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Home My WebLink AboutPurchase - Nine Work Trucks and Equipment for TrucksCITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: AUTHORIZE THE PURCHASE OF NINE WORK TRUCKS FROM PALM SPRINGS MOTORS OF CATHEDRAL CITY, CALIFORNIA, IN THE AMOUNT OF $157,669.11, AND NINE LIGHT BARS AND BACKUP ALARMS FROM TOPS N BARRICADES OF INDIO, CALIFORNIA FOR THE AMOUNT OF $12,829.91 SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works VENDOR: Palm Springs Motors 69200 Hwy 111 Cathedral City, CA 92234 Tops N Barricades 44-503 Jackson Street Indio, CA 92201 DATE: January 22, 2015 CONTENTS: Bid - Palm Spring Motors Quote - Tops N Barricades Staff Report Approved October 24, 2013 Recommendation By Minute Motion: 1. Authorize the purchase of nine work trucks from Palm Springs Motors in the amount of $157,669.11; 2. Authorize the purchase of light bars and backup alarms from Tops N Barricades for the amount of $12,829.91; and 3. Appropriate $170,499.02 from unobligated Equipment Replacement Fund to Account No. 530-4195-415-4030, Fleet Replacement. Background The City has not purchased any new general purpose fleet vehicles for replacement since 2007. From 2000 to 2004, most of the vehicles purchased were powered by compressed natural gas (CNG) and gas/electric hybrids. The CNG powered vehicles are approaching the end of their service life due to a 15-year limitation on their high pressure fuel tanks. Because Staff Report Vehicle Purchase Page 2of2 January 22, 2015 the cost of fuel tank replacement is more than the value of the vehicles, on October 24, 2013, the City Council approved the vehicles' removal from service and their sale at auction. Currently, the CNG fuel tanks of nine work trucks have expired or are soon to expire. In order to maintain the City's fleet at the level needed to provide service, the nine work trucks need to be immediately replaced. On December 19, 2014, staff advertised and called for sealed bids for furnishing nine Ford F- 150 pickup trucks or equivalent. On January 9, 2015, the bids were opened and read aloud. The bid results are as follows: Dealer Location Cost per Truck Total Cost Palm Spring Motors Cathedral City, CA $16,133.00 $157,669.11 Raceway Ford Santee, CA $18,845.00 $183,252.15 Fiesta Ford Lincoln I Indio, CA $18,525.10 $185,525.10 The trucks are not equipped with the light bars or backup alarms. Therefore, staff contacted Tops N Barricades of Indio, California, who has the equipment in stock and they provided a quote for the supply of nine light bars and backup alarms for the amount of $12,829.91, including sales tax. The equipment will be installed by Ozzie's International, who has been approved by City Council for work on City vehicles, and will be paid from the general fleet maintenance account. Fiscal Analysis The replacement cost will be offset by the proceeds from the sale of the old vehicles when they are sold at auction as approved by City Council on October 24, 2013. The vehicles will require regular maintenance; however, because the vehicles are new, the cost to maintain them is expected to be less than the current maintenance cost. Mark r nwoodrP , Director df Public Wo Aadrbval: n M. Wohlmuth, City Manager Paul S. Gibson Director of Finance 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 December 17, 2014, 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 /33 `% X 9 $ / lq-7 Sales Tax /297- a $ (7Jc./reeF�BnrrF_,er �vT,c PGE S"6d Delivery charges, if any $ --o` Total Price $ i5�ro69.1 (Cost to include all costs related to the vehicle purchase such as vehicle preparation, special equipment, documentation preparation, training, and tire fees) Estimated delivery date/time:— JA14JACY Id ZoiS 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. JIM ry l I N C O L N mazoa Max Tallon 1477-NEW-FORD Fleet & Internet Sales Manager (877-639-3673) Direct Dial: FAX (760) 3214570 (760) 699-6619 69-200 Highway 111 Cell: (760) 250-0466 Cathedral City, CA 92234 mta llon0almaprinysmotom. com COMPANY NAME � q- Zoo 'UihNwsy ADDRESS PAX /,4uv,c/ NAME OF BIDDER SIGNATURE TITLE l /to �S DATE TELEPHONE * 1 SELLING DEALER IN COACHELLA VALLEY 60) 328-2102 Cash Deal Structure Market Value 26,220.00 Discount Savings -10,087.00 Vehicle Price 16,133.00 Document Prep Fee 80.00 Tire/Battery/VTR Fee 8.75 Sales Tax 1,297.04 Due On Delivery 17,518.79 Tax: 8.00% TAX 8.00 % City of Palm Desert 2014 Ford F-150 R/C Salesperson: Max Tallon 01 /06/2015 1:21 pm Incentive programs, Rebates, Rates, Terms and Payments are subject to change and are impacted by individual credit history and are subject to credit approval and program verification. TOPS 44503 Jackson Street PLEASE REMIT TO: Indio, CA 92201 pn.(760) 347-2111 TOPS N 111 BARRICADES 44-503 JACKSON ST., INDIO. CA 92201 Fx.(760) 347-3680 (800) 852-TOPS N topsnbarricade@aol.com RRICAD ES topsnbarricades.com �c 1 Contractoric. #7876s BILL TO: SHIP TO: CITY OF PALM DESERT TOPS YARD 73510 FRED WARING DR INDIO PALM DESERT CA 92261 CONTRACT: CUSTOMER Ji: BILLING TEL: DIVISION: CUSTOMER PO: 86816 077 760-340-5776 HEAD OFFICE QUOTE ONLY NOW CONTRACT PERIOD FROM: JAN 06/15 TO: JAN 07/15 PICKUP CONTRACT NOTES: TERMS: NET 30 QUOTE FOR LIGHTBARS & CONTROLS ONLY NO INSTALL REF: CARLOS CUSTOMER RESPONSIBLE FOR ANY DAMAGE & OR LOSS MINIMUM RENTAL $15.00 SALES# QTY DESCRIPTION UNIT PRICE EXTENDED AMT LB21TR/SPEC 9.00 21TRPL4711 W/ARROWSTIK & $1295.00 $11,655.00 LBPD50C 9.00 BACKUP ALARM 97DB 12V ECCO $24.95 $224.55 SUBTOTAL SALES: $11,879.55 TAXES TAXABLE AMOUNT RIV COUNTY $11,879.55 $950.36 SUBTOTAL TAXES: $950.36 GRAND TOTAL: $12,829.91 RENTAL AGREEMENT AND LESSEE ACKNOWLEDGES: -Receipt of said equipment in good working condition and repair and upon expiration of lessees use thereof, Lessee shall return same to Lessor in as good condition and repair as when delivered, subject to reasonable wear and tear. Customer responsible for lost or stolen equipment. LESSEE AGREES: -To pay the specified rent for use of said equipment. To not release this equipment from Lessees control without prior authorization from Lessor. To not move said equipment to any other job without prior consent of Lessor. To assume sole responsibility of proper placing of said rented equipment on the job location. To indemnify Lessor against all loss, damage, expense and penalty arising from any action or claim on account of any injury to person or property of any character, whatsoever occasioned by the operation, handling, transportation and/or use of any of the barricades and/or warning lights during the rental period, and while said barricades are in the possession or under custody of Lessee.To pay to Lessor reasonable attorney fees and collection costs incurred by Lessor in enforcing the terms of this agreement, in the event Lessee breaches any of the terms of this agreement, of Lessee fails to pay rent of to pay for damages to said equipment while in Lessees possession. LESSOR AGREES: Assumes no responsibility from any cause whatseoever. CUSTOMER'S SIGNATURE DATE TRUCK N DRIVER DATE TIME DATE PRINTED: 01/06/2015 10:56:50 DATE CREATED: 01/06/2015 RON FIFIELD DIV: PAGE 1 OF 1 CITY OF PALM DESERT X PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: DECLARE THIRTEEN VEHICLES AS SURPLUS AND AUTHORIZE DISPOSAL AT AUCTION SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works DATE: October 24, 2013 Recommendation By Minute Motion, declare thirteen vehicles as surplus and authorize disposal at auction. Background The City has not purchased any new general purpose fleet vehicles for replacement since 2007. From 2000 to 2004, most of the vehicles purchased were CNG powered followed by a number of gas/electric hybrids. These vehicles are approaching the end of their service life due to a 15-year limitation on the high pressure CNG fuel tanks. Because the cost of fuel tank replacement is more than the value of the vehicles, tank replacement is not feasible. It is, therefore, recommended that the oldest vehicles be removed from service at this time and sold at auction. In order to maintain the City's fleet at a level needed to provide service, eleven of the vehicles will need to be replaced in Fiscal Year 2013-14. The following table lists the vehicles to be sold at auction as surplus along with the anticipated replacement vehicles and the estimated cost. V 1 APWR� ` Fuel Estimate of Model T e Cost Vehicle No. Year Model Fuel T e 47 2000 F-150 CNG will not be replaced 48 2000 F-150 CNG F-150 Gas $25,000 49 2000 F-150 CNG F-150 Gas $25,000 50 2000 F-150 CNG F-150 Gas $25,000 52 2000 F-150 CNG will not be replaced 53 2000 F-150 CNG F-150 Gas $25,000 54 2000 F-150 CNG F-150 Gas $25,000 55 2000 F-150 CNG F-150 Gas $25,000 56 2000 F-150 CNG F-150 Gas $25,000 57 2001 F-150 CNG F-150 Gas $25,000 58 2001 F-150 CNG F-150 Gas $25,000 68 2001 Caravan Gas SUV/Van Hybrid $40,000 199 2002 F-150 Bi-Fuel F-350 Gas/Diesel $50,000 Staff Report Surplus Thirteen Vehicles Page 2 of 2 October 24, 2013 The approval to purchase the replacement vehicles will be brought to City Council for approval at a future date. In addition to those vehicles listed above, heavier vehicles such as dump trucks and flatbeds will need to be replaced over the next five years due to obsolescence. An average of at least five vehicles per year will need to be purchased over the next five years. Fiscal Analysis There is no fiscal impact directly associated with approval of this action. However, replacement of eleven vehicles during Fiscal Year 2013-14 will result in future requests for approval to award purchase contracts at a total estimated cost of $315,000. Mark Gr*niNood, P.E.; Director oY Flublic Works Paul S. Gibson, Director of Finance M. Wohlmuth, City Manager CITY COUNCILACTION APPROVEDDENIED RECEIVED OTHER MEETING DATE NOES: o ABSENT: Nohe- ABSTAIN: C VERIFIED BY: n Original on File with City Clerk's U ice