HomeMy WebLinkAboutItem 10 - Vehicle Purchases Public Works Agency
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Item # 10
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 20, 2021
TOPIC: Vehicle Purchases
AGENDA TITLE
Award Purchase Orders to Penske Chevrolet of Cerritos in the Amount of $115,682 for
Two Chevrolet 2500 HD Trucks (Specification No. 21-047), and to Guaranty Chevrolet
Motors Inc. in the Amount of $62,170 for Two Chevrolet Colorados (Specification No. 21-
064) and in the amount of $593,820 for Eight Chevrolet 3500 HD Trucks (Specification
No. 21-044) (Non-General Fund)
RECOMMENDED ACTION
1. Authorize a one-time purchase and payment of purchase order to Penske Chevrolet
of Cerritos for two Chevrolet 2500 HD Trucks with various bodies, in the amount of
$115,682 plus a contingency of $5,000, for a total amount not to exceed $120,682,
subject to non-substantive changes approved by the City Manager and City Attorney.
2. Authorize a one-time purchase and payment of purchase order to Guaranty Chevrolet
Motors Inc. for two Chevrolet Colorado trucks in the amount of $62,170 plus a
contingency of $2,830, not to exceed $65,000, subject to non-substantive changes
approved by the City Manager and City Attorney.
3. Authorize a one-time purchase and payment of purchase order to Guaranty Chevrolet
Motors Inc., for eight Chevrolet 3500 HD trucks with various bodies, in the amount of
$553,820 plus a contingency of $40,000, for a total amount not to exceed $593,820,
subject to non-substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency is responsible for the purchase and maintenance of City
vehicles. Several City departments are in need of new vehicles for various reasons and
staff is seeking approval for the purchase these vehicles.
Purchase of Two Trucks for Code Enforcement Division
First, the Planning and Building Agency’s Code Enforcement Division recently hired two
Code Enforcement Associates and is in need of two vehicles in order for the associates
to conduct daily field inspections. The new vehicles will be used for enforcement services
focusing on cannabis and general code violations.
Award Purchase Orders for Vehicle Purchases
July 20, 2021
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The Notice Inviting Bids was advertised on May 18, 2021, on the City’s online bid
management and publication system. A summary of the bid invitation and bids received
is as follows:
451 Vendors were notified
21 Santa Ana vendors were notified
11 Vendors downloaded the bid packet
4 Bids received
1 Bid received from Santa Ana vendors
Four bids were received (Exhibit 1) and opened on June 9, 2021, and evaluated as
follows:
VENDOR LOCATION AMOUNT
Courtesy Chevrolet Center San Diego, CA $35,381.13
Guaranty Chevrolet Motors Inc.Santa Ana, CA $30,774.06*
Penske Chevrolet of Cerritos Cerritos, CA $31,665.37
Winner Chevrolet Inc.Elk Grove, CA $31,881.62
*A 1 percent Local Vendor Preference was applied to the bid from the Santa Ana vendor.
The bid submitted from Guaranty Chevrolet Motors Inc., is responsive to the
specifications and meets the City’s requirements. As such, staff recommends
authorization of a one-time purchase and payment of purchase order to Guaranty
Chevrolet Motors Inc. for two Chevrolet Colorado’s.
Purchase of Eight Trucks for Maintenance Services and Water Resources Divisions
Next, the Public Works Agency Maintenance Services and Water Resources Divisions
are in need of eight service trucks to replace the existing vehicles in the aging fleet of
work equipment. The vehicles are crucial and heavily utilized in responding to homeless
related request for services or in maintaining the water production and distribution system.
The Notice Inviting Bids was advertised on March 18, 2021, on the City’s online bid
management and publication system. A summary of the bid invitation and bids received
is as follows:
407 Vendors were notified
20 Santa Ana vendors were notified
15 Vendors downloaded the bid packet
2 Bids received
1 Bid received from Santa Ana vendors
Two bids were received (Exhibit 2) and opened on April 29, 2021, and evaluated as
follows:
Award Purchase Orders for Vehicle Purchases
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Vendor Location Amount
Guaranty Chevrolet Motors Inc.Santa Ana, CA $208,741.84*
Penske Chevrolet Cerritos, CA $279,023.47
*A 1 percent Local Vendor Preference was applied to the bid from the Santa Ana vendor.
The bid submitted from Guaranty Chevrolet Motors Inc., is responsive to the
specifications and meets the City’s requirements. Staff recommends authorization of a
one-time purchase and payment of purchase order to Guaranty Chevrolet Motors Inc.
Purchase of Two Trucks for Water Resources Division
Lastly, the Water Resources Division is in need of two new service trucks to replace aging
vehicles utilized daily by the Water Meter Services and Sanitary Sewer Service crews.
The existing vehicles are model years 2002 and 2006, and have exceeded the City’s Fleet
Services Division’s recommended Equipment Lifecycle Guidelines.
The Notice Inviting Bids was advertised on April 6, 2021, on the City’s online bid
management and publication system. A summary of the bid invitation and bids received
is as follows:
314 Vendors were notified
20 Santa Ana vendors were notified
14 Vendors downloaded the bid packet
2 Bids received
1 Bid received from Santa Ana vendors
Two bids were received (Exhibit 3) and opened on April 29, 2021, and evaluated as
follows:
Vendor Location Amount
Guaranty Chevrolet Motors Inc.Santa Ana, CA $120,447.58*
Penske Chevrolet Cerritos, CA $115,681.94
*A 1 percent Local Vendor Preference was applied to the bid from the Santa Ana vendor.
The bid submitted from Penske Chevrolet of Cerritos is the lowest bidder, responsive to
the specifications, and meets the City’s requirements. As such, staff recommends
authorization of a one-time purchase and payment of purchase order to Penske Chevrolet
of Cerritos for two Chevrolet 2500 HD trucks.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action(s).
FISCAL IMPACT
Award Purchase Orders for Vehicle Purchases
July 20, 2021
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The estimated cost for the purchase of the two Chevy Colorado’s is $65,000. The funds
currently budgeted in the amount of $65,000 will be carried forward from FY2020-21 to
FY2021-22. This carry forward request will be compiled with requests from other
departments and will be presented to the City Council at a future date. The following
table summarizes the funds budgeted for the purchase of the two Chevy Colorado’s.
The estimated cost for the purchase of the eight Chevrolet 3500 HD trucks is $593,820.
The funds currently budgeted in the amount of $593,820 will be carried forward from FY
2020-21 to FY 2021-22. This carry forward request will be compiled with requests from
other departments and will be presented to the City Council at a future date. The following
table summarizes the funds budgeted for the purchase of the eight Chevrolet 3500 HD
trucks.
Fiscal
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit,
Account Description Amount
CARRY FORWARD BUDGET FROM FY 2020-21 TO FY 2021-22
2021-22 06817640-66400 Sanitation
Fund
Public Works-
Environment/Sanitation,
Machinery & Equipment
$359,817
2021-22 06017640-66400 Water Fund
Water Utility Water
Production & Supply,
Machinery & Equipment
$234,003
Total $593,820
The estimated cost for the purchase of the eight Chevrolet 2500 HD trucks is $120,682.
Funds in the amount of $120,682 are available for expenditure in the current Fiscal Year
2021-22. The following table summarizes the funds budgeted for the purchase of the two
Chevrolet 2500 HD trucks.
Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting Unit,
Account Description Amount
CARRY FORWARD BUDGET FROM FY 2020-21 TO FY 2021-22
2021-22 01216010-66400
Cannabis
Public Benefit
Fund
PBA Enforcement
Services, Machinery &
EquipmentMachinery &
Equipment
$45,000
2021-22 01116540-66400 General Fund
Planning and Building
Agency-Community
Preservation, Machinery
& EquipmentMachinery
& Equipment
$20,000
Total $65,000
Award Purchase Orders for Vehicle Purchases
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Fiscal
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit,
Account Description Amount
2021-22 06017646-66400 Water Water Meter Services,
Machinery & Equipment $69,845
2021-22 05617640-66400 Sanitary Sewer Sanitary Sewer Service,
Machinery & Equipment $50,837
Total $120,682
EXHIBIT(S)
1. List of Abstract Bids for Chevrolet Colorados
2. List of Abstract Bids for Chevrolet 3500 HD Trucks with Various Bodies
3. List of Abstract Bids for Chevrolet 2500 HD Trucks
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Kristine Ridge, City Manager
Item Description Courtesy Chevrolet Center
San Diego, CA
Guaranty Chevrolet Motors Inc
Santa Ana, CA
Penske Chevrolet of Cerritos
Cerritos, CA
Winner Chevrolet Inc
Elk Grove, CA
1
Chevrolet Colorado Model Year 2022 or Newer, Base Model as
specified $32,350.00 $28,360.00 $28,976.31 $28,746.00
4 Documentation Fee $0.00 $85.00 $0.00 $85.00
5 9.25% Sales Tax $2,992.38 $2,631.16 $2,680.31 $2,666.87
6 Subtotal $35,342.38 $31,076.16 $31,656.62 $31,497.87
7 Destination and Delivery (Non Taxable)$0.00 $0.00 $0.00 $375.00
8 California Tire Fee (Non Taxable)$8.75 $8.75 $8.75 $8.75
9 Misc. Fees (Non Taxable)$30.00 $0.00 $0.00 $0.00
10 Total Price per vehicle $35,381.13 $31,084.91 $31,665.37 $31,881.62
11 1% Local Vendor Preference N/A $310.85 N/A N/A
12 Final Bid Amount as Determined by Basis of Award $35,381.13 $30,774.06 $31,665.37 $31,881.62
CITY OF SANTA ANA
EXHIBIT 1
BID ITEM 1: CHEVROLET 3500HD TRUCK WITH STANDARD CAB
Item Description Guaranty Chevrolet Motors Inc
Santa Ana, CA
Penske Chevrolet of Cerritos
Cerritos, CA
1
Chevrolet 3500HD Model Year 2022 or Newer, Base Model as
specified $35,667.00 $34,106.35
2 Utility Body as specified $26,450.00 $26,450.00
3 Lighting Modification as specified $0.00 $0.00
4 Documentation Fee $85.00 $0.00
5 9.25% Sales Tax $5,753.00 $5,601.46
6 Subtotal $67,955.00 $66,157.81
7 Destination and Delivery (Non Taxable)$0.00 $0.00
8 California Tire Fee (Non Taxable)$8.25 $8.75
9 Misc. Fees (Non Taxable)$0.00 $0.00
10 Total Price per vehicle $67,963.25 $66,166.56
11 1% Local Vendor Preference $679.63 N/A
12 Final Bid Amount as Determined by Basis of Award $67,283.62 $66,166.56
BID ITEM 2: CHEVROLET 3500HD TRUCK WITH DOUBLE CAB
Item Description Guaranty Chevrolet Motors Inc
Santa Ana, CA
Penske Chevrolet of Cerritos
Cerritos, CA
1
Chevrolet 3500HD Model Year 2022 or Newer, Base Model as
specified $37,052.00 $37,459.34
2 Utility Body as specified $27,950.00 $59,950.00
3 Lighting Modification as specified $0.00 $0.00
4 Documentation Fee $85.00 $0.00
5 9.25% Sales Tax $6,020.55 $9,010.36
6 Subtotal $71,107.55 $106,419.70
7 Destination and Delivery (Non Taxable)$0.00 $0.00
8 California Tire Fee (Non Taxable)$8.25 $8.75
9 Misc. Fees (Non Taxable)$0.00 $0.00
10 Total Price per vehicle $71,115.80 $106,428.45
11 1% Local Vendor Preference $711.16 N/A
12 Final Bid Amount as Determined by Basis of Award $70,404.64 $106,428.45
BID ITEM 3: CHEVROLET 3500HD TRUCK WITH DOUBLE CAB AND 3RD COMPARTMENT LINE-X COATED
Item Description Guaranty Chevrolet Motors Inc
Santa Ana, CA
Penske Chevrolet of Cerritos
Cerritos, CA
1
Chevrolet 3500HD Model Year 2022 or Newer, Base Model as
specified $37,052.00 $37,459.34
2 Utility Body as specified $28,550.00 $59,950.00
3 Lighting Modification as specified $0.00 $0.00
4 Documentation Fee $85.00 $0.00
5 9.25% Sales Tax $6,076.05 $9,010.36
6 Subtotal $71,763.05 $106,419.70
7 Destination and Delivery (Non Taxable)$0.00 $0.00
8 California Tire Fee (Non Taxable)$8.25 $8.75
9 Misc. Fees (Non Taxable)$0.00 $0.00
10 Total Price per vehicle $71,771.30 $106,428.45
11 1% Local Vendor Preference $717.71 N/A
12 Final Bid Amount as Determined by Basis of Award $71,053.58 $106,428.45
Grand Total as Determined by Basis of Award $208,741.84 $279,023.47
EXHIBIT 2
BID ITEM 1: CHEVROLET SILVERADO 2500HD TRUCK WITH SERVICE BODY
Item Description Guaranty Chevrolet Motors Inc
Santa Ana, CA
Penske Chevrolet of Cerritos
Cerritos, CA
1
Chevrolet Silverado 2500HD Model Year 2022 or Newer, Base Model
as specified $34,249.00 $33,566.55
2 Utility Body as specified $29,750.00 $30,357.14
3 Lighting Modification as specified $0.00 $0.00
4 Documentation Fee $85.00 $0.00
5 9.25% Sales Tax $5,753.00 $5,912.94
6 Subtotal $69,837.00 $69,836.63
7 Destination and Delivery (Non Taxable)$0.00 $0.00
8 California Tire Fee (Non Taxable)$8.25 $8.75
9 Misc. Fees (Non Taxable)$0.00 $0.00
10 Total Price per vehicle $69,845.25 $69,845.38
11 1% Local Vendor Preference $698.45 N/A
12 Final Bid Amount as Determined by Basis of Award $69,146.80 $69,845.38
BID ITEM 2: CHEVROLET SILVERADO 2500HD TRUCK
Item Description Guaranty Chevrolet Motors Inc
Santa Ana, CA
Penske Chevrolet of Cerritos
Cerritos, CA
1
Chevrolet Silverado 2500HD Model Year 2022 or Newer, Base Model
as specified $38,564.00 $38,154.38
2 Lighting Modification as specified $8,775.00 $3,793.27
3 Documentation Fee $85.00 $0.00
4 9.25% Sales Tax $4,386.72 $3,880.16
5 Subtotal $51,810.72 $45,827.81
6 Destination and Delivery (Non Taxable)$0.00 $0.00
7 California Tire Fee (Non Taxable)$8.25 $8.75
8 Misc. Fees (Non Taxable)$0.00 $0.00
9 Total Price per vehicle $51,818.97 $45,836.56
10 1% Local Vendor Preference $518.19 N/A
11 Final Bid Amount as Determined by Basis of Award $51,300.78 $45,836.56
Grand Total as Determined by Basis of Award $120,447.58 $115,681.94
CITY OF SANTA ANA
EXHIBIT 3