The URL can be used to link to this page

Home My WebLink AboutPurchase of 9 Work Trucks CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: GRANT EXCEPTION TO BIDDING REQUIREMENTS AND AUTHORIZE THE PURCHASE OF NINE WORK TRUCKS FROM PALM SPRINGS MOTORS OF CATHEDRAL CITY, CALIFORNIA, IN THE AMOUNT OF $156,891.51 SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works VENDOR: Palm Springs Motors 69200 Hwy 111 Cathedral City, CA 92234 DATE: December 11, 2014 CONTENTS: Vehicle Pricing Information Approved October 24, 2013, Staff Report Recommendation By Minute Motion: 1. Grant exception to the bidding requirements and authorize the purchase of nine work trucks from Palm Springs Motors in the amount of $156,891.51; and 2. Appropriate $156,891.51 from unobligated Equipment Replacement Fund to Account No. 530-4195-415-4030, Fleet Replacement. Backqround 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. 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 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. Downtown Ford Sales in Sacramento, California, is the State of California Contract Vendor for Fleet Purchase. The contract has the caveat that allows Staff Report Vehicle Purchase Page 2 of 2 December 11, 2014 changes to equipment at dealer cost plus or minus 10 percent and allows local government agencies to skip the open bid process. Due to the City's preference for local vendors, staff contacted Palm Springs Motors of Cathedral City, California, and they are able to match Downtown Ford Sales' State contract price. Staff believes that the intent of the purchasing policy is being met by obtaining the trucks at a competitive price from a local vendor and that the policy can, therefore, be waived. The following table lists the type of new vehicle, department, and replacement cost: Vehicle Ford Fuel Replacement No. De artment Model T e Cost 48 Landsca e F-150 Truck Gas $17,432.39 49 Public Works F-150 Truck Gas $17,432.39 50 Public Works F-150 Truck Gas $17,432.39 53 Landsca e F-150 Truck Gas $17,432.39 54 S ecial Pro rams F-150 Truck Gas $17,432.39 55 Landsca e F-150 Truck Gas $17,432.39 56 Maintenance F-150 Truck Gas $17,432.39 57 Public Works F-150 Truck Gas $17,432.39 58 Landsca e F-150 Truck Gas $17,432.39 Fiscal Analysis There is no fiscal impact beyond the replacement cost of the vehicles. However, 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. Dep e H ad: ' CITY COUNCILACTION APPROVED DF,NtED REC IVED HER � �a�� j � Mark e nwood, P.E., MEETING DATE � Director o Public Works AYES: NOES: A13SENT: AI3STAIN: Paul S. G son, Director of Finance VERIFIED BY: Original on File with City C r 's Office Approval: C� ../. ,�iy2 John . Wohlmuth, City Manager _ _ City of Palm Desert �� '� 2014 Ford F-150 R/C ,r � SEL�ING OEALER IN COACHELLA v��r Salesperson: Max Tallon 11/14/2014 4:22 pm (760) 328-2102 Cash Deal Structure Market Value 25,640.00 Discount Savings -9,507.00 Vehicle Price 16,133.00 Tire/Battery/VTR Fee 8.75 Sales Tax 1,290.64 Due On Delivery 17,432.39 Tax: 8.00%TAX 8.00% Incentive programs,Rebatea,Rates,Terms and Payments are subject to change and are impacted by individual credit history and are subject to credit approval and progrem verification. BidSync: Contract Page 1 of 1 �_ � BIDSYNC �o�� ,.�, � � { 6id Notihcation 4 Psocucemeat Soluttiostis � Resousces 1 flewsroom y Company I I I I I View Contract �o��R Tft1e fleet Vehldes-TRUCKS Contract Number 1-14-23-20 A-G Departmen[ State Wde DesQiption ihe State's conc�acc provfdes curre�t modeJ year Fleet Vehides-Trudcs at contracted prtong to the State of Caii(ornw and iocai govemmenWi ag�cies in accordarxe wrth the requlrements o!Contract+1-14-23-20 A-G. Start Date Feb 3,2014 Explratlon Date Feb 2,2016 Mandatpry Mandatory Contacts Chnstina Nunel PHONE:916-375-4482 EMAIL +1-DOWNTOWN FORD SALES +r-Elk Grove Auto Group l-Han(Ofd ToyOtd Supplier Y-R,verv�ew Intematbnal rrudcs,lLC n-SWIF7]EEP CliRYSLER PLYMOUTH DODGE R-winner Chevrdet +r-Wondnes Fleet Group SdKRatan aRFP DGS 1307-021-Heec Veh�des Class�flcations [251015�Gassenger motor veh�des [251016]Product and material transport veh�tles Contract Documents TITIE EXPIRES r,� suon 2 l�in�++�c0oos 1-14Z7-20.doc [�] Suno 2 Attarhment A-C�n Pn�na T rr Ic�.xkY [�yyp�p] � ��*Y+tme�nt B-Bid SceGfl��2310-2626.odf [��papl [9�nmi�aG1 Contract Attachments n7tE E%PIRES PRIVATE Vehitle Info -��nn O�b ia-� aL�-DownrownFord.akx [�1 �� Vehide Intomiation Oueshannnire-ElkGroveJ�utnCxouo.xls [�p�] Yeh�ln ��nn �e�hn ire•HanforCTnro�a.xl9c (�yppppl �� Yehide n/ormation Ouestbnn re-Winneithevrdd.xk [y�p��pppJ Veh�`In lnfa�yr+:. M'hnnatrn-Wondnec�!�ro�o.YCY IdG1E1l110�G1 Vett n�m�!lon O�es�onn Ire- +�..�,�.�.lnEema[bnal. i�* I�Q10mImGl VehKle lnhxma[wn O�esum kr-SwiRS�oerdnre.xis_ I44Y�14S Contract Items LOT AME pRODUR CODE jII},E SUVVLiER p$ILE UNIT Than sr�no contract kams Lo show. •CION Nomc I �rgai � Po�acy � S��er�ap I News � noo�t us � 00�� .;pie p45ync A+�nynis resene0 https://www.bidsync.com/DPX?ac=agencycontview&contid=108302 11/26/2014 ' Attachment B RFP DGS 1307-921 � Exhibit 8.23 �G S ST BT�S ec Ac T oNNIA 2310-2626 FLEET VEHICLES 1 SCOPE This specification establishes the minimum requirements for the State of California Fleet Vehicles. These vehicles will be used on highways, city/county roads and shall be designed to operate under typical ambient temperatures(which can range from 10°to 120°F). 2 SPECIFICATIONS AND STANDARDS Specifications and standards referenced in this documenl in effect on the opening of the Request for Proposal form a pasi of this specification where referenced. Each vehic4e de1'svered sha44 be tul4y comp4iant with at{Federa4 and State regulations for vehicles in effect as of the date of manufacture. Z.� DEFINITIONS: • GVWR-Gross Vehicle Weight Rating • CA-Cab to Axle • WB-Wheelbase • SUV-Sport Utiliry Vehicle • AWD-All Wheel Drive 2.2 SnFerv: Each vehicle delivered shall conform to the Federal Motor Vehicle Safety Standards(FMVSS)and the California Vehicle Code(CVC)requirements in effect as of the date of manufacture. 2.3 EMissioN CoNTRo�: The engine shall be California Air Resource Board(CARB)certified to operate on- highway in the State of Califomia at the time of manufacture. Any motor vehicle rated at 8,500 pounds GVWR or less which has a vehicle curb weight of 6,000 pounds or less shall meet or exceed California's Ultra-Low Emission Vehicle II(ULEV II)standards for exhaust emissions(13 CCR 1961). 2.4 BRaKes: All motor vehicle brake friction materials must meet the requlrements as identified in Health and Safety Code Section 25250.51 3 REQUIREMENTS 3.'I GENERAL(APPLIES TO ALL VEHICIES�: Each vehicle shall be new (unused), current production as specified in the solicitation at the line item description. Vehicles bid must meet or exceed the requirements in the RFP line item description. Each vehicle shall be supplied with all equipment and accessories indicated as standard equipment in the manufacturer's published literature (or web site). Optionai equipment necessary to meet the minimum requirements of this specification shall be induded. Vehicle classifications in this specification or at the line item description are consistent with The U.S. Environmental Protection Agency (EPA) and U.S. Department of Energy (DOE) Fuel Economy Guide found at www.fueleconomv.aov. Vehicles shall be evaluated to ensure that they are listed in the proper class in the Fuel Economy Guide that matches the line item description with the following exceptions: • Sport utiliry vehicles and passenger vans with a GVW R of more than 10.000 Ibs. • Other vehiGes with a GVWR of 8,50�Ibs.or more • Special Purpose Vehicles shall be included in the evaluations as Vans The following items (supplementing if necessary those items already cataloged as standard equipment) shall be furnished: • • Air Conditioning • Automatic Transmission • AMIFM Radio • Onginal Equipment Manufacturer(O.E.M.) floor mat sets installed in all seating rows where the vehicle comes with carpeted floors • If offered by the manufacturer, all vehicles with a GVWR under 10,000 Ibs. shall include a mounted spare tire and wheel changing tools (if a full size spare is available, then it shall be included) Wheel weights shall contain no more than 0.1 percent lead by weight(Health and Safety Code Section 25215.6). Exterior shall be painted with a solar refleclive color (white, silver metallic or gold metal�ic) per Management Memo 12-03(exceptions are listed in the Memo). WRISTON,M. PAGE 1 OF 2 y 9124/2013 FIEET VEHICIES , �' Adachment B , RFP DGS 1307-021 Exhibil 8.23 2310-2626 3.T FUEL TYPES: Specific fuel requirements for each vehide are found at the line item descriptlon in the bid and may include any of the following types: • Gasoline(87 octane) • Diesel • Ethanol(ESS) • Compressed Natural Gas(CNG):CNG systems must be O.E.M.or O.E.M.approved • Hybrid-Electric • Plug-in Hybrid Electric • Electric: Minimum range must be 50 miles per full charge 3.3 VANS Vans that call for"High Ceiling"require at least 76 inches oi mterior height from floor to ceiling. 3.4 SPORT UTILITY VEHICLES(SUV�: SUVs that call for"4x4 Off-Road"require the following as standard equipment: • Ground Clearance: 8.4 inches • Approach Angle: 32° • Departure Angle: 28° • Limited Slip or locking rear differential 3.5 TRucKs: Trucks with a GVWR oi more than 26,000 Ibs.shall come equipped with air brakes. The RFP line�tem descnption shall speGfy the cab configuration whlch is defined as follows: • Regular: Equipped with 2 doors and sea6ng for 2-3 passengers • Extra: Equipped 3 or 4 doors and seating for 4-5 passengers (rear door(s)are typically less than full size) • Crew: Equipped with 4 full-size doors with center post that can open independently, allow egress of the rear passengers without disturbing the front passenger/dnver and seating for 5-6 passengers WRISTON,M. PnGE 2 oF 2 �� 9/24/2013 FLEET VEHICLES CITY OF PALM DESERT � � 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. Backqround 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. Vehi' es., �rplus Anti�patebiRQplace y 1(.�. �le Vehicle Fuel Fuel Estimate of No. Year Model T e Model T e Cost 47 2000 F-150 CNG will not be re laced 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 re laced 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 SUVNan H brid $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 Analvsis 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. Depa e ead: CITY CnUNCILACTION Mark Gr n ood, P.E., A��PROVE�,/ n(;1�1IF.D Director o ublic Works 1tTCEIVED ,_()'i'HF;R �l F.I;TING DATE T_� -a Z� 3 �� AYE�:�.�15nn. �n, •�I T�,n r Q c�, ��ni NOF,ti: o� Paul S. Gibson, Director of Finance AI;�I�;�T: Non� A135TAIN; � Vf;It1F'll�:l) I3Y: (7 rOVal: ()ri�;in:�l on File with City Clcrk's U fice o n M. Wohlmuth, City Manager