HomeMy WebLinkAboutItem 11 - Purchase of F-59 Ford Chassis Book Mobile Conversion Vehicle for the Library Public Works Agency and Library Services Agency
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Item # 11
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 18, 2023
TOPIC: Purchase of F-59 Ford Chassis Book Mobile Conversion Vehicle for the Library
AGENDA TITLE
Award Purchase Order to Matthews Specialty Vehicles, in the Amount of $439,922, for
an F-59 Ford Chassis Book Mobile Conversion Vehicle (Specification No. 23-013)
(General Fund and Cannabis Public Benefits Fund)
RECOMMENDED ACTION
Authorize a one-time purchase and payment to Matthews Specialty Vehicles for a 2023
F-59 Ford chassis book mobile conversion, in the amount of $414,922, plus a
contingency of $25,000, for a total amount not to exceed $439,922, subject to non-
substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency’s Parks, Fleet, and Facilities Services Division is responsible
for the acquisition, maintenance, repair, and replacement of vehicles, trucks, and
maintenance equipment. 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.
The City of Santa Ana has a high-density population of approximately 310,000 over 27
square miles, with large portions of the City’s population not living within close proximity
to a public library. To provide Santa Ana residents with better library services, Public
Works and the Library have collaborated to bring a second, larger bookmobile to the
Santa Ana community. This much-needed additional community resource will allow the
Library to meet residents closer to where they live, work, and play.
Between July and December of 2022, the City’s current bookmobile, also known as the
Knowledge Mobile, made over 170 site visits, checked out 5,165 books, served 23,913
people, created 528 new library cards, and attended 32 special events. Adding a
second, larger vehicle will allow for an expanded service route and enable visits to more
special events, community centers, local nonprofits, parks, and schools throughout
Santa Ana. The new vehicle will have more room for library book collections and
technology, as well as additional space to welcome the public onboard the vehicle. The
vehicle will also be equipped with a more robust technology platform that includes a
large screen TV, sound system, and other multimedia functions. Offering an enhanced
Purchase of F-59 Ford Chassis Book Mobile Conversion Vehicle for the Library
April 18, 2023
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mobile library service will better provide educational and recreational support across the
entire City and allow the Library to respond more adequately to community needs.
The Notice Inviting Bids was advertised on January 27, 2023, on the City’s online bid
management and publication system. A summary of the bid invitation and bids received
is as follows:
129 Vendors Notified
11 Santa Ana Vendors Notified
14 Vendors Downloaded the Bid Packet
4 Bids Received
0 Bids Received from Santa Ana Vendors
Four bids were received and opened on February 24, 2023, and evaluated. The bid
received from LDV, Inc. was deemed non-responsive due to missing required
documents. The results are as follows:
Vendor Location Amount
Matthews Specialty Vehicles, Inc.Greensboro, NC $379,780.00
Chefs Units, LLC Houston, TX $379,808.79
Farber Specialty Vehicles Reynoldsburg, OH $430,211.00
LDV, Inc.Burlington, WI Non- Responsive
The bid submitted from Matthews Specialty Vehicles, Inc. is responsive to the
specifications and meets the City’s requirements. The total purchase price including
sales tax is $414,922.
FISCAL IMPACT
The current fiscal year funding is available in the FY 22-23 budget in the following
accounts:
Fiscal
Year
Accounting
Unit-Account
#
Fund
Description
Accounting Unit, Account
Description Amount
2022-23 01111017-
66400 General Fund Library-Service Enhancement,
Machinery & Equipment $400,000
2022-23 01211020-
66400
Cannabis
Public Benefit
Fund
Library Youth Services,
Machinery & Equipment $39,922
TOTAL $439,922
Purchase of F-59 Ford Chassis Book Mobile Conversion Vehicle for the Library
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Submitted By: Brian Sternberg, Library Services Director
Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Kristine Ridge, City Manager