01-16-2007 - Purchase of Three Pickup Trucks4
•
TO: Andrew G. Pasmant, City Manager
and City Council
FROM: Shannon Yauchzee, Director/City Engineer
Public Works Department
SUBJECT: PURCHASE OF THREE PICKUP TRUCKS
RECOMMENDATION:
• City of West Covina
Memorandum
AGENDA
ITEM NO. D-5f
DATE January 16, 2007
It is recommended that the City Council authorize the purchase of three pickup trucks from the
lowest responsible bidder, Villa Ford, for a total cost of $48,998.52, which also includes sales tax
and options.
DISCUSSION:
The Public Works Department is requesting the replacement of three pickup trucks that have
exceeded their useful life span. The City Council approved the replacement of these trucks in
the 2006-07 Capital Improvement Program (CIP). Bid packages were mailed to 18 Ford
dealerships that have requested to be included' on the City's Bid List and the Request for
Quotations was noticed in the San Gabriel Valley Tribune on October 27, 2006. On November
9, 2006, six bids were received and opened. Attached is a Summary of Quotations (Attachment
No. 1).
In reviewing the quotations, the two lowest bidding dealerships, Moss Brothers Ford of Colton
and Fairview Ford of San Bernardino, could not meet the requirements of the bid specifications.
Representatives from each dealership were contacted and verified that they would not disable the
Securilock Passsive Anti -theft System. Replacement and reprogramming costs that may be
created from keys lost to a vehicle equipped with Securilock Passive Anti -theft System can
exceed the savings made purchasing from these dealerships. Disabling the Securilock will allow
additional keys to be made at a lower cost. In addition, Moss Brothers Ford's bid included a bed
liner installer that was not the same as specification required by the City. Villa Ford of Orange
was then determined to be the lowest responsible bidder by meeting the required bid
specifications. In addition to the purchase of the three pickup trucks, other small purchases
(decals, light equipment, storage boxes, etc.) will also be funded from these CIP projects.
The units to be replaced (104, 266, and 267) cannot be practically utilized elsewhere within the
City and are recommended they be surplused by way of public auction.
1990 GMC Pick -Up Truck
115,000
104
266
1993 GMC Pick -Up Truck
199,000
267
1989 Dodge Pick -Up Truck
117,000
ALTERNATIVES:
1. Reject all bids and re -solicit new bids. Since favorable bids were received, it is unlikely
that lower bids will be received.
2. Do not purchase replacement vehicles and continue to make costly repairs on the older
vehicles.
Z:\AGENDA - 2007\Ford F 150 Pickup Trucks_Rev.l.doc
Andrew G. Pasmant, City Manager
and City Council
Page 2 — January 16, 2007
FISCAL IMPACT:
Sufficient funds in the amount of $69,000 ($23,000 per vehicle) were approved in the 2006-2007
CIP to finance the purchase of the trucks. The funds will be appropriated as follows:
Re IacementVehicle No
` .. . AcountNa .' '.
fir.., Amount..
104
367.87.8759.7170
$16,332.84
266
367.87.8760.7170
16,332.84
267
367.87.8761.7170
16,332.84
Total
$48,998.52
Note: Decals, light equipment, storage boxes, etc., will be purchased from the remaining project
fund balance.
repared by: David Gandolfi
Equipment Maintenance Supervisor
Reviewed/Approved by:
Finance
Attachment No. I Summary of Quotation
Reviewed/Approved by: I Shannon A. Yauchzee
Director/City Engineer
ZAAGENDA - 2007\Ford F150 Pickup Trucks_Rev. l.doc
0
0
ATTACHMENT NO. 1
SUMMARY OF QUOTATIONS
3 EA. FORD F150 REGULAR CAB PICKUP
TRUCKS PER SPECIFICATION 0906-B
Moss Bros. Ford
Colton, CA
Fairview Ford
San Bernardino, CA
Villa Ford
Orange, CA
Burch Ford
La Habra, CA I
Raceway Ford
Riverside, CA
Clippinger Ford
West Covina, CA
Make
Ford
Ford
Ford
Ford
Ford
Ford
Model
F150*
F150*
F150
F150
F150
F150
Year
2007
2007
2007
2007
2007
2007
Unit Price
$
14,640.97
$
14,689.00
$
14,699.99
$
14,735.00
$
14,907.00
$
16,454.00
Extension (3 ea.)
$
43,922.91
$
44,067.00
$
-44,099.97
$
44,205.00
$
44,721.00
$
49,362.00
Sales Tax
$
3,623.64
$
3,635.53
$
3,638.25
$
3,646.91
$
3,689.48
$
4,072.37
CA Tire Fee
$
26.25
$
26.25
$
`116.25
$
26.25
$
26.25
$
26.25
Less 1 % Sales Tax Return
$
(699.15)
GRAND TOTAL
$
47,572.80
$
47,728.78
$
47,764.47
$
47,878.16
$
48,436.73
$
52,761.47
Terms
Net 30
Net 30
N600
Net 30
Net 30
Net 30
OPTIONAL ITEM:
Bed liner spray with Line-X
Unit Price
$
325.00
$
380.00
$
375.00
$
375.00
Sales Tax
included below
$
26.81
$
31.35
$
30.94
$
30.94
TOTAL
$
420.00
$
351.81
$
411.35
$
405.94
$
405.94
Included in price
Delivery
60-120 Days ARO
Est. 90 Days ARO
To be determined
6-12 weeks
75-90 Days ARO
210 Days ARO
* Cannot disable Securilock Passive Anti -theft system.