HomeMy WebLinkAbout22C - AWARD PO FAIRWAY FORD VEHICLESREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
NOVEMBER 21, 2017
CLERK OF COUNCIL USE ONLY:
TITLE: APPROVED
AWARD PURCHASE ORDER TO
❑ As Recommended
FAIRWAY FORD SALES, INC.
E] E]
E]OOrrdinance on 15' Reading
FOR POLICE INTERCEPTOR PATROL
❑ Ordinance on 2ntl Reading
VEHICLES (SPEC. NO. 17-105)
❑ Implementing Resolution
(STRATEGIC PLAN NO. 6,2
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
CI MANAGER
RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase order to Fairway Ford Sales, Inc. for
the purchase of 20 Ford Police Interceptor patrol vehicles in an amount not to exceed
$667,845 plus a contingency of $75,000 for a total amount of $742,845 subject to non -
substantive changes approved by the City Manager and City Attorney.
2. Reject the bid from Carmenita Truck Center as nonresponsive. Vendor did not offer black and
white paint scheme as required in specifications.
DISCUSSION
The Finance and Management Services Agency, Facilities, Fleet Maintenance and Central
Stores Division is responsible for the acquisition, maintenance, repair, and replacement of
vehicles, trucks, and maintenance equipment. Currently the City Fleet has a total of 532 vehicles
in its inventory as follows:
Department No. of Vehicles
Police 253
Non -Police 279
Total 532
The City's Vehicle Replacement Policy provides guidelines and
vehicles need replacement. The Equipment Lifecycle Guidelines
police patrol vehicles every four years or 80,000 miles. This
schedule is based on the constant use and high mileage put on
hard driving conditions that accompany many police patrol vehicles
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criteria for determining when
include the replacement of all
recommended replacement
these vehicles along with the
Contract Award for Police Interceptor Patrol Vehicles
November 21, 2017
Page 2
Due to financial hardships the City discontinued contributions to the Equipment Replacement
Fund during fiscal year 2009-10 which resulted in a shortfall of necessary funds to replace
vehicles in a timely manner. However, the policy for Departments to contribute into the
Equipment Replacement funds was reinstated in fiscal year 2011-12 for all newly purchased
vehicles to ensure adequate funding for the procurement and timely replacement of vehicles
based on the approved Equipment Lifecycle Guidelines. Of importance was to ensure that Police
.Department's vehicles were brought up to current replacement standards. As result, using a
variety of funding options, a total of 38 patrol vehicles have been replaced since last fiscal year.
This still leaves another 37 patrol vehicles, or nearly half of the patrol car fleet, that need to be
replaced soon.
Funds are currently available to purchase eighteen vehicles using Equipment Replacement
funds. Two vehicles that are inoperable due to damage caused by accidents are being replaced
using the Fleet Equipment Replacement fund. For the damaged vehicles, insurance claims have
been filed and will be handled by Risk Management.
The Notice Inviting Bids was advertised on September 12, 2017 on the City's online bid
management and publication system. A summary of the bid invitations and bids received is as
follows:
69 Vendors notified
12 Vendors downloaded the bid packet
4 Bids received
0 Bids received from Santa Ana vendors
The bids were opened on October 12, 2017 and evaluated (Exhibit 1). The bid received from
Fairway Ford Sales, Inc. is responsive to the specifications and meets the City's requirements.
To allow for unanticipated charges and possible replacements due to accidents, $75,000 has
been included in the award amount to cover the cost of two vehicles.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Strategic Goal #6 — Community Facilities
& Infrastructure, Objective #2 (address deferred maintenance on City buildings and equipment).
FISCAL IMPACT
Funds in the amount of $601,100 are available in FY 2017-18 Equipment Replacement account
(07010100-66400) for 18 vehicles. Funds in the amount of $141,785 are available in FY 2017-18
Fleet Equipment Replacement account (07510101-66400).
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Contract Award for Police Interceptor Patrol Vehicles
November 21, 2017
Page 3
APPROVED AS TO FUNDS AND ACCOUNT:
Francisco Gutierrez, Do
Executive Director
Finance and Management Services Agency
CL/sp
Exhibit: 1. Abstract of Bids
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ABSTRACT OF BIDS
POLICE INTERCEPTOR VEHICLES (17-1
Fairway Ford Sales,
Bidder Inc.
Location Placentia
Terms Net 30
Delivery 210 days
Raceway Ford Wondries Fleet Group
Riverside Alhambra
Net 30 Net 30
120-210 days 90-120 days
Total Price $33,392.24 $33,712.25 $33,764.71
EXHIBIT 1
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