HomeMy WebLinkAbout22A - PO FOR BOOKMOBILEREQUEST FOR
COUNCIL ACTION
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SEPTEMBER 1, 2020
TITLE:
AWARD A PURCHASE ORDER IN THE
AMOUNT OF $169,240 TO MATTHEWS
SPECIALTY VEHICLES, INC. FOR A FORD
TRANSIT T-350 VAN TO BE USED AS A
BOOKMOBILE FOR THE SANTA ANA
LIBRARY
(NON -GENERAL FUND)
(SPECIFICATION NO. 20-098)
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❑ As Recommended
❑ As Amended
❑ Ordinance on 1� Reading
❑ Ordinance on 2od Reading
❑ Implementing Resolution
❑ Set Public Hearing For
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/s/ Kristine Ridge FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase order to Matthews Specialty Vehicles,
Inc. for a Ford Transit T-350 van which will be used as a bookmobile, in the amount of $153,855
with a ten percent (10%) contingency of $15,385, fora total amount not to exceed $169,240, funded
by the Cannabis Public Benefit Fund, subject to non -substantive changes approved by the City
Manager and City Attorney.
DISCUSSION
The City of Santa Ana has a high -density population of approximately 333,000 over 27.35 square
miles and currently operates only two public libraries. Given the population density and geographic
size of the City, the Library's two locations do not currently meet the needs of the community. Data
reported by the California State Library shows the total square footage per capita for the Santa Ana
Public Library at approximately 0.1593, which is among the lowest in California. In years past, the
Library has been able to provide mobile library services to the community to help offset this
significant deficit in library space; however, there has not been a vehicle available to offer mobile
services in more than a decade. The Santa Ana Public Library's purpose is to respond to the
community's informational, educational, and personal interest needs using books, materials,
technology, and professional expertise. Offering a mobile library service will allow the Library to
respond more adequately to basic community needs.
The City of Santa Ana Public Library was awarded an $80,000 grant by the California State Library
to procure books, audiovisual materials, technology, and supplies needed for a new mobile library
unit that is being financed by the Cannabis Public Benefit Fund. The new vehicle will provide a
combination of traditional library services as well as new technologies and innovative programs
such as mobile materials checkout, library card registration, and general circulation functions. It will
also offer a variety of technology related features including wireless internet access, virtual reality
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Award a Purchase Order to Matthews Specialty Vehicles
September 1, 2020
Page 2
headsets, laptops, 3D printers, and other "maker" equipment for S.T.R.E.A.M (science, technology,
reading, engineering, art, and mathematics) based learning. These services and programs will
serve teens, children, and families where they live, work, learn, and play. Project benefits will
include improved public library access to under -served populations in Santa Ana, the ability to bring
new technology and hands-on learning activities directly to the community, while still promoting a
love of reading and literacy for all people.
The Bookmobile will also support youth academic success and provide additional programming
and services directly to students across Santa Ana through the creation of new partnerships with
local schools. These partnerships will focus on supporting the instructional needs of the schools,
while identifying and providing new and non-traditional learning opportunities that supplement core
curriculums.
The Notice Inviting Bids was advertised on June 19, 2020, on the City's online bid management
and publication system. A summary of the bid invitation and bids received is as follows:
462 Vendors were notified
20 Santa Ana vendors were notified
14 Vendors downloaded the bid packet
4 Bids received
0 Bids received from Santa Ana vendors
Four bids were received and opened on July 14, 2020 and evaluated. The results are as follows:
Vendor Location Amount
Matthews Specialty Vehicles, Inc. Greensboro, NC $153,853.30
Fritts Ford Riverside, CA $167,091.38
South Bay Ford Hawthorne, CA $176,046.55
LDV, Inc. Burlington, WI $216,724.25
The bid submitted from Matthews Specialty Vehicles, Inc. is responsive to the specifications and
meets the City's requirements. Given this is a specialty vehicle, which will be customized to the
needs of the City, a ten percent (10%) contingency has been added to the bid amount for any
unforeseen circumstances.
FISCAL IMPACT
Funds are budgeted and made available in the following account for the specified year.
Fiscal Year
Accounting
Fund
Accounting Unit,
Amount
Unit -Account #
Description
Account Description
FY 2020-21
01213020-66400
Cannabis Public
PRCSA Youth Services,
$169,240
Benefit Fund
Machinery & Equipment
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Award a Purchase Order to Matthews Specialty Vehicles
September 1, 2020
Page 3
Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director— Finance and Management
Services Agency
Submitted By: Brian Sternberg, Library Services Director -Library Services Agency
Nabil Saba, P.E., Executive Director— Public Works Agency
22A-3