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Home My WebLink About4.04 FirePreventionVehicle-� CITY CLERK File # ❑��-�� AGENDA STATEMENT CITY COUNCIL MEETING DATE: December 21, 2004 SUBJECT: Award of Bid for Purchase of replacement Fire Prevention Vehicles; one light industrial Ford pickup truck, and one compact style SUV Report Prepared by: Theresa Johnson, Fire Marshal ATTACHMENTS: Bid Proposal RECOMMENDATION: lw/Award Purchase Order in the amount of $40,388.86 to Ford of Dublin for the purchase of replacement Fire Prevention Vehicles; one light industrial Ford pickup truck, and one compact style SUV. FINANCIAL STATEMENT: Adequate funding exists in the adopted Fiscal Year 2004-2005 Internal Service Fund for the purchase of two replacement fire prevention vehicles. Bids received: Reduction Total Base Bid (1%) for Local Bid for Per Truck Businesses Comparison Ford of Dublin $ 18,608.16 ($ 186.08) $ 18,422.08 Hayward Ford $ 18,627.35 $ 18,627.35 Codiroli Ford $ 20,178.51 $ 20,178.51 Walnut Creek Ford $ 20,493.34 $ 20,493.34 Bids received: Reduction Total Base Bid (1%) for Local Bid for Per SUV Businesses Com arp icon Ford of Dublin 2WD $ 20,105.95 ($ 201.06) $ 19,904.89 4WD $ 21,780.70 ($ 217.81) $ 21,562.89 Hayward Ford 2WD $ 20,127.01 $ 20,127.01 Walnut Creek Ford 2WD $ 20,638.86 $ 20,638.86 Codiroli Ford 2WD $ 22,014.51 $ 22,014.51 Walnut Creek Honda 2WD $ 21,100.31 $ 21,100.31 4WD $ 22,310.04 $ 22,310.04 Total Cost: 1 Truck @ $18,608.16 1 SUV @ $ 21,780.70 $ 40,388.86 The low bid received (including sales tax, delivery and other associated fees), plus the estimated cost of installing City seal decals, safety kit and emergency road kit, is within funds budgeted for purchase of the two vehicles. --------------------------------------------------------------- COPIES TO: Bidders G:\vehicle purchase dublin fp award bid agenda stmnt.doc ITEM NO. _ (� DESCRIPTION: Currently, the City has two fire prevention vehicles and one pool vehicle used by a part time fire inspector and other city staff as needed. Tn order to assure rcliability and to minimize repair expenses, the City reviews fire prevention vchiclcs for potential replacement after iÏvc years of service. Based upon general vehicle condition, and costly maintenance and repair cxpcnses, Staff has scheduled one fire prevention vehicle (1999, purchased used with 30,000 miles) and one pool vehicle (1994) for replacement during the current fiscal year. To avoid additional repair costs, and to ensure product availability at a competitive price, Staff has determined that these vehicles should he replaced immediately. On November 16,2004, City Council authorized Staff to solicit bids for the purchase ofreplacernent Firc Prevention Vehicles; one light industrial Ford pickup truck, and one compact style SUV. Staff also included in this bid a request for hybrid type vehicle. It was proposed to purchase 4-wheel drive vchicles due to the need to perform inspections on large grading operations in rough terrain and sometimes muddy conditions. Bid specifications subsequently distributed to Toyota, Chevrolet, Honda, and Ford dealerships within Dublin and nearby cities provided for a 1 % discount to Dublin businesses for tbc purpose of comparing total cost for bid award. This I % reduction for local businesses represents the I % in sales tax that would he retumed to the City for a sale in Dublin. A total of five bids were received, the results of which are shown in the financial section of this Report. The amount of $18,608.16 per truck and $21,780.70 (4WD option) per SUV submitted by Ford of Dublin was thc lowest bid, even prior to the 1 % reduction allowed for a local dealership in cost comparison. There were no bids received for hybrid vehicles. Based on information from dealers, the delay in getting a hybrid vehicle (up to six months) was a key reason they did not inclu.de a bid for hybrid type of vehicles. Staff has reviewed the bid results and recommends that the City Council award tbe Purchase Order in the amount of $40,388.86 to Ford of Dublin for the purchase of one light industrial Ford pickup truck (Ranger), and one compact style SUV (Escape). Page 2 ~ d... Ford of Dublin o. Ford 01 Dublin 4600 Oublin Blvd. Dublin, CA 94568 (925) 829-5211 www.AutoNation.com \~~ .--- December 09, 2004 City Of Dublin ATTN: Public Works Department 100 Civic Plaza. Dublin, CA. 94568 RE: Vehicle Bid Ford Trucks Thank you for including Ford of Dublin on the Bid Proposal Request for your Ford Trucks. We appreciate the opportunity to be of service. Our Bid Quotations dated December 09, 2004 are based on a factory order with a delivery period of 10 weeks. These trucks would be built from a government allocation pool with special price concessions based on the California State Vehicle Bid for 2005 models. . The prices are: 2005 Ford Ranger Supercab 4X4 per specifications Sales Tax @ 8.75% $17,110.95 Ig,~ot·lb $ 1,497.21 Alternate bid: 2005 Ford Escape 4 wheel drive SalesTax@ 8,75% $20,028.23 $ 1,752.47 )0) to> .15" '1° ( \ '1C&D' ;) ) 2005 Ford Escape front wheel drive per specifications Sales Tax @ 8.75% $18,488.23 $ 1,617.72 Should you have any questions, please fee free to call me. We are looking forward to working with you to provide the City of Dublin with your new Ford Vehicles. m_~~ John L. Krehbiel Fleet Sales Manager . \'2-2\-0'-11 4-Y A+\-{1L.h M8nf , , cJ~3 CITY OF DUBLIN FIRE PREVENTION DIVISION MODEL YEAR 2005 - COMPACT STYLE SUV BID PROPOSAL SUMMARY FORM I have received the doctnnents relative to the City of Dublin Vehicle purchase. The bid package includes Vehicle Specifications. Deadline for response: 2:00 p.nt. on December 10. 2004. In submitting this proposal, I agree: · To hold my bid open for final approval by the City Council, but not to exceed 30 days trom the date of this proposal; · To comply with the provisions of the Notice Inviting Bids, Instructions to Bidders, and Bid Specifications; and · To enter into a contract based upon a purchase order reflecting the terms found in the specifications, if awarded on the basis of this proposal. The following costs relate to the total cost of the vehicle as defined in the specifications, including applicable delivery charges, dealer preparation, taxes and fees. Vehicle Cost (inc. dealer & standard warran Fees 0·00 5.QV Delivery Taxes /¥,/g-3:5 ~ Earliest Deliverv Date Ii>-í- ¿'r'!? /.J/cS (Must be before six weeks tram City Council award of bid contract.) Submitted by: ...-:;:ð¡J Y -z <L 'I u, V>1.(fÑ~'"",,- Contact Name (lQ( MI Q Business Name HAytJ It 'loHVf Address Phone /0 - <6/" 1~-/2D D - 88fJZ CITY OF DUBLIN FIRE PREVENTION DIVISION MODEL YEAR 2005 - TRUCK BID PROPOSAL SUMMARY FORM I have received the documents relative to the City of Dublin Vehicle purchase. The bid package includes Vehicle Specifications. Deadline for response: 2:00 lI.m. on December 10. 2004. In submitting this proposal, I agree: · To hold my bid open for final approval by the City Council, but not to exceed 30 days from the date of this proposal; · To comply with the provisions of the Notice Inviting Bids, IDstructions to Bidders, and Bid Specifications; and · To enter into a contract based upon a purchase order reflecting the terms found in the specifications, if awarded on the basis of this proposal. The following costs relate to the total cost of the vehicle as defined in the specifications, including applicable delivery charges, dealer preparation, taxes and fees. Vehicle Cost (inc. dealer & standard warran Taxes /J"'~ 03, tJO CJ·oO 5. 0 /v/'i. '0/ Delive Fees ~ Earliest Deliverv Date E çr. (, ~ Ç- ¿.J k.:,S (Must be before six weeks from City Council award of bid contract.) Submitted by: .-[ ()JY M..Gi.J Do ;Z A- Contact Name 0 Address 2.~ÇOI /lAI1JIO.<J , Signature t~~Z "'",.........- ......~~ CITY OF DUBLIN FIRE PREVENTION DIVISION MODEL YEAR 2005 - TRUCK BID PROPOSAL SUMMARY FORM I have received the documents relative to the City of Dublin Vehicle purchase. The bid package includes Vehicle Specifications. Deadline for response: 2:00 O.m. on December 10. 2004. In submitting this proposal, I agree: · To hold my hid open for final approval by the City Council, but not to exceed 30 days tram the date of this proposal; · To comply with the provisions of the Notice Inviting Bids, Instructions to Bidders, and Bid Specifications; and · To cnter into a contract based upon a purchase order reflectÎ11g the terms found in the speci fications, if awarded on the basis of this proposal. The following costs relate to the total cost of the vehicle as defined in the specifications, including applicable deli very charges, dealer preparation, taxes and fces. Vehicle Cost (inc. dealer & standard warrant Il /ð-I.5~ N/t"1- Ñ/4 I; G2-3 D- Deliver Fees Taxes Earliest J?eliverv Date Lj Wt.LÞ-r ßr ::1_... -z j (Must be before six weeks from City Council award of bid contract.) Submitted by: Contact Name Business Name cl,/l.O~· hno q ~.r- ..ya~ / L~ 7 Lp/Z.4 ( 7;:7 H,4w-I<:... /1..'/ ,C-¡IJ c:¡'" sr ) . .¿l. AA 7--------- Signa re ~ .1 2-'2... .::. (.. Address Lu/...... ",.... Phone Number J6fJ'ð --- CITY OF DUBLIN FIRE PREVENTION DIVISION MODEL YEAR 2005 - COMPACT STYLE SUV BID PROPOSAL SUMMARY FORM I have received the documents relative to the City of Dublin Vehicle purchase. The bid package includes Vehicle Specifications. DeadJine for response: 2:00 p.m. on December 10, 2004. In submitting this proposal, I agree: · To hold my bid open for final approval by the City Council, but not to exceed 30 days from the date of this proposal; · To comply with the provisions of the Notice Inviting Bids, Instructions to Bidders, and Bid Specifications; and · To enter into a contract based upon a purchase order reflecting the tenus found in the specifications, if awarded on the basis of this proposaL The following .costs relate to the total cost of the vehicle as defined in the specifications, including applicable delivery charges, dealer preparation, taxes and fees. Vehicle Cost (inc. dealer & standard warran ¡;¡ 2-0, 21'.1 ¡I¡ /.11 Iv/~ 1)77/2:- Delivcry Fees Taxes EarJiestDelivervDate Sf Ivut-kr £.J?:""J9.h.l (Must be before six weeks from City Council award of bid contract.) Submitted by: ContactNarne 13, / / L-4ZI?~ BusinessNarne eod,IlO /; ;::0110 A~dress Zl-;;¿: h.';'Z7c..!f4-1;t¥1t1r J Phone Number C¡;z..S"- -o/'S-t-/2-.Ç7 /J 'd '""7" ~ . ._~ ___m···no' Signature ~ lIybll:J ~ fl--l~(/Iyt.J /h/ý cJU~y ot ~ --- ~ {/II' Ii- ~. 1707 North MaIn Street Wal11Ut Cr@'e-\(, CA Q4S9ó www_wa\r1l.1tJ;.reelthonda,com I,~ aONPA \ I.::::::,! .It,":',' (.';~,iI -(!(J"\.,, q.emr.tIt (, II. \' :¡,o,l.d)! ,"',~.¡. f.o rtJ t WalIW-t CfCek Honda Debby Johnson Fleet Mal1~9I!r fleM.prirlœsS@wa,InutcreeKhonda,com TEL (g25) 934-úS3ú¡ ht. 42.11 . FAX. ("25) 41&-4301 CELL. (9<5) 1bb·2412 tlTY OF DUBLIN iREVENTION DIVISION \L YEAR2005~TRUCK rOSAL SUMMARY FORM I , ",' ,:,.", "'" .', # ~ ' \ I .,.- ,,\ ¡ ~2? ~.. v~ . ",.." l"'~"lvea the documents relative to the City of Dublin Vehicle purchase. The bid package includes Vehicle Specifications. Deadline for response: 2:00 I).ro. on December 10. 2004. In submitting this proposal, I agree: · To hold my bid open for final approval by the City Council, but not to exceed 30 days from the date of this proposal; · To comply with the provisions of the Notice Jnviting Bids, Jnstructions to Bidders, and Bid Specifications; and · To enter into a contract based upon a purchase order reflecting the terms found III the specifications, if awarded on the basis of this proposal. The following costs relate to the total cost of the vehicle as defined in the specifications, including applicable delivery charges, dealer preparation, taxes and fees. Deliver Fees Earliest Delive Date \ (Must be before six weeks from lly Council award of bid contract.) Subnútted by: '., Contact Nam:.Deh:JífAh:1dv(lÇm Business Name! Ah. ( h ufCJtek ~ N .. ,C, Phone Number () XLfd-1I Si ~ , . 1'b'D CITY OF DUBLIN FIRE PREVENTION DIVISION MODE,L YEAR 2005 - COMPACT STYLE SUV BID PROPOSAL SUMMARY FORM I have received the documents relative to the City of Dublin Vehicle purchase. The bid package includes Vehicle Specifications. Deadline for response: 2:00 p.m. on December 10. 2004. In submitting this proposal, I agree: · To hold my bid open for final approval by the City Council, but not to exceed 30 days ftom the date of this proposal; · To comply with the provisions of the Notice Inviting Bids. Instructions to Bidders, and Bid Specifications; and · To enter into a contract based upon a purchase order reflecting the terms found in the specifications, if awarded on the basis of this proposal. The following costs relate to the total cost of the vehicle as defined in the specifications, including applicable delivery charges, dealer preparation, taxes and fees. ) \13 8,82,2::' Deliv 'So. C> D Fees So.oo \ t.:. '5lø. \~ Taxes Earliest Deliv Date \ ¡; I (:) S (Must be before six weeks ftom City ouncil award of bid contract.) Submitted by: Contact Nanle :J'I"t<.JQ"'I--Z" ~u.>;..\c. . Business Nanle Wo..\"",,,'\- Ge..e,y_'ÇO ~ t':,. Phone Number S.:2$- ., 1.;t- à."\oO Address \8CO '1\), h""" \;,) ,e... Si~-'~~' Ù Z6fJCP CITY OF DUBLIN FIRE PREVENTION DIV1SION MODEL YEAR 2005 - TRUCK BID PROPOSAL SUMMARY FORM I have received the documents relative to the City of Dublin Vehicle purchase. The bid package includes Vehicle Specifications. Deadline for resptJnse: 2:00 p.m. on December 10, 2004. In snbmitting this proposal, I agree: · To hold my bid open for final approval by the City Council, but not to exceed 30 days from the date of this proposai; · To comply with the provisions of the Notice Inviting Bids, Instructions to Bidders, and Bid Specificarións; and · To enter into a contract based upon a purchase order reflecting the terms found ill the specifications, if awarded on the basis of this proposal. The following costs relate to the total cost of the vehicle as defmed in the specifications, including applicable delivery charges, dealer preparation, taxes and fees. \ S '7 q i?, . Ss Deliver ~o.òþ Fees :)0" oc::> Taxes \ to 'tL\. :.,~ Earliest Deliv Date '3 \ 05 (Must be before six weeks from Ci y Council award of bid contract.) Submitted by: Contact Nam~'4IJ -Z" ~I....:> "'-\>. Business Name Ú ~\::"..ç:t) \' \) Address ìSOD 'N. \N\D..J,^- \0e.., ~,.~~ Signature . Phone Number qJ.ß~C¡;Sà~J..l1('){')