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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JUNE 16, 2020 <br />TITLE: <br />AWARD A PURCHASE ORDER IN THE <br />AMOUNT OF $31,690 TO FAIRWAY FORD <br />SALES, INC. FOR ONE FORD SUPER <br />DUTY F250 HD TRUCK <br />(SPECIFICATION NO. 20-072) <br />(NON -GENERAL FUND) <br />/s/ Kristine Ridge <br />CITY MANAGER <br />CLERK OF COUNCIL USE ONLY: <br />F-ITUNTIETSAW91 <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1" Reading <br />❑ Ordinance on 2ntl Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />rK•�►nutn�.ic. <br />FILE NUMBER <br />RECOMMENDED ACTION <br />Authorize a one-time purchase and payment of purchase order to Fairway Ford Sales, Inc., for one <br />Ford Super Duty F250 HD Truck in the amount of $31,690, plus a contingency of $5,000, for a total <br />amount not to exceed $36,690, 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 acquisition, <br />maintenance, repair, and replacement of vehicles, trucks, and maintenance equipment. The Public <br />Works Agency, Maintenance Services Division is in need of one full-size truck to add to the existing <br />fleet of work vehicles. These vehicles are utilized daily to move heavy equipment, tree trunks, <br />debris and rubbish removal. More recently, the vehicles have been crucial in responding to <br />homeless -related request for services to locations with challenging terrain. In addition, the vehicles <br />are vital when responding to the numerous service requests from the public and when deployed <br />as part of the City's response to storm and/or related flooding. Due to their heavy use and age, <br />over time the trucks become unreliable, constantly break down, and require costly repairs. <br />The Notice Inviting Bids was advertised on April 29, 2020, on the City's online bid management <br />and publication system. A summary of the bid invitation and bids received is as follows: <br />357 Vendors were notified <br />6 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 />Three bids were received and opened on May 13, 2020, and evaluated. The results are as follows: <br />22B-1 <br />