Item 6-K
Council Meeting: June 8, 1999 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Award Bid to Furnish and Deliver Two Diesel Powered Loaders and One Diesel Powered Tractor, Bid #2750
Introduction
This report recommends award of bid to furnish and deliver two diesel powered loaders for the Water Division, Environmental and Public Works Management Department, and one diesel powered tractor for the Beach Maintenance Division, Environmental and Public Works Management Department, in the total amount of $217,926.74, including applicable sales tax.
Background
The two loaders will replace a 1992 Massey Furguson loader and a 1982 John Deere loader as part of the Vehicle Replacement Program. The loaders will be used in the Environmental and Public Works Management Department, Water Division. Their function will be transporting materials for replacement and construction of water mains and service lines, installation of vaults and meters, and debris removal.
The tractor will replace a 1981 John Deere tractor as part of the Vehicle Replacement Program. The tractor will be used in the Environmental and Public Works Management Department, Beach Maintenance Division. The function of the tractor will be the same as the two loaders but is larger in size allowing for transporting larger items.
In response to published Notices Inviting Bids (published February 19 and 22, 1999) in accordance with City specifications, bids were received and publicly opened and read on March 10, 1999. Proposal forms were mailed to six vendors and notices were advertised in accordance with City Charter and Municipal Code provisions. Two proposals were received as follows:
| VENDOR | AMOUNT |
| A.) Two Diesel Powered Loaders: | |
|
$114,755.83 |
|
$125,570.00 |
| B.) One Diesel Powered Tractor: | |
|
$103,170.91 |
Staff contacted the no bid vendors to inquire why they did not bid on the tractor. One bidder stated they do not make a tractor with the 135 horsepower as required in City specifications. Another bidder does not manufacture 4-wheel drive/4-wheel steer tractors as required by City specifications. Three vendors stated they were not interested in bidding at this time. The last bidder did not return phone calls.
The purchase of these diesel powered vehicles is consistent with the City=s reduced emissions fuel policy. There is no California Air Resources Board (CARB) approved conversion kit available for these vehicles at this time, and there is no estimate of when a CARB approved conversion kit will be available to convert these vehicles to compressed natural gas.
Staff has evaluated the low bids and finds that they meet City specifications.
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 AFleet Vehicle Replacement Program@.
Recommendation
It is recommended that the award of Bid # 2750 be made to SMA Equipment, Inc. in the total amount of $217,926.74, including applicable sales tax, as the lowest responsible bidder.
Prepared By:
Pam Wortham, Purchasing Agent
Margarita Lee, Buyer
Ralph Merced, Fleet Manager