01-19-2021 - AGENDA ITEM 26 CONSIDERATION OF AWARD OF BID FOR TOYOTA VEHICLES FOR POLICE DEPARTMENT DETECTIVESAGENDA ITEM NO.26
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AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: January 19, 2021
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 Envision Motors of West Covina is the lowest responsible bidder for four (4) Toyota vehicles for
Police Department Detectives; and
2. Approve a purchase order agreement with Envision Motors totaling $155,894.10, from account
#117.31.3130.7170.
DISCUSSION:
On July 21, 2020, the City Council appropriated federal asset forfeiture funds for a range of items for the Police
Department, including the purchase of four (4) vehicles for Detectives (Agenda Item #18). The existing four (4)
Detective vehicles —a mix of high -mileage sedans and SUVs that are all over 12 years old —have required
increasing repairs, and are at the end of their useful life. Detective vehicles do not require a full police patrol and
pursuit package. Regular vehicles with more ordinary appearances will better meet Department needs. Detectives
considered multiple vehicle models and determined that a mix of Toyota sedans and SUVs (similar to the old
vehicles being replaced) would best meet their needs, including larger SUVs that are able to accommodate SWAT
and other collateral duty equipment carried by some Detectives.
The July 2020 agenda item stated that staff would conduct a competitive bid process for these vehicles —two
Camry sedans and two 4Runner SUVs, all with Toyota Gold Protection Plan extended warranties —and then return
to the City Council to award the bid. A Request for Quotations (RFQ) for these vehicles was originally completed
and published online at Planet Bids in September 2020, with two sealed bid packages received on the bid deadline
in October. However, at the November 17, 2020 City Council meeting, the City Manager pulled the agenda item
and directed staff to rebid the RFQ. Subsequently, an RFQ was published online at Planet Bids on December 7,
2020. Finance Department staff also emailed the RFQ to several Toyota dealerships in the local region. Eight
potential bidders subsequently viewed the bid packet using Planet Bids.
On the bid deadline of January 6, 2021, staff received two sealed bid packages, signed by the bidders. Staff
reviewed these bid packages, and concluded that they were both fully responsive to the RFQ. The table below
summarizes the bid amounts:
VENDOR I GRAND TOTAL
Envision Motors of West Covina $155,894.10
Toyota of Huntington Beach $161,394.44
In accordance with the City's Municipal Code and Purchasing Policy, staff recommends accepting the lowest
responsive bid from Envision Motors, and awarding a purchase agreement totaling $155,894.10 (including tax,
fees, warranties) —see Attachment No. 1. After these vehicles have been ordered and received, they will be
equipped with Detective vehicle -mounted gear by the Police Department's currently authorized vehicle equipment
vendor (Black & White Emergency Vehicles).
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 31-008 Bid Pricing Sheet from Envision Motors
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
ATTACHMENT NO. 1
Attachment C
THE CITY OF REQUEST FOR QUOTATION
WEST COVINA (This is not an order)
6U>IN PURCHASING DIVISION
PHONE (626) 939-8443 Quotation No.
INSTRUCTIONS TO BIDDERS:
Please quote prices F.O.B. Destination. No charges for packing, drayage, postage, or Buyer
for any other purpose will be allowed over and above the prices quoted herein unless
noted.
Quote each item separately as awards will he made on a unit basis. Each item will he Maned
considered separately and not in combination with other items unless otherwise
specified.
The City invites cost saving or quality imoweverproving Return by
from these specifications should be clearly yiindicated on t your quotation.
deviations
Unit Price Extension
2 ea New 2020 or 2021 Toyota 4Runner 4x2 SR5 V6 vehicles, 12,
With features and specifications as listed in RFP
2 ea New 2020 o 2021 oyom Canny 4 Door XSE V6 sedan 31, 99a
vehicles, with features and specifications as listed
in RFP
4 ea Toyota Gold Protection Plan for all vehicles q9U
($0 deductible, 8 years/125K miles)
* this should not be taxed
Sub Total
'Arm$2 137 a
9.5 % Calif. Sales Tax on taxable items
3 33 6 . I O
(excluding Federal Excise Tax)
Tire tax
Other Fees
6 0
describe fees here.-
VbL {tea.
GRAND TOTAL
$ ITS, $gH.to
Terms
Address �w g c.,a..y AFOB Point
Telephone 92s S'} 6 t2 x i
Fax Delivery to days after receipt of order
Signed
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