Item 6-J

City Council Meeting: 02-23-99 Santa Monica, California

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation to Award Bid to Furnish and Deliver Two Compressed Natural Gas (CNG) Dedicated 3/4 Ton Pickup Trucks, Bid #2731 and Notify Council of an Exception to Resolution No. 8966 (CCS)

Introduction

This report recommends award of bid to furnish and deliver two Compressed Natural Gas (CNG) Dedicated 3/4 ton pickup trucks (1 with liftgate; 1 without liftgate) for Parks and Sports Division, Community and Cultural Services Department ($21,810.21) and Facilities Management Division, Environmental and Public Works Management Department ($19,938.57). The total is $41,748.78. These awards require notification of an exception to Council policy Resolution No. 8966 (CCS) regarding conducting business with firms doing business in or with Burma.

Background

The new 3/4 ton pickup trucks will replace a 1983 GMC Stake Bed assigned to Facilities Management Division as a part of the vehicle replacement program and provide a new truck for the Parks and Sports Division.

In response to published Notices Inviting Bids (published October 28 and 29, 1998) in accordance with City specifications, bids were received and publicly opened and read on November 17, 1998. Proposal forms were mailed to seventy-four vendors and notices were advertised in accordance with City Charter and Municipal Code provisions. Eight proposals were received as follows:

Staff received a letter on November 17, 1998 from Downey Ford, the low bid vendor, indicating they made an error and were withdrawing the bid. Staff has evaluated the bid submitted by Robert Loud Ford and finds that it meets City Specifications.

Staff recommends the purchase be made from Robert Loud Ford as an exception to the Council's policy of not doing business with businesses doing business in Burma per Resolution No. 8966 (CCS) because waiving the policy would allow the purchase of a CNG vehicle which is consistent with the reduced emission fuel policy and is in the interest of public health.

Chevrolet does not do business in Burma, however, Albertson Olds/Chevrolet bid gasoline powered trucks which are not consistent with the Council adopted reduced emission fuel policy.

Budget/Financial Impact

Fiscal Year 1998-99 appropriation authority for this purchase is in the Capital Improvement Budget, account number 54-710-461-20099-8900-99167, "Fleet Vehicle Replacement Program".

Recommendation

It is recommended that award of Bid #2731 be made to Robert Loud Ford in the total amount of $41,748.78, including applicable sales tax, as the most responsible bidder.

Prepared By: Pam Wortham, Purchasing Agent

Margarita Lee, Buyer

Ralph Merced, Fleet Maintenance Superintendent