11-17-2020 - AGENDA ITEM 14 CONSIDERATION OF AWARD OF BID FOR TOYOTA VEHICLES FOR POLICE DEPARTMENT DETECTIVESAGENDA ITEM NO. 14
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: November 17, 2020
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF AWARD OF BID FOR TOYOTA VEHICLES FOR POLICE
DEPARTMENT DETECTIVES
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Find that Toyota of Huntington Beach is the lowest priced responsive bidder for four Toyota
vehicles for Police Department Detectives;
2. Approve a purchase order agreement with Toyota of Huntington Beach totaling $161,394.44, from
account # 117.31.3130.7170; and
3. Authorize the City Manager to negotiate and execute any documents required in connection with
the purchase.
DISCUSSION:
On July 21, 2020 (agenda item #18), the City Council appropriated federal asset forfeiture funds for a range of
items for the Police Department, including four vehicles for Detectives. Detective vehicles —the newest set
purchased about five years ago have required increasing repairs, and are approaching the end of their useful
life. Detective vehicles do not require a full police patrol and pursuit package. Regular vehicles with more
ordinary appearances can meet Department needs. Police Detectives researched and evaluated vehicle models
that would best meet Department needs, with the longest useful life at economical prices. They selected a mix
of Toyota Camry sedans and 4Runner SUVs the latter able to carry additional investigative equipment when
needed in the field.
The July 2020 agenda item stated that staff would conduct a competitive bid process for these vehicles, and
then return to the City Council to award the bid. A Request for Quotations (RFQ) for these vehicles, all with
Toyota Gold Protection Plan extended warranties, was completed and published online at Planet Bids on
September 28, 2020. City staff also emailed several Toyota dealership in the local region and alerted them
about this RFQ. Eight potential bidders subsequently viewed the bid packet from Planet Bids. On the bid
deadline of October 19, 2020, staff received two sealed bid packages. Staff reviewed these bid packages, and
concluded that they were both fully responsive to the RFQ. The table below summarizes the bid amounts:
VENDOR TOTAL
Toyota of Huntington Beach F$161,394.44
VENDOR I TOTAL
Larry H. Miller Toyota Corona $163,186.17
In accordance with the City's purchasing policy, staff recommends accepting the lowest responsive bid, from
Toyota of Huntington Beach, and approve a purchase order agreement totaling $161,394.44 (including tax,
fees, warranties) --see Attachment No. 1.
Prepared by: Alex B. Houston, Police Administrative Services Manager
Additional Approval: Richard Bell, Chief of Police
Additional Approval: Robbeyn Bird, Finance Director
Fiscal Impact
FISCAL IMPACT:
The purchase of these vehicles will constitute no cost to the General Fund. Asset forfeiture funds were
previously appropriated by the City Council in account # 117.31.3130.7170 for this purchase.
Attachments
Attachment No. 1 - RFQ 31-006 Bid Pricing Sheet from Toyota of Huntington Beach
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety