22A - AMEND PURCHASE ORDER TRANSWST

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 3, 2019 TITLE: AMEND PURCHASE ORDER WITH TRANSWEST TRUCK CENTER, LLC, FOR TWO STAKE BED DUMP TRUCKS IN THE AMOUNT OF $172,072 (SPECIFICATION NO. 19-041) {STRATEGIC PLAN NO. 6,21 CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1 st Reading ❑ Ordinance on 2i1 Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO /s/Kristine Ridge FILE NUMBER CITY MANAGER RECOMMENDED ACTION Amend the contract with Transwest Truck Center, LLC, for the procurement of two additional stake bed dump trucks in the amount of $162,072, plus a contingency of $10,000, for a total amount not to exceed $172,072, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION The Public Works Agency, Fleet Services Division (Fleet Division) is responsible for the acquisition, maintenance, repair, and replacement of vehicles, trucks, and maintenance equipment. The Public Works Agency, Maintenance Services Division is in need of two additional stake bed dump trucks (vehicles) to replace the existing aging fleet of work trucks. The vehicles are utilized daily to move heavy equipment, tree trunks, debris and rubbish removal. More recently, the vehicles have been crucial in responding to homeless -related requests for services in locations with challenging terrain. In addition, the vehicles are vital when deployed as part of the City's response to storm and/or related flooding. Due to their heavy use and age, the trucks on -hand are now unreliable, constantly breaking down, and require costly repairs. On June 4, 2019, City Council awarded a purchase order to Transwest Truck Center, LLC, for the purchase of two stake bed dump trucks. Four Santa Ana vendors were notified in the original Invitation for Bid, and 22 vendors downloaded the bid packet. Ultimately, the City only received one bid from Transwest Truck Center, LLC. Prior to delivery of the original order, the City amended the vehicle specifications to remove the Liquid Propane Gas requirement, thus lowering the cost. Transwest Truck Center, LLC, has agreed to honor the amended specifications and pricing for the two additional stake bed dump trucks. The purchase price of $162,072 for both trucks represents the best value to the City. To allow for unanticipated commodity surcharges due to the volatility of the existing metals market, a $10,000 contingency has been included in the award amount. 22A-1