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Home My WebLink AboutPurchase - 2016 Ford FlexCITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: AUTHORIZE THE PURCHASE OF A 2016 FORD FLEX FROM FAIRVIEW FORD OF SAN BERNARDINO, CALIFORNIA, IN THE AMOUNT OF $28,730.27 SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works VENDOR: Fairview Ford 292 North G Street San Bernardino, CA 92410 DATE: December 10, 2015 CONTENTS: Bid — Fairview Ford Recommendation By Minute Motion, authorize the purchase of a 2016 Ford Flex from Fairview Ford in the amount of $28,730.27. Funds are available in Account No. 5304195-4404000, Fleet Replacement. Background A Caravan used by the Citizens on Patrol (COPS) for city business, has reached the end of its useful life. The van has remained in service, but is in constant need of repairs due to its age. In order to maintain the City's fleet at the level needed to provide service, the 7-passenger vehicle needs to be replaced. On November 4, 2015, staff advertised and called for sealed bids for furnishing a 7-passenger vehicle and on November 20, 2015, the bids were opened and read aloud. The bid results are as follows: Staff Report Vehicle Purchase Page 2 of 2 December 10, 2015 Dealer Location Price Fairview Ford San Bernardino, CA $28,730.27 Redlands Ford, Inc. Redlands, CA $29,350.22 Jessup Auto Plaza Cathedral City, CA $29,957.00 Fiesta Ford Indio, CA $30,119.15 Staff recommends award to the lowest bidder, Fairview Ford. Fiscal Analysis Purchase of the vehicle is funded through the vehicle replacement fund so there is no direct impact on the general fund. This vehicle will require regular maintenance; however, because it is new, the cost to maintain it is expected to be less than the old van. nt H Mark Glee wood, P.E. Director off Public Works Approval: 17 n M. Wohlmuth, City Manager Paul S. Gibson Director of Finance 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: 7-PASSENGER FORD FLEX 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, uo to the hour of 10:00 a.m. on Friday, November 20, 2015, 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 iCity 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, please contact Carlos Hernandez, Street Maintenance Manager, chemandez@cityofpalmdesert.org or at (760) 346-0611. Dated this 29'" day of October, 2015. ELLE D. KLASSEN, ITY CLEIKK CITY OF PALM DESERT, CALIFORNIA City of Palm Desert Public Works Department 73-510 Fred Waring Drive Palm Desert, CA 92260 PUBLIC NOTICE IS HEREBY GIVEN that the City of Palm Desert is accepting sealed bids for furnishing ONE 7-PASSENGER FORD FLEX VEHICLE OR EQUIVALENT with the following: Minimum Equipment 3.51- Engine V6 or equivalent 6-Speed Automatic Transmission Cruise Control w/ Steering Wheel Controls AM/FM Stereo Front Air Conditioning Rear HVAC w/ Separate Controls ASS and Driveline Traction Control Cloth Seats White in Color Exterior 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 Califomia, up to the hour of 10:00 a.m. on Friday, November 20, 2015, 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 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 Carlos Hernandez at chernandezta'�.cityofaalmdesert.org or by fax at 760-341-7098. 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. 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). 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. i FAIRVIEW FORD SALES, INC FLEET AND TRUCK CENTER 74o WEST 2NDSTREET P O BOX 1390 SAN BERNARDINO CA 92402 PHONE #:(909) 386-0281 FAX #:(909) 386-0292 VEHICLE ORDER CONFIRMATION 2016 FLEX Order No: 0000 Priority: M4 Ord FIN: Order Type: Ord Code: 100A Cust/Flt Name: PALM DESERT PO Number: RETAIL K5B XZ D Q 100A 998 422 FLEX FWD -SE $29600 SP FLT ACCT CR OXFORD WHITE CLOTH SEATS DUNE EQUIP GRP .MONO ROOF .17" PTD ALUM WH .3.51, TIVCT V6 .6-SPD AUTO TRAN .P235/60R17 BSW CA BOARD FEES CALIF EMISSIONS PRICE CONCESSN REMARKS TRAILER SP DLR ACCT ADJ NC NC NC T 11/06/15 17:06:52 Dealer: F71156 Page: 1 of 1 Price Level: 615 RETAIL FUEL CHARGE NET INV FIT OPT NC PRICED DORA NC DEST AND DELIV 895 TOTAL BASE AND OPTIONS 30495 TOTAL 30495 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 October 29, 2015, the undersigned bidder proposes and agrees to furnish the equipment in good order as specified. Well will furnish and deliver the specified equipment at the specified time frame to the City of Palm Desert, and accept as full payment thereof, the following amount: Price Sales Tax CAL, VAE FEAdditional Fees, if any Delivery charges, if any Total Price (Cost to include all costs related to the vehicle purchase such as vehicle preparation, special equipment, documentation preparation, training, and fire fees) ez-j, 90 a-4Y Geuc.Ip-RY 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. FLEET CENTER 292 NORTH G STREET, SIN 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) )lqv tfj Fw) COMPANY NAME ADDRESS +G�e NAME OF BIDDER SIGNATU �^ TITLE /I DATE TELEPHONE