HomeMy WebLinkAboutItem 4.07 ShamrockFord 3Trucks CITY CLERK
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AGEN DA STATEMENT
CITY COUNCIL MEETING DATE: March 4, 2003
SI.IBJECT: Award of Bid for Purchase of Three City Trucks
Report Prepared by: Lee S. Thompson, Public Works Director
ATTACHMENTS: Bid Proposal
RECOMMENDATION: _~Award Purchase Order in the amount of $57,123.54 to
~~. ) Shamrock Ford for the purchase of three City trucks
FINANCIAL STATEMENT: A total of $75,000 has been budgeted for the purchase of three City
trucks in Fiscal Year 2002-2003 ($50,000 in the Internal Service
Fund and $25,000 in the Engineering Operating Fund).
Bids received: Reduction Total
Base Bid (1%) for Local Bid for
Per Truck Businesses Comparison
Shamrock Ford $19,041.18 ($190.41) $18,850.77
Hayward Ford $19,370.95 $19,370.95
East Bay Ford Truck $ 20,146.40 $ 20,146.40
Downtown Toyota $ 25,964.25 $ 25,964.25
Dublin Toyota $ 27,998.28 ($ 280.00) $ 27,718.28
Toyota-Vallejo $ 29,062.94 $ 29,062.94
Walnut Creek Toyota $ 29,605.96 $ 29,605.96
Total Cost: 3 Trucks @ $19,041.18 each = $ 57,123.54
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 three vehicles.
The estimated annual expense per vehicle is approximately $5,800,
including a 7-year amortization, repairs and fuel. This annual cost is
expected to be partially offset by the reduction in payments to Staff
for personal vehicle mileage reimbursement. Maintenance will be
by contract to local vehicle dealers and service facilities.
COPIES TO: Bidders
ITEM NO. ~~
G:~VlISCPROJ\Trucks 2002-03\agstaward.doc j?~ ~,
DESCRIPTION: For Fiscal Year 2002-2003, the City is currently operating two City-
owned trucks and one rental truck for three Public Works Inspectors. The two City-owned trucks have
been in service for the past 7 years and are scheduled for replacement. These trucks serve the City's
Public Works Inspectors for inspection of private development and Capital Improvement Projects and
for transportation for City-related work.
On February 4, 2003, City Council authorized Staff to solicit bids for the purchase of three City trucks.
It was proposed to purchase 4-wheel drive vehicles due to the need to perform inspections on large
grading operations in rough terrain and sometimes muddy conditions. It was also proposed to purchase
the extended cab version of the trucks to accommodate multiple sets of large improvements plans in the
cab that need to be kept out of the weather.
Bid specifications subsequently distributed to Toyota, Chevrolet, and Ford dealerships within Dublin and
nearby cities provided for a 1% discount to Dublin businesses for the purpose of comparing total cost for
bid award. This 1% reduction for local businesses represents the 1% in sales tax that ~vould be returned to
the City for a sale in Dublin.
A total of seven bids were received, the results of which are shown in the Financial section of this Report.
The amount of $19,041.18 per truck submitted by Shamrock Ford was the lowest bid, even prior to the
1% reduction allowed for a local dealership in cost comparison.
Staff has reviewed the bid results and recommends that the City Council award the Purchase Order in the
amount of $57,123.54 to Shamrock Ford for the purchase of three City trucks.
Page 2
CITY OF DUBLIN
PUBLIC WORKS DEPARTMENT
MODEL YEAR 2003 - CITY TRUCKS
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 February 18~ 2003.
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 terms found in the specifications, if
a~varded 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
prep & standard warranty) ~ ~r[j~-~O..oc.
Delivery N,/~ -"-- , _
Fees ~,
~~,~'~'7" ~' · .~ . .. ~ . . , ...., . , ~
(Must be before six .w_ eeks from City q~~~~~,
480o DUBLIn BkW.
Submitted by: DUI~L~N, CA 94588-2489
Name~~
Business Nme
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