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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />DECEMBER 4, 2006 <br />TITLE: <br />CONTRACT AWARD FOR <br />FULL-SIZE PASSENGER VANS <br />(SPEC. NO. 06-163) <br />j -~ <br />/f - , <br />;` <br />CIT MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />^ As Recommended <br />^ As Amended <br />^ Ordinance on 1S` Reading <br />^ Ordinance on 2"d Reading <br />^ Implementing Resolution <br />^ Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />Award a contract to Burch Ford for the purchase of two full-size passenger <br />vans in an amount of $47,427.50. <br />DISCUSSION <br />The Fleet Maintenance Division's annual Equipment Replacement Program is <br />included in the City's annual budget, and identifies vehicles scheduled for <br />replacement. Funding is monitored through a depreciation schedule <br />established with each department. Additionally, the Fleet Division reviews <br />the acquisition in accordance with the City's Hybrid and Alternative Fuel <br />Vehicle Acquisition Policy. Currently, hybrid vehicles are not available <br />in the passenger van category. <br />The Parks, Recreation and Community Services Agency Recreation Division <br />uses full-size passenger vans to transport Community members to programs <br />and events. Due to age, mileage in excess of 74,000 miles and condition, <br />two 1992 Ford passenger vans have been approved for replacement in the <br />current fiscal year. <br />The notice inviting bids was advertised on October 23 and 25, 2006, and <br />bids were solicited. A summary of the bid invitations and bids received is <br />as follows: <br />21 Invitations For Bid mailed <br />1 Invitation for Bid mailed to Santa Ana vendor <br />6 Bids received <br />Bids were received, opened on November 8, 2006, and evaluated (Exhibit 1). <br />The bid from Burch Ford is responsive to the specifications and meets the <br />City's requirements. Staff contacted the Santa Ana vendor who stated that <br />current staffing levels prevented their ability to respond to the <br />Invitation For Bid at this time. <br />22G-1 <br />