HomeMy WebLinkAboutItem 4.11 AwardBidPoliceVeh
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CITY CLERK
File # rnl5j[ll]-fl]~
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: (May 6,1997)
SUBJECT:
Award of Bid for one Marked Police Patrol Vehicle
Report Prepared by: Police Services Staff
EXHIBITS ATTACHED:
Bid submitted by Shamrock Ford
RECOMMENDATION: ~ward the bid to Shamrock Ford, including the extended warranty.
01\,;' Authorize Staff to proceed with the issue a purchase order.
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FINANCIAL STATEMENT: The total purchase cost of the car, including an extended warranty
service is $ 25,178.52. It is anticipated that delivery will be after
August 1, 1997 and the expenditure will be budgeted in Fiscal Year
1997/98.
DESCRIPTION: In Fiscal Year 1996/97 the City Council adopted a budget that
allowed for the purchase of an additional patrol vehicle, as part of a higher service level for BART and the
east end development. The monies will not be expended in 1996/97 because of the delayed opening of
BART and east end development.
Staff developed a set of bid specifications to obtain competitive pricing to the cost given by the State of
California State Purchasing program. The basis of the basic bid specifications was the same as those
developed by the California Highway Patrol for 1997 Police Vehicles. The requested bids were to include
factory installed options which are also available under the State program. Copies of the bid
specifications were mailed to a total often car dealers, and bids were to be received by April 28, 1997.
On April 28, 1997, the City of Dublin received only one bid, which was submitted by Shamrock Ford in
Dublin. The total cost including tax and delivery is $22,063.52. In addition, the City will benefit from the
local sales tax generated by a purchase from Shamrock Ford. The Bid also requested cost information
related to the purchase of an extended warranty contract. The extent of the warranty offered in the
Shamrock bid covers major vehicle components in addition to the powertrain and it carries a $50
deductible. The extended warranty is valid for three years or 85,000 miles and is consistent with the
warranty purchased with the 1996 Police Vehicle purchase. The price offered by Shamrock Ford is
$3,115. This results in a total vehicle cost of$25,178.52 as delivered by the dealer. Following receipt of
the vehicle the City will incur additional costs associated with police decals and installation of a police
radio, light bar, and other emergency equipment.
Staff recommends that the City Council award the bid to Shamrock Ford and authorize Staff to issue the
necessary Purchase Order. Due to a delivery date after June 30, 1997 Staff will need to include this
expenditure in Fiscal Year 1997/98 Budget, which will be presented in June.
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COPIES TO:
4.11
ITEM NO.
HIPolice/Agenda/97CARA GD.doc
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CITY OF DUBLIN
BID PROPOSAL FORM
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." have received the documents titled "City of Dublin Bid Specifications" for one (1) new 1997 patrol vehicle
and "Instructions to Bidder." I have satisfied myself as to the scope of the requested purchase and the
conditions required.
In submitting this proposal, I agree:
1. To hold my bid open for final approval by the City Council, but not to exceed 30 days from the date of
this proposal.
2. To comply with the provisions of the Notice Inviting Bids, Instructions to Bidders and Bid
Specifications.
3. 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.
4. In the case of option A, I hereby agree to liquidated damages in the amount of $1 0 per day (ten dollars
per day), for each day beyond June 30, 1997, that the vehicle is not delivered.
My proposal:
e:
. VEHICLE DESCRIPTION (General):
Make: FORD Color (if known)
Model: CROWN VICIDRIA POLICE INTERCEPTOR
Year: 1997
WHT'fF.
. DELIVERY SCHEDULE:
Option A: The delivery shall be completed as soon as possible following the formal award of this bid,
but no later than June 30, 1997.
~Opti~,eaIer specified delivery date. Date of delivery: August 1, 1997, but to be delivered
'-- _ _ --nbt later than: ex: tober 30, 1997 .
. COSTS:
1. Price of vehicle, as specified, including delivery: $ 70, iR7 . 00
Sales Tax: $ 1.681.52
Subtotal: $ 22 . 063 . 52
Any other fees and applicable charges (attach detailed itemized list of costs): $ NONE
Grand Total: $ 22,063.52 ·
..ame of Firm submitting Bid:
.<nature of Authorized Firm representative:
-. Date: 4/24/97 Title:
Business Address: 7499 DUBLIN BLVD.
2. Cost of three year extended service plan warranty ($50 deductible). Equivalent to Ford Motor
, Company ESP - Extra Care. 3 years/85 000 miles ($50.00 deductible) $ 3,115.00
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IDUBLIN. CA. 94568
NOTE: Any substitutions to or exclusions from the specifications listed in the bidding sheet must be fully
explained and reasons given why the required item is being substituted or excluded.