HomeMy WebLinkAboutItem 16 - Purchase of Four Ford Super Duty F250 HD Trucks with Tommy Lift Gates Public Works Agency
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Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 2, 2021
TOPIC: Purchase of Four Ford Super Duty F250 HD Trucks with Tommy Lift Gates
AGENDA TITLE:
Award a Purchase Order in the Amount of $142,731 to Theodore Robins Ford for Four
Ford Super Duty F250 HD trucks with Tommy Lift Gates (Specification No. 20-148) (Non-
General Fund)
RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase order to Theodore Robins Ford
for four Ford Super Duty F250 HD Trucks with Tommy Lift Gates, in the amount of
$137,731 plus a contingency of $5,000, for a total amount not to exceed $142,731,
subject to non-substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency’s Maintenance Services Division is in need of four trucks with
Tommy Lift Gates to replace the existing aging fleet of work trucks. The vehicles are in
constant use during the course of daily work operations and while conducting field
inspections. With the assistance of the Tommy Lift Gates, staff is able to safely and
efficiently load and transport heavy equipment, tree trunks, debris, and rubbish. The
vehicles have also been crucial in responding to homeless-related requests for service in
locations with challenging terrain, including the Santiago Creek. In addition, these
vehicles are vital when deployed as part of the City’s emergency response to storms,
wind events, flooding, and after-hours emergency service calls.
The existing vehicles are 2008 models or older and have reached the end of their useful
lifecycle. Due to their heavy use and age, the trucks are unreliable, often break down,
and require costly repairs, leading to public service delays. Furthermore, the vehicles
exceed the recommended Equipment Lifecycle Guidelines, earning a “terrible” rating
based on industry standards from the Municipal Equipment Maintenance Association, the
National Association of Fleet Administrators, and the American Public Works Association.
Award purchase order to Theodore Robins Ford
March 2, 2021
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The Notice Inviting Bids was advertised on November 11, 2020, on the City’s online bid
management and publication system. A summary of the bid invitation and bids received
is as follows:
441 Vendors were notified
20 Santa Ana vendors were notified
5 Bids received
0 Bids received from Santa Ana vendors
It is important to note there are no Ford dealerships in Santa Ana.
The bids were opened on December 10, 2020, and evaluated (Exhibit 1). The bid
submitted by Theodore Robins Ford, located in Costa Mesa, CA, is responsive to the
specifications and meets the City’s requirements. Staff recommends purchasing four
Ford Super Duty F250 HD Trucks with Tommy Lift Gates from Theodore Robins Ford.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds in the amount of $142,731 are available for expenditure in FY 2020-21 as follows:
Fiscal
Year
Accounting
Unit-Account #
Fund
Description Accounting Unit,
Account Description Amount
2020-21 06817640-66400 Sanitation
Fund
Public Works-
Environment/Sanitation,
Machinery & Equipment
$142,731
Total:$142,731
EXHIBIT(S)
1. Abstract of Bids
Submitted By: Nabil Saba, Executive Director Public Works
Approved By: Kristine Ridge, City Manager
Bid Results for Ford Super Duty F250 HD Trucks with Tommy Liftgate
Bid No. 20-148
Issued on: 11/18/2020
Bid Due on: 12/10/2020
Dodge Alternative Chevy Alternative
Item Description Fairway Ford Sales Inc
Placentia, CA
Fritts Ford
Riverside, CA
McPeek's Dodge of Anaehim
Anaheim, CA
Penske Chevrolet
Cerritos, CA
Theodore Robins Ford
Costa Mesa, CA
1 Ford Super Duty F250 HD Model Year 2021 or Newer $31,797.00 $25,184.20 $26,557.00 $28,890.00 $31,509.20
2 Tool Storage Box as specified $0.00 $802.00 $961.50 $750.00 $0.00
3 Lighting Modification as specified $0.00 $3,385.00 $3,702.00 $2,750.00 $0.00
4 Tommy Liftgate as specified $0.00 $3,563.00 $3,155.36 $3,600.00 $0.00
5 Documentation Fee $0.00 $0.00 $30.00 $30.00 $0.00
6 9.25% Sales Tax $2,941.22 $3,046.41 $3,182.54 $3,331.85 $2,914.60
7 Subtotal $34,738.22 $35,980.61 $37,588.40 $39,351.85 $34,423.80
8 Destination and Delivery (Non Taxable)$0.00 $0.00 $125.00 $200.00 $0.00
9 California Tire Fee (Non Taxable)$8.75 $8.75 $8.75 $8.75 $8.75
10 Misc. Fees (Non Taxable)$0.00 $9.50 $0.00 $0.00 $0.00
11 Total Price per vehicle $34,746.97 $35,998.86 $37,722.15 $39,560.60 $34,432.55
12 1% Local Vendor Preference N/A N/A N/A N/A N/A
13 Final Bid Amount as Determined by Basis of Award $34,746.97 $35,998.86 $37,722.15 $39,560.60 $34,432.55
Pricing valid thru:4/30/2021 Not Provided Not Provided 4/30/2021 2/10/2021
Recommended Award to:
Theodore Robins Ford $137,730.20
2060 Harbor Blvd.
Costa Mesa, CA 92627