Item 6-E
Council Meeting: July 13, 1999 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Award Bid to Furnish and Deliver One 4x4 Cab and Chassis, Bid #2759 and Notify Council of an Exception to Resolution No. 8966 (CCS)
Introduction
This report recommends award of bid to furnish and deliver one 4x4 cab and chassis for the Office of Special Enforcement Division, Police Department, in the total amount of $38,240.40, including applicable sales tax.
Background
In response to published Notices Inviting Bids (published May 24 and 25, 1999) in accordance with City specifications, bids were received and publicly opened and read on June 2, 1999. Proposal forms were mailed to sixteen vendors and notices were advertised in accordance with City Charter and Municipal Code provisions. Three proposals were received as follows:
VENDOR |
AMOUNT |
Bob Wondries Ford |
$38,240.40 |
Bob Beaty Ford |
$38,361.64 |
Midway Ford |
$41,476.84 |
The purpose of the Special Entry Team (S. E. T.) 4x4 cab and chassis van is primarily to house all of the Special Entry Team equipment in a central location which can be mobilized for an immediate response to an incident. The van will have emergency response capabilities and may be utilized during critical incidents and natural disasters. The van will be fully self-contained with security doors capable of safeguarding all Special Entry Team equipment and firearms. This vehicle is a new acquisition, but does not increase the overall fleet size.
Bids were sent to a number of vehicle dealers other than Ford. None of the non-Ford dealers were able to bid, as they do not manufacture a vehicle with the GVWR (Gross Vehicle Weight Rating) of 17,500 lbs. as required by City specifications. The highest GVWR offered by a non-Ford dealer was 11,000 lbs. which is not sufficient for the weight of the body that will be mounted on the 4x4 cab and chassis.
Staff recommends the purchase be made from Bob Wondries Ford as an exception to the Council
=s policy of not purchasing from firms doing business in Burma per Resolution No. 8966 (CCS). The purchase of this diesel 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 this vehicle to compressed natural gas.Staff has evaluated the low bid and finds that it meets City specifications.
Budget/Financial Impact
Budget authority for this purchase is in the Office of Special Enforcement Division, Police Department, account number 01-300-306-00000-8806-00000 ($36,790.10) and the Office of Administrative Services Division, Police Department, account number 01-300-304-00000-8806-00000 ($1,450.29).
Recommendation
It is recommended that the award of Bid #2759 be made to Bob Wondries Ford in the total amount of $38,240.40, including applicable sales tax, as the lowest responsible bidder.
Prepared By:
Diane Howell, Buyer
Lt. Mark Smiley, Police Dept./Special Enforcement Division
Pam Wortham, Purchasing Agent