HomeMy WebLinkAbout4.03 Fire Vehicles CI,TY CLERK
File # 0350-20
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: August 15, 2000
SUBJECT:
ATTACHMENTS:
Request to Waive Competitive Bid Process and Authorize Staff to
Negotiate and Purchase Two Replacement Fire Prevention Vehicles
Report Prepared by: Julie Carter, Assistant to the City Manager
Resolution Declaring One 1994 Ford Taurus Vehicles as Surplus
Property and Authorizing City Manager to dispose of it at Auction.
Resolution Waiving the Competitive Bid Process and Authorizing
Staff to negotiate the Purchase of Two Fire prevention Vehicles.
Proposed Specifications to be Used to Obtain Vendor Proposals.
RECOMMENDATION: 1.
Adopt Resolution Declaring One 1994 Taurus Vehicles as Surplus
Property and Authorize City Manager to Dispose of it at Auction
Adopt Resolution Waiving the Competitive Bid Process Authorizing
Staff to Negotiate the Purchase 'of Two Replacement Vehicles at a
Cost not to exceed $39;000 (four-fifths [4/5] vote required).
Approve the Specifications to be used to secure Two Fire Prevention
Vehicles.
FINANCIAL STATEMENT:
Based upon preliminary research, Staff estimates the cost of two
low-mileage replacement vehicles to be approximately $36,000. An
additional $3,000 will be required to outfit the vehicles for service;
Sufficient funding for this purpose is available in Fiscal Year
2000/2001.
DESCRIPTION:
The City of Dublin currently maintains two vehicles for the Fire Prevention Staff that are recognized as
active in the City's Internal Service Fund (ISF). The ISF charges departments a prorated annual expense
for equipment purchased from this Fund. This process builds up a reserve to assure, at the end of the
vehicle's life cycle, there is funding to purchase a replacement.
The City's Fire Prevention vehicles are used for a variety of purposes, including Fire Inspections and
various adminiStrative functions. At the present time, the two Fire Prevention vehicles scheduled for
replacement are six years old (1994) and have significant miles. Staff is recommending that one vehicle
be declared as surplus and sold at auction and one vehicle be kept and utilized by the part-time Fire
Inspector. Vehicles number 95-F2 has reached the end of its useful life .and has becometoo costly to
maintain. The other vehicle, number 95-F1, is not recommended for surplus and will be used by part-time
staff in the diviSion until such time it is necessary to dispose of it.
COPIES TO:
Sheldon Gilbert, ACFD
ITEM NO.
Attachment 1 is a Resolution declaring one vehicle as surplus and authorizing the City Manager to
dispose of it at auction.
As previously discussed, both vehicles serve an important purpose and should be promptly replaced.
Consistent with past practices, Staff recommends that these vehicles be replaced with low-mileage used
vehicles. Used vehicles are significantly less expensive than new vehicles. Also, used vehicles, when
purchased from an established vendor, typically come with a limited warranty that acts to minimize the
risks associated with the purchase of used vehicles.
In most cases, the City's Purchasing Ordinance requires that major purchases be subject to the
competitive bid process. However, on November 4, 1997, the City Council adopted Ordinance 21-97,
which provides:
The competitive bid process shall not apply when the City Council specifically waives the
competitive bid process and authorizes Staff to negotiate the purchase of vehicles by a four-fifths
(4/5) vote.
This exemption to the competitive bid process was adopted in recognition of the fact that certain
purchases are better accomplished by negotiation rather that by sealed bid. In the case of used vehicles,
there are a variety of qualitative factors to be considered and the best value is not necessarily achieved by
purchasing the vehicle offered at the lowest cost. Attachment 2 is a Resolution waiving the competitive
bid process and authorizing Staff to solicit proposals and to negotiate the purchase of two replacement
Fire Prevention vehicles. The Resolution provides that the cost shall not exceed $39,000. In order to
adopt this Resolution, the City Council must approve it by a four-fifths (4/5) vote.
Attachment 3 is an outline of the specifications to be used to obtain proposals from vendors. This process
allows the City to shop among vendors in order to identify vehicles appropriate for City needs. Proposals
from various vendors will be evaluated in terms of age, mileage, cost and warranty coverage in order to
select the best value.
AUCTION OF SURPLUS VEHICLES:
Staff recommends, if the City Council authorizes the two vehicles replaced, that one of the 1994 Ford
Taurus vehicle be declared as surplus property and sold at auction and the other to remain in service.
RECOMMENDATION:
Staff recommends that the City Council:
Adopt Resolution Declaring One 1994 Taurus Vehicles as Surplus Property and Authorize
City Manager to Dispose of them at Auction
Adopt Resolution Waiving the Competitive Bid Process Authorizing Staff to Negotiate the
Purchase of Two Replacement Vehicles at a Cost not to exceed $39,000 (four-fifths [4/5]
vote required).
Approve the Specifications to be used to secure Two Fire Prevention Vehicles.
RESOLUTION NO. - 2000
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
DECLARING ONE 1994 FORD TAURUS VEHICLES AS SURPLUS PROPERTY AND
AUTHORIZING THE CITY MANAGER TO DISPOSE OF IT AT AUCTION
WHEREAS, the City Manager has determined that one Fire Prevention vehicle, described below,
is no longer needed for City purposes; and
WHEREAS, the most effective method for disposing of such an item is at auction; and
WHEREAS, independent auctioneers are available to auction items to the highest bidder; and
WHEREAS, the City is authorized to dispose of property pursuant to Government Code §37350.
NOW, THEREFORE, BE IT RESOLVED that one Fire Prevention yehicle, described below is
declared surplus property and is to be sold by the City Manager:
(95-F2) - 1994 Ford Taurus (VIN: 1FALP5240RA108654)
BE IT FURTHER RESOLVED that the City Manager, or his designee, is authorized to enter
into a contract with an independent auctioneer, selected by the City Manager, to sell the assets noted
above to the highest bidder. The proceeds of the sale, less the cost of sale, shall be deposited into the
Internal Service Fund.
PASSED, APPROVED AND ADOPTED this 15th Day of August, 2000.
AYES ·
NOTES:
ABSENT:
ABSTAIN:
ATTEST:
CitY Clerk
Mayor
Attachment 1
RESOLUTION NO. - 2000
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
WAIVING THE COMPETITIVE BID PROCESS AND AUTHORIZING STAFF TO
NEGOTIATE THE PURCHASE OF TWO (2) FIRE PREVENTION VEHICLES
WHEREAS, §2.36.050(a)(11) of the Dublin Municipal Code provides that the competitive bid
process shall not apply when the City Council specifically waives the competitive bid process and
authorizes Staff to negotiate the purchase of vehicles by a four-fifths (4/5) vote; and
WHEREAS, prior to negotiating the purchase of replacement vehicles, Staff requested that the
City Council authorize this purchase pursuant to this exemption; and
WHEREAS, The Cit~ Council recognizes that the informal process to be used in the purchase
these vehicles protects the public interest by allowing the City of obtain reliable used vehicles that offer
the highest quality for the least cost.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
specifically waive the competitive bid process pursuant to Dublin Municipal Code §2.36.050(a)(11) and
authorizes Staff to negotiate and purchase two (2) Fire PreventiOn vehicles.'
PASSED, APPROVED AND ADOPTED this 15th Day of August, 2000.
AYES ·
NOTES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
Attachment 2 -~
CITY OF DUBLIN
SPECIFICATION FOR USED AUTOMOBILES
SCOPE:
This specification describes the requirements of the City of Dublin for two (2) Used Ford
Ranger (Super Cab; 4X4) Short Bed Pick Up Trucks.
GENERAL REQUIREMENTS:
The vehicles shall be used 1999 model year or newer production with 20,000 miles or
less on the odometer. The unit shall be equivalent in style, quality and appointments to
those offered to the general public. In order to meet the requirements of this
specification, the vehicle shall be supplied with equipment and accessories indicated as
standard equipment in the manufacturer's published literature or regular production
optional equipment.
Typical models that will meet the City's needs are: Ford Ranger; Super Cab 4X4;
Short Bed, Pick-up Truck.
SPECIFIC REQUIREMENTS:
ENGINE:
The engine shall be gasoline powered, 4.0 Liter V-6.
TRANSMISSION:
The vehicle shall be equipped with a 5-Speed Automatic with Limited Slip Axle.
ELECTRICAL SYSTEM:
The supplier shall furnish a heavy-duty 12-volt electrical system, specifically designed to
handle the load requirements of the class of vehicle, equipped with options, as specified
herein.
STEERING:
The vehicle shall be equipped with the supplier's standard steering package.
BRAKES:
The vehicle shall be equipped with the manufacturer's standard power assist braking
system. A minimum of 50% of the brake pad shall remain on all four wheels.
AIR CONDITIONING:
The vehicle shall be equipped with the manufacturer's factory installed dehumidifying/all
weather air conditioner. The air conditioning system shall include necessary insulation,
increased engine cooling capacity and recovery system, and additional alternator and
battery capacity.
ATTACHMENT 3
WHEELS AND TIRES:
Drive wheel tire clearance shall be adequate for normal operation of the vehicle when
loaded to capacity and equipped with snow chains. A high-pressure inflated spare tire
shall be furnished. Road tires shall be radial types with a minimum of 6/32" of tread in
the center two grooves on all tires.
BODY:
The vehicle shall be a Short Bed with two (2) doors.
EXTERIOR:
The exterior color shall be the Extra Bright Red.
INTERIOR:
The interior color shall be the manufacturer's standard charcoal black color, fabric and
vinyl combination.
REQUIRED MISCELLANEOUS EQUIPMENT:
· Automatic pop-out cigarette lighter in front compartment
· Foam padded seats
· Dome light with driver's door actuated switch
· AM/FM radio
· Power windows
GENERAL CONDITIONS:
The vehicle offered in response to this request shall be in good mechanical condition. All
systems, instrumentation and accessories shall function normally. Glass shall be
undamaged. The interior shall be shampooed and vacuumed. Upholstery with holes,
bums or stains will not be acceptable.
The vehicle shall be inspected for safety prior to delivery to the City.
A vehicle having accident damage is unacceptable. Metal and paint damage, typical of
parking lot damage (i.e. minor dents, scrapes and chips) will be acceptable at the
discretion of the City,
The vehicle shall have been serviced within the last 3,000 miles for all required items in
the "Owner's Manual".
SMOG CERTIFICATION:
A certificate of compliance, as required by the California Vehicle Code, Division 3,
Chapter 1, Article 1-4000.1, must be furnished at the time of vehicle delivery.
KEYS:
The vehicle shall be delivered with two (2) complete sets of keys to include ignition,
trunk, and glove compartment as required.
WARRANTY:
A 12,000 mile/l-year, which ever comes first, power train warranty is required.
mileage shall begin at the time the vehicle is placed into service.
Warranty
INSPECTION:
Prior to delivery, the' City will inspect the vehicle at the vendor's place of business. It
will be the responsibility of the vendor to notify the Assistant to the City Manager, (925)
833-~5653 and/or the Alameda County Deputy Fire Marshal, (925) 833-6609 when the
vehicle is ready for inspection.
DELIVERY
The selected vehicle shall be delivered within 14 days from the date of order. The vehicle
shall be FOB delivered to 100 Civic Plaza, Administration Building, Dublin, CA 94568.
VEHICLE REGISTRATION:
Registration will be completed by the Vendor.
The vehicle must be delivered with a verification of vehicle, DMV Form Number: Reg.
31, filled out completely and signed by an authorized vehicle verifier.
USED VEHICLE INFORMATION SHEET
THIS FORM IS FOR TWO (2) VEHICLES OF THE SAME MAKE
AND MODEL
Vehicle Make
Vehicle Model
Model Year
Mileage
Exterior Color
Interior Color
Warranty Information
Available Delivery Date
PRICE INFORMATION
Purchase Price
Sales Tax
License & Registration
TOTAL SALE PRICE
VENDOR INFORMATION
Company Name
Contact Name
Address
Phone Number
Signed: Date:
Prospective vendors must fully complete this form. Return to Julie Carter, ATTCM, City
of Dublin. Fax: 925-833-6651