Item 6-D

City Council Meeting 11-24-98 Santa Monica, California

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation to Award Bid to Furnish and Deliver One 15,000 Gross Vehicle Weight Rated (GVWR) Cab and Chassis with Utility Body, Bid #2694

Introduction

This report recommends award of bid to furnish and deliver one 15,000 GVWR cab and chassis with utility body for the Street Maintenance Division, Environmental and Public Works Management Department, in the total amount of $42,195.82, including applicable sales tax.

Background

In response to published Notices Inviting Bids (published May 28 and 29, 1998) in accordance with City specifications, bids were received and publicly opened and read on September 1, 1998. Proposal forms were mailed to sixteen vendors and notices were advertised in accordance with City Charter and Municipal Code provisions. Five proposals were received as follows:

VENDOR AMOUNT

(Gasoline Powered)

1. Midway Ford $28,745.51

2. Maurice Sopp & Son $42,195.82

3. Bob Beaty Ford $49,517.88

4. Robert Loud Ford $50,026.66

5. Murray's Truck Center $55,927.64

The new stake bed truck will replace a 1985 Dodge stake bed truck and will be used to transport tools and materials to various job sites.

The low bid submitted by Midway Ford is non-responsive. Ford Motor Company does business in Burma and is inconsistent with the City's Burma Policy (Resolution #8966). They also failed to include a quote for a utility body as required in City specifications. Staff has evaluated the bid submitted by Maurice Sopp & Son for a Chevrolet truck and finds that it meets the City's specifications. Chevrolet is not doing business in Burma.

There are no alternative fuel engines available at this time. The purchase of this gasoline powered vehicle is consistent with the City's reduced emissions fuel policy. There is no California Air Resources Board (CARB) approved conversion kit available for this vehicle at this time, and there is no estimate of when a CARB approved conversion kit will be available to convert the vehicle to compressed natural gas.

Budget/Financial Impact

Fiscal Year 1998-99 appropriation authority for this purchase is in the Capital Improvement Budget, account number 54-710-461-20098-8900-99167, "Fleet Vehicle Replacement Program."

Recommendation

It is recommended that Council reject the bid submitted by Midway Ford and award of Bid #2694 be made to Maurice Sopp & Son in the total amount of $42,195.82, including applicable sales tax, as the most responsible bidder.

Prepared By: Pam Wortham, Purchasing Agent

Margarita Lee, Buyer

Ralph Merced, Fleet Maintenance Superintendent