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HomeMy WebLinkAboutItem 4.09 Fire Vehicle Replacem CITY CLERK File # D~[5][aJ-[ZJ~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: November 16, 2004 SUBJECT: Request for Authorization to Distribute a Request for Proposals for the 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: 1) Public notice; 2) Vehicle specitications; 3) Instructions to bidders ~ Authorize Staff to distribute the Request for Proposals to qualified dealers for the purchase of replacement fire prevention vehicles; one light industrial Ford pickup truck, and one compact style SUV. RECOMMENDATION: FINANCIAL STATEMENT: Adequate funding exists in the adopted Fiscal Year 2004-2005 Internal Service Fund for the purchase of two replacement fire prevention vehicles. 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. In order to assure reliability and to minimize repair expenses, the City reviews fire prevention vehicles for potential replacement after five years of service. Based upon general vehicle condition, and costly maintenance and repair expenses, 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 be replaced immediately. With minor exceptions, the specifications for fire prevention staff vehicles are highly standardized in Alameda County Fire Department. Although the City typically requests proposals for all makes of vehicles, Staff is recommending that the existing truck be replaced with a Ford Ranger, which is the vehicle specification for all other Alameda County Fire Department fire prevention staff vehicles. COPIES TO: ITEM NO. ft t Ob 2.. The pool vehicle, which is currently a Ford Taurus that was transferred to the City upon dissolution of the Dougherty Regional Fire Authority, is primarily used by Fire Prevention as an inspector's vehicle, and secondarily is available to other staff when not being used by the fire inspectors. The suggestion that this vehicle be replaced with a SUV rather than a pickup truck or sedan is due to the dual use of the vehicle - both as a fire inspector vehicle and as a passenger style vehicle. The specification is proposed to allow the bidders to submit pricing on any vehicle that is in the compact SUY category. Staff investigated the possibility of alternative fuel source type of vehicles; however, at this time the auto manufacturers do not offer a light industrial truck in an alternative fuel option. The fire prevention staff vehicle would also need to be used for emergency response and after hours investigations, and alternative fuel source vehicles are not typically able to meet that demand based on two factors: limited access to fueling stations, and down time for recharging purposes. In researching the possibility of alternative fuel source SUV's, Staff found that the City's current alternative fuel type of vehicle (hybrid Prius) does not appear suitable for use on construction sites or rough roads, which is how the vehicle would be used in at least 50% of the fire prevention activities. The City's experience with its hybrid is that is it suitable for street or highway driving, but the tires have lasted only about 5,000 miles per set, and the vehicle has needed frequent alignments; therefore it would not be suitable for off-road or construction site use. However, Staff has included the hybrid type vehicle in the vehicle specification standards to allow for bids for this type of vehicle. Currently, the Ford Escape is the only hybrid type SUY available on the market, this is the first year on the market, and in researching availability of hybrid vehicles, Staff found that there is as long as a 6 month waiting period for the vehicle, which are being produced in limited quantities. Recommendation: Staff recommends that the City Council authorize Staff to distribute the Request for Proposals to qualified dealers for the purchase of replacement fire prevention vehicles; one light industrial Ford pickup truck, and one compact style SUV. ~ÞD~·· ''bG NOTICE INVITING SEALED BIDS FOR One (1) 2005 Pick-Up Truck, and One (1) 2005 Compact Style SUV NOTICE IS HEREBY GIVEN that bid proposals will be received until 2:00 p.m. on December 10.2004, at the City of Dublin Public Works Department, located at the first floor Public Works Counter, 100 Civic Plaza, Dublin, California 94568. Sealed bids will be accepted for two vehicles, as outlined in the specifications. The competency and responsibility of Bidders will be considered in making the award. The City reserves the right to reject any or all proposals, to determine the lowest responsible Bidder, and to waive any informality or irregularity in the proposals submitted. The bids received will be publicly opened and read at 2:00 p.m. on December 10. 2004. The award of bid is anticipated to be considered at the City Council meeting of December 21,2004. For further information concerning this bid, please contact Theresa Johnson, Fire Marshal, at (510) 618-3477. "-'£,,-0 '-t ~ ,'1 ATTACHMENT 1 -....--.-....- 1. "bt? VEHICLE SPECIFICATIONS The City of Dublin is requesting a bid for one light industrial type pick-up truck with standard size bed, and one compact style SUV, fully dealer-cleaned and prepared. The vehicles are to meet the following specifications: Truck: Manufacturer - Ford Model- Ford (Ranger),4X4, 4Dr., super cab, standard bed Model Year - 2005 Engine Type - V6 Transmission - Automatic Color -Bright red Features - Standard except as noted herein Warranty - Basic, 36 mos./36,000 miles limited on all components other than normal wear and maintenance items Floor Mats - Carpeted floor mats Air conditioning Power equipment - windows, locks, mirrors, remote keyless entry Privacy glass Cloth sport bucket seats with center console Daytime running lamps Full size 15" tire (P225/70Rx15 NS) with conventional spare Rear slider window SUV: Manufacturer - Ford, Chevrolet, Honda, or Toyota Model- Ford (Escape and Escape Hybrid), Chevrolet (Blazer), Honda (CRV), Toyota (RA V4) Model Year - 2005 Engine Type - V6 Transmission - Automatic Color - White Features - Standard except as noted herein Warranty - Basic, 36 mos./36,000 miles limited on all components other than normal wear and maintenance items Floor Mats - Carpeted floor mats Air condi ti oning Power equipment - windows, locks, mirrors, remote keyless entry Bid will be awarded on lowest responsible base bid price. Options may be purchased by the City after determination of low bidder. It is anticipated that the bid will be awarded at the City Council meeting of December 21, 2004. ... ATTACHMENT 2 ?/'t~ When comparing bids, those new car dealers who are based in Dublin will be given a 1 % preferential comparison for their bid as the City will receive the 1 % rebate through the State Sales Tax. For example, a Dublin-based bid of $10,000, compared to dealers located outside Dublin, would be considered at $9,900 ($10,000 less 1% of$lO,OOO, or $100 deduction). y~~' INSTRUCTIONS TO BIDDERS PROPOSALS Bids shall be made upon the form enclosed and include a well-documented price list. The signature(s) of all person(s) signing shall be in longhand. The completed form shall be submitted without limitations, alterations, or erasures. Any irregularity may be cause for rej ections of the bid. No oral, telegraphic, or telephone proposals or modifications shall be considered. Before submitting a bid, Bidders should carefully read the specifications and will be held responsible for all information, existing conditions, and limitations. OPENING OF BIDS Bids will be opened and read publicly in the Public Works Conference Room at the time indicated in the Invitation for Bid. Bidders or their representatives and other interested persons may be present at the bid opening. AWARD AND REJECTION OF BIDS Award of bid will be determined by the lowest total charges submitted by a responsible Bidder and criteria pursuant to the City's Purchasing Ordinance. In determining the lowest cost to the City, a 1 % reduction adjustment will be made to account for return to local (City of Dublin) sales tax derived from a bid in which the point of sale will be at a dealer located in the City of Dublin. The bid shall include the total cost of procurement. The total cost shown on the bid proposal form shall be all inclusive of any taxes, delivery, and fee charges. The City reserves the right to reject and or all bids, and to waive any informality in the bids received. The competency and responsibility of Bidders will be considered in making the award. WITHDRAWAL OF BIDS Bids may be withdrawn by the Bidder prior to, but not after the time fixed for opening bids. FORM OF AGREEMENT The form of contract, which the successful Bidder as the Contractor will be required to execute, will be based upon the bid specifications. A purchase order will be issued to the successful Bidder upon award of the bid. The Bidder shall provide a scheduled date of delivery. If the proposed date of delivery impacts the timely completion of the City's needs, consideration may be given to another Bidder. ATTACHMENT 3 5ð~G;' INTERPRETATION OF DOCUMENTS If any person contemplating submitting a bid for the proposed contract is in doubt as the to the true meaning of any part of the specifications, he may contact the Fire Marshal at (510) 618-3477. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the proposed documents, which in the City's judgment is necessary, will be made only by Addendum duly issued, and a copy of such Addendum will be mailed or delivered to each person receiving a set of such documents. The City will not be responsible for any other explanations or interpretations of the proposed documents. ADDENDUM OR BULLETINS Any Addendum(s) or Bulletin(s) issued during the time of bidding or forming a part of the documents furnished to the Bidder for preparation of his or her bid shall be made a part of the Contract. The receipt of each Addendum shall be acknowledged on the Bid Proposal form as submitted by the Bidder.