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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />FEBRUARY 4, 2020 <br />TITLE: <br />AUTHORIZE A PURCHASE ORDER FOR <br />AN AMOUNT NOT TO EXCEED $149,355 <br />TO FAIRWAY FORD SALES, INC. FOR <br />THREE FORD TRANSIT CARGO VANS <br />(SPECIFICATION NO. 19-126) <br />{STRATEGIC PLAN NO. 6,21 <br />/s/Kristine Ridge <br />CITY MANAGER <br />CLERK OF COUNCIL USE ONLY: <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1" Reading <br />❑ Ordinance on 2n° Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />RECOMMENDED ACTION <br />Authorize a one-time purchase and payment of purchase order to Fairway Ford Sales, Inc. for three <br />Ford Transit Cargo Vans in the amount of $130,355, plus a contingency of $19,000, for a total <br />amount not to exceed $149,355, subject to non -substantive changes approved by the City Manager <br />and City Attorney. <br />DISCUSSION <br />The Public Works Agency, Fleet Services Division (Fleet Division) is responsible for the <br />acquisition, maintenance, repair, and replacement of vehicles, trucks, and maintenance <br />equipment. As a result of the analysis conducted by the Fleet Division, Finance and Management <br />Services Agency — Central Services — is in need of one replacement vehicle (Ford Transit Connect <br />XL) to replace their existing delivery van. The current delivery van was purchased in 2008 and <br />requires excessive maintenance repairs. Due to the extensive use and age of this vehicle, it has <br />proved to be unreliable and expensive to provide ongoing maintenance and repair. <br />The Water Resources Division will add two Ford Transit Cargo Vans to be utilized by the newly <br />established Water Systems Electrician positions. These vehicles will be appointed with specific <br />equipment needed for staff to perform specialized work. <br />The Notice Inviting Bids was advertised on December 9, 2019, on the City's online bid <br />management and publication system. A summary of the bid invitation and bids received is as <br />follows: <br />299 Vendors were notified <br />17 Santa Ana vendors were notified <br />9 Vendors downloaded the bid packet <br />3 Bids received <br />0 Bids received from Santa Ana vendors <br />22B-1 <br />