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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />OCTOBER 6, 2015 <br />TITLE: <br />CONTRACT AWARD TO NATIONAL AUTO <br />FLEET GROUP FOR REPLACEMENT OF <br />CHEVY VANS WITH FORD F -250 TRUCKS <br />(SPEC NO. 15 -100) <br />(STRATEGIC PLAN NO. 6,2) <br />1 <br />CITY MANAGEW <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />❑ As Recommended <br />0 As Amended <br />© Ordinance on 18'Reading <br />0 Ordinance on 2ndReading <br />® Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize a one -time purchase and payment of purchase order to National Auto Fleet Group for <br />the purchase of three Ford F -250 trucks in an amount not to exceed $179,405, subject to non - <br />substantive changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />The Finance and Management Services Agency Facilities, Fleet Maintenance, and Central <br />Stores Division is responsible for the acquisition, maintenance, repair, and replacement of <br />vehicles, trucks, and maintenance equipment. The City's Vehicle Replacement Policy provides <br />guidelines and criteria for determining when vehicles need replacement. This criteria includes <br />vehicle age, mileage, maintenance costs, and safety history. As a result of reviewing the City's <br />replacement criteria, three 2004 Chevy Vans with an average of 91,775 miles have been <br />identified for replacement. These vans will be replaced by Ford F250 trucks and are utilized by <br />the Police Department's Crime Scene Investigations program. The trucks include additional <br />cabinets that are retrofitted to store forensic supplies and equipment. <br />Santa Ana Ordinance No. NS -2312 authorizes the City to purchase against contracts from any <br />public agency utilizing a competitive bid process. The National Joint Powers Alliance (NJPA) <br />awarded a contract to National Auto Fleet Group (contract #102811) for procurement of fleet <br />vehicles as a result of open competitive bidding on behalf of its members, which includes <br />government entities. The awarded contract is valid through 2018 and meets the City's <br />purchasing requirements. Due to the complexity of the specifications of such a multi- faceted <br />vehicle, the use of a Cooperative Purchasing Agreement such as NJPA provides for a timely and <br />cost effective vehicle purchase. To allow for unanticipated charges, an additional 5 percent has <br />been included in the award amount. <br />2213-1 <br />