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CITY COUNCIL MEETING DATE:
DECEMBER 20, 2016
TITLE:
CONTRACT AWARD TO GUARANTY
CHEVROLET MOTORS, INC., A SANTA
ANA VENDOR, FOR ONE CHEVY
PASSENGER VAN
(SPEC. NO. 16-134)
{STRATEGIC PLAN NO. 6,2)
r
CITY MANAGER
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
Authorize a one-time purchase and payment of purchase order to Guaranty Chevrolet Motors,
Inc. for the purchase of one Chevy 2500 passenger van in an amount not to exceed $29,530 plus
a contingency of $1,475 for a total amount of $31,005, subject to non -substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
In the last few years the Police Department Explorer post has grown from 10 — 15 explorers to
now over 30. With the continual growth of the Explorer post, requests for their assistance and
participation at various functions within the city, county and greater Southern California area have
grown. A van designated for this program will provide a proper, safe and reliable means of
transportation and the advisors as a group. Although the van will be assigned to and the
responsibility of the explorer post coordinator and the Commander overseeing the group, it can
and will be used by others groups such as Backgrounds for recruiting events.
For years, the police department has had to rely on others to transport our explorers to and from
events and functions. Because the department did not have a regular and reliable means of
conveyance for transporting a large number of explorers, parents, friends and others frequently
stepped up and provided this service. Acquiring a multi -seat van would reduce the department
and city's liability exposure by ensuring our explorers are safely transported as a group by an
explorer advisor or advisors.
For vans, sport utility vehicles, sedans and light trucks, the City has standardized on purchasing
Chevrolet vehicles. Of the seven auto dealerships identified within the City of Santa Ana, the City
has one Chevrolet dealership. In order to ensure awareness as to the City's pending bids as well
as the City bid process, Fleet staff have communicated and met with the local dealership on
22A-1
Contract Award for one Chevy Passenger Van
December 20, 2016
Page 2
numerous occasions. As a result we are able to include our local Chevrolet dealership in all
Invitation for Bid (IFB) processes. As part of the City Council approved Local Preference
Program, all local vendors for such purchases receive a 1 percent preference when evaluating
their total bid. The local vendor has been successful on 80 percent on the City's past five bids for
Chevrolet vehicles.
The Notice Inviting Bids was advertised on October 25, 2016, on the City's online bid
management and publication system. A summary of the bid invitations and bids received is as
follows:
58 Vendors were notified
6 Vendors downloaded the bid packet
4 Bids received
1 Bid received from Santa Ana vendor
The bids were opened on November 22, 2016 and evaluated (Exhibit 1). The bid received from
Guaranty Chevrolet Motors, Inc., a Santa Ana vendor, is responsive to the specifications and
meets the City's requirements. To allow for unanticipated charges, a five percent contingency
has been included in the award amount.
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 in the amount of $31,005 are available in FY 2016-17 Police Department Central
Distribution Center account (01114450-66400).
Carlos Rojas
Chief of Police
Santa Ana Police Department
CLlsp
EXHIBIT: 1. Abstract of Bids
APPROVED AS TO FUNDS AND
ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance and Management Services Agency
22A-2
ABSTRACT OF BIDS
CHEVY PASSENGER VAN (16-1
$29,234.31
EXHIBIT 1
22A-3
Courtesy
Guaranty Chevrolet
Zenith Sales of
Bidder
Chevrolet Center
Motors, Inc.
Reynolds Buick, Inc.
Indiana
Location
San Diego
Santa Ana
Covina
Greendale, IN
Terms
Net 30
Net 30
2% 30 days
Not provided
Delivery
60 - 80 days
Not provided
60 - 90 days
Not provided
Cost
$30,117.96
$29,529.60
$32,480.39
$63,949.25
1% vendor
$295.29
preference
$29,234.31
EXHIBIT 1
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