts Ford Riverside, CA Western Truck Exchange Los Angeles, CA Jessup Auto Plaza Cathedral City, CA Fiesta Ford Indio, CA Price $81,885.00 $90,607.68- $92,669.00 $92,815.58 $93,385.78 Staff has reviewed all the bids and recommends awarding to Reynolds Buick, Inc., of Covina, California, the lowest bidder. Fiscal Analysis Purchase of the vehicles is funded through the vehicle replacement fund so there is no direct impact on the general fund. Both vehicles will require regular maintenance; however, because they are new, the cost to maintain them is expected to be less than the old trucks. Dep in t Itlead: 1 1� Mark Greenwood, P.E. Director of P iblic Works Approval: a� G J tin McCarthy, Interim /bg anager 0�4�_ (Jan M. Moore Director of Finance CITY OF PALM DESERT NOTICE INVITING BIDS FLATBED PICKUP TRUCK BID DOCUMENT Responding to an invitation to bidders, dated July 28, 2016, the undersigned bidder proposes and agrees to furnish the equipment in good order as specified. Well will furnish and deliver the specified equipment to the City of Palm Desert, and accept as full payment thereof, the following amount: Price per Truck $ 37,900.00 X 2 $ 75,800.00 Sales Tax (8%) $ 6,064.00 Additional fees, if any $ 21.00 (Tire Tax)* *Six Tires Per vehicle. Delivery charges, if any $ Total Price No Charge 81,885.00 ESTIMATED DELIVERY DATE: 75-90 pays ARC (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. Reynolds Buick, Inc. COMPANY NAME 675 South Citrus Avenue Covina, Ca. 91723 ADDRESS John F. Slavin NAME OF DER SIGNltURE Fleet Account Manager TITLE 8/18/16 DATE (805) 570-1567 (Please attach business card) TELEPHONE U kit F 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) FLATBED PICKUP TRUCKS 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 9:30 a.m. 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 dreyesc.a cityofpal rndesert.orq or at (760) 346-0611. Dated this 28th day of July 2016. RACHELLE D. KLASSEN, CITY CLERK CITY OF PALM DESERT, CALIFORNIA CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT NOTICE INVITING BIDS SPECIFICATIONS The City of Palm Desert is accepting sealed bids for furnishing TWO (2) FLATBED PICKUP TRUCKS with the following minimum equipment: Cab and Chassis • Current model year, Cab and Chassis, 4x2 • 12' Flatbed with diamond grade steel • Headboard — Tapered for 8' Wide Flatbed Platform • Tow package - Class IV Receiver Hitch • V8 gasoline powered engine, to meet all California emission regulations • 6 speed automatic transmission • Air conditioning • AM/FM radio • Bench seat, vinyl • Color exterior — white; interior — gray Body / Tool Boxes • One top mount open 96" x 18" x 18" tool box • 48" x 18" side racks • Folding lift gate for rear of vehicle Lights / Other Electrical Ilk C91& • • 36"X72" WANCO LED ARROW BOARD with in -cab controls and electric lift • 180-Degree Tilt Frame • Two, strobe lights mounted at the top of the arrow board frame • See through mesh attached to arrow board frame to protect rear window • Mounted so it is visible from the rear of the vehicle while in the raised position • Mounted properly to prevent vibrations • LED lights for rear brakes, turn signals, and back up lights • Back up alarm 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 9:30 a.m. on Tuesday, August 23, 2016, at which time they will be opened and read out loud. CITY OF PALM DESERT NOTICE INVITING BIDS FLATBED PICKUP TRUCK SPECIFICATIONS (Continued)... 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 time specified 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 to David Reyes, Street Maintenance Supervisor, at dreves(d�cityofpalmdesert.orq or by fax at 760-341- 7098. PAYMENT TERMS The City's payment terms are thirty (30) days from the receipt of an original invoice referencing the City's purchase order number and acceptance of the materials, supplies, equivalent, or service (Net 30). DELIVERY Vehicles shall be delivered within ninety (90) days following the City Council's authorization to purchase. Approximate time and delivery shall be established within seven (7) days following receipt of purchase order. VEHICLE 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. 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 CNG Tank Expd Years in Assigned No. Year/Make Fuel Type Type of Vehicle Service Department 69 2002 F-150 CNG July 2016 13 Build/Safety 71 2002 F-150 CNG July 2016 13 Build/Safety 72 F-150 CNG October 2016 13 CODE _ _ 73 _2002 2002 F-150 CNG July 2016 13 Spare 74 2003 F-150 CNG April 2017 12 CODE 002 2004 F-150 Bi-Fuel 11 CNG/Gas December 2016 CODE _ 198 2002 F-150 Bi-Fuel CNG/Gas_ 2017 13 Build/Safety I 079 1993 F-350 _ Gas 22 Street Maint 052 1993 F-350 Gas 22 Street Maint 230 2002 F-350 Gas _ _ 13 Street Maint 231 2002 F-350 Gas 13 Street Maint j 9 r k S �,c 4 �wo �`�fvr&vcoA Rroce 5S rc I 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: ance Services Manager Reviewed & Agree to Discuss: J M. Wohlmuth, City Manager i. V Submi y• Mark qr nwood, E�\ Directdr f Public Works