Item 6-M

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 Gasoline Powered 8-Passenger Vans and One Compressed Natural Gas (CNG) 15-Passenger Van, Bid #2730

Introduction

This report recommends award of bid to furnish and deliver two gasoline powered 8-passenger vans for the Administrative Division, City Clerk's Department ($21,428.89) and the Water Division, Environmental and Public Works Management Department ($21,428.89); and one compressed natural gas (CNG) powered 15-passenger van for the Human Services Division, Community and Cultural Services Department ($25,031.99). The total is $67,889.77.

Background

The two 8-passenger vans will replace a 1990 Dodge Caravan assigned to the City Clerk, used to distribute City mail, and a 1986 Ford Aerostar used by the Water Division to transport staff to various locations. The 15-passenger van will replace a 1986 Ford van as used to transport youth to various sports programs. All three vans are a part of the vehicle replacement program.

In response to published Notices Inviting Bids (published October 22 and 23, 1998) in accordance with City specifications, bids were received and publicly opened and read on November 10, 1998. Proposal forms were mailed to seventy-four vendors and notices were advertised in accordance with City Charter and Municipal Code provisions. Proposals were received as follows:

A. Two Gasoline Powered 8-Passenger Vans

Although there are CNG passenger vans available, they do not meet City specifications. The bids submitted by Robert Loud Ford and Downey Ford do not meet City specifications for an 8-passenger van. They are bidding a 12-passenger van with a rear seat removed. Staff evaluated the bids and determined that the overall size of the van was too large to meet the operational needs of the department. Staff has evaluated the bid submitted by

Maurice Sopp & Son Chevrolet and finds that it meets City specifications. The purchase of a gasoline powered vehicle in this instance is consistent with the City's reduced emissions fuel policy.

B. One CNG Powered 15-Passenger Van

Staff has evaluated the bids submitted for a CNG powered 15-passenger van and finds that they meet City specifications. However, the Ford Motor Company does business in Burma. Staff, therefore, recommends rejection of the Ford vehicle bids (vendors 1-6). Del Amo Dodge does not do business in Burma, and their CNG powered van is 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 the award of Bid #2730 be made as follows: Two 8-passenger vans to Maurice Sopp & Son Chevrolet in the total amount of $42,857.78 and one 15-passenger van to Del Amo Dodge in the total amount of $29,726.53, including applicable sales tax, as the most responsible bidder.

Prepared By: Pam Wortham, Purchasing Agent

Margarita Lee, Buyer

Ralph Merced, Fleet Maintenance Superintendent