HomeMy WebLinkAbout22A - SPEC - VEHICLESREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
OCTOBER 1, 2019
TITLE:
APPROVE A PURCHASE ORDER TO
COURTESY CHEVROLET CENTER FOR
THREE VEHICLES FOR AN AMOUNT
NOT TO EXCEED $82,918 TO BE
FUNDED BY THE GENERAL FUND
(SPECIFICATION NO. 19-050)
{STRATEGIC PLAN NO. 6,21
CLERK OF COUNCIL USE ONLY:
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As Recommended
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As Amended
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Ordinance on 111 Reading
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Ordinance on 2ntl Reading
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Implementing Resolution
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Set Public Hearing For
CONTINUED TO
/s/ Kristine Ridge FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
1. Reject the bid from M Motors Irvine, LLC, as nonresponsive. Vendor did not include all required
documents in the bid.
2. Approve a purchase order to Courtesy Chevrolet Center for three vehicles for an amount not to
exceed $82,918, to be funded by the General Fund, subject to non -substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency, Fleet Services Division (Fleet Division) is responsible for the
acquisition, maintenance, repair, and replacement of vehicles, trucks, and maintenance
equipment. As a result of the analysis conducted by the Fleet Division, Parks, Recreation and
Community Services Agency is in need of two replacement vehicles (Chevrolet Colorado and
Express) and one new addition (Chevrolet Colorado) to their existing fleet. The Chevrolet Express
Passenger Van and Colorado will replace vehicles purchased in 1999 and 2007, respectively.
Due to the extensive use and age of these vehicles, they have proved to be unreliable and
expensive to provide ongoing maintenance and repair. The additional Chevrolet Colorado will be
utilized by the Parks and Facilities Division to attend to maintenance inspection issues throughout
City facilities including parks. Replacement (2 vehicles) and addition (1 vehicle) to this fleet will
result in newer and more reliable equipment that will assist to expedite the Parks, Recreation and
Community Services Agency's response to public service needs.
The Notice Inviting Bids was advertised on April 26, 2019, on the City's online bid management
and publication system. A summary of the bid invitation and bids received is as follows:
22A-1
Award Purchase Order for Chevrolet Vehicles
October 1, 2019
Page 2
338 Vendors were notified
6 Santa Ana vendors were notified
7 Vendors downloaded the bid packet
6 Bids received
1 Bids received from Santa Ana vendors
The Purchasing Division advertised the project on the City's online bid management and
publication system which directly notified four Santa Ana vendors. One of the Santa Ana vendors
submitted bid packets for consideration. The bid was opened on May 20, 2019, and evaluated
(Exhibit 1). The bid submitted from Courtesy Chevrolet Center is responsive to the specifications
and meets the City's requirements.
Funds for this purchase were carried forward from the available balance in fiscal year 2018-2019.
This purchase was included in the list of funds to be carried forward that was approved at the
September 17, 2019 City Council Meeting. The carry forward of funds had to be approved before
a purchase order could be issued and thus the reason for the time between bid opening and
purchase order approval.
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 are budgeted and available in the following accounts for the following fiscal year:
Fiscal
Accounting Unit-
Fund
Accounting Unit,
Amount
Year
Account #
Description
Account Description
FY 19-20
01113230-66400
General
PRCSA-Recreation & Comm. Svc
$56,555
Fund
Machinery & Equipment
FY 19-20
01113250-66400
General
PRCSA-Park Facilities
$26,363
Fund
Machinery & Equipment
Total
$82,918
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Lisa Rudloff Kathryn Downs, CPA
Executive Director Executive Director
Parks, Recreation, and Community Services Finance and Management Services Agency
Agency
Exhibit: 1. Abstract of Bids
22A-2
ABSTRACT OF BIDS
CHEVROLET VEHICLES (19-050)
Chevrolet Colorado
Chevrolet Express
Courtesy Chevrolet
Center
San Diego, CA
$26,363.14
$30,191.23
*Includes 1% Local Vendor Preference
Folsom Chevrolet
Folsom, CA
$27,921.36
NO BID
Guaranty Chevrolet Penske Chevrolet of Selman Chevrolet
Motors Inc Cerritos Company
Santa Ana, CA Cerritos, CA Orange, CA
$26,450.15*
$31,703.28*
EXHIBIT 1
$27,198.45
$31,266.15
$27,287.77
$31,389.81
22A-3