HomeMy WebLinkAbout2013-02-12 - AGENDA REPORTS - UTILITY TRUCKS PURCHASE (2)Agenda Item: 3
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval: ✓t -
Item to be presented by: Joseph Oerum
DATE: February 12, 2013
SUBJECT: AWARD A SPLIT PURCHASE FOR FOUR UTILITY TRUCKS
DEPARTMENT: City Manager's Office
RECOMMENDED ACTION
1. City Council approve the purchase of two I -ton utility trucks from Parkway Motorcars in an
amount not to exceed $72,482.82 and two 3/4 -ton utility trucks from Reynolds Buick, Inc. in an
amount not to exceed $46,673.80. A total amount for the four vehicles will not exceed
$119,156,62.
2. Authorize the City Manager or designee to execute all documents, contingent upon the
appropriation of funds by the City Council in the annual budget for such Fiscal Year, subject to
City Attorney approval.
BACKGROUND
City Council authorized the replacement of four utility trucks during the Fiscal Year 2012-201
budget process. The utility trucks are used by both the Facilities and Streets divisions for staff
use at facilities, libraries, and street maintenance. Three of the four utility trucks meet the criteria
for replacement for both age (10 years/100,000 miles) and condition. The fourth utility truck is a
new vehicle purchase to be used primarily to perform maintenance at the three City libraries.
On December 14, 2012, a bid for four utility trucks was published on the City's Purchasing site,
Planet Bids "Online." Prior to the bid, notification letters and extensive instructions were sent to
automobile dealers located within the City of Santa Clarita, regarding the free registration
process and Purchasing staff assisted several vendors by walking them through the enrollment
process.
Forty-six vendors were identified and notified from the Planet Bids database including, 13
vendors who downloaded the bid documents and 11 vendors who submitted bid responses. The
n fro 1
bid was opened publically on January 8, 2013, at 11:00 a.m. The results of the bid are listed
below.
Company Location 1 Ton Truck 3/4 Ton Truck
Reynolds Buick, Inc.
Covina, CA
$79,744.40
$46,673.80
Thorson Buick GMC
Pasadena, CA
$73,226.81
$55,784.63
Frontier Ford
Santa Clara, CA
$72,594.00
$56,135.00
Motor City Sales & Service
Bakersfield, CA
$72,482.82
$56,823.88
Wondries Fleet Group
Alhambra, CA
$74,989.82
$56,998.28
Fairview Ford Sales, me.
San Bernadino, CA
$74,756.56
$58,319.36
UAG Cerritos, LLC
Cerritos, CA
$77,172.00
$58,849.10
Parkway Motorcars
Valencia, CA
$75,565.34
$60,338.04
Raceway Ford
Riverside, CA
$78,429.86
$60,706.46
Ford of Santa Monica
Santa Monica
$77,333.32
$61,009.48
Theodore Robbins Ford
Costa Mesa, Ca
$74,500.10
$61,289.65
After thorough review of the bid submittals, Reynolds Buick, Inc. was found to have the lowest
responsive bid for the 3/4 -ton trucks. However, the "In Support of Santa Clarita Businesses"
ordinance allows local vendors who are within 10% to match the lowest bid. As a result,
Purchasing staff offered Parkway Motorcars the opportunity to match the low bid for the 1 -ton
trucks and Parkway agreed to the lower price. Therefore staff recommends City Council to
award the purchase of the, two 3/4 -ton trucks to Reynolds Buick and the two 1 -ton trucks to
Parkway Motorcars.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds were appropriated in the fiscal year 2012-2013 budget for this purchase.