HomeMy WebLinkAbout22E - TRANSIT VAN PURCHASEREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
AUGUST 21, 2018
TITLE:
AWARD PURCHASE ORDER TO
THEODORE ROBINS INC. FOR
THREE FORD TRANSIT VANS
(SPECIFICATION NO. 18-050)
(STRATEGIC PLAN NO. 6,2)
It �ZIIII
LW? ' l
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 15' Reading
❑ Ordinance on 2n" Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize a one-time purchase and payment of purchase order to Theodore Robins Inc., for the
procurement of three Ford transit cargo vans in the amount of $143,055, plus a $6,000
contingency, for a total amount not to exceed $149,055, subject to nonsubstantive changes
approved by the City Manager and City Attorney.
DISCUSSION
The Finance and Management Services Agency, Facilities, Fleet Maintenance and Central
Stores Division is responsible for the acquisition, maintenance, repair, and replacement
vehicles, trucks, and maintenance equipment. The Public Works Agency is in need of two
replacements and one new cargo van for the Water Production Division. These vans will be
used by Water Instrument Technicians who perform preventive and corrective maintenance on
water system monitoring and control devices, such as sensors, transmitters, and process
control computers. The cargo vans include shelving and storage areas to properly and safely
store all equipment used by the technicians. Two vans will replace older vehicles that were
purchased in 2006 and have been proven to be unreliable and very expensive to repair. The
new cargo van will be assigned to the Assistant Instrument Technician recently added to the
Water Enterprise in the FY 18/19 Budget.
The Notice Inviting Bids was advertised on June 6, 2018, on the City's online bid management
and publication system. A summary of the bid invitations and bids received is as follows:
41 Vendors notified
8 Vendors downloaded bid packet
3 Bids received
0 Bid received from Santa Ana vendors
22E-1
Award Purchase Order for Three Transit Vans
August 21, 2018
Page 2
The bids were opened on July 10, 2018, and evaluated (Exhibit 1). The bid submitted from
Theodore Robins Inc. is responsive to the specifications and meets the City requirements. To
allow for unanticipated changes, such as lighting and/or interior storage, a $6,000 contingency
has been included in the award amount.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Strategic Plan Goal #6 — Community
Facilities & Infrastructure, Objective #2 (address deferred maintenance on City buildings and
equipment).
FISCAL IMPACT
Funds in the amount of $149,055 are available for expenditure in the FY 2018-19 Water Utility
Water Production and Supply account (No. 06017640-66400).
AS TO FUNDS AND ACCOUNTS:
f1)
Fuad Sweiss, PE, PLS Sergio Vidal 11 # bo
Executive Director Assistant Director
Public Works Agency Finance and Management Services Agency
FSS/FG/CL/sm/sp
22E-2
ABSTRACT OF BIDS
THREE FORD TRANSIT VANS (18-050)
Bidder Rush Truck Center
Location Whittier
Terms Net 30
Delivery 160 days
Theodore Robins Inc.
Costa Mesa
Net 30
150-210 days
Wondries Fleet Group
Alhambra
Net 30
150-170 days
Total Price $55,605.62 $47,683.82 $55,098.09
EXHIBIT 1
22E-3
22E-4