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HomeMy WebLinkAboutItem 4.09 RFP CityPoolVehicle CITY CLERK File # 350-20 AGENDA STATEMENT CTTY COUNCIL MEETING DATE: November 5, 2002 SUBJECT: Request for Authorization to Distribute a Request for Proposals for the Purchase of One City Pool Vehicle Report Prepared by: Lee $. Thompson, Public Works Director ATTACHMENTS: Request for Proposals for One City Pool Vehicle RECOMMENDATION: //") ^ [.~N-"~uthorize Staffto distribute the Request for Proposal to '~" qualified dealers for one City poOl Vehicle FINANCIAL STATEMENT: A total of $25,000 has been budgeted for the purchase of one City pool vehicle in the Fiscal Year 2002-2003 Capital Improvement Budget. An internal service fund allocation will be eStablished to replace this vehicle after seven years of use. There will be offsetting cost savings from reduced payments to Staff for personal vehicle mileage reimbursements. DESCRIPTION: For Fiscal Year 2002-2003, the City is currently operating one and one-half Staff pool cars. The half-time pool car is shared with Alameda County Fire Prevention. An additional pool car was approved for purchase this fiscal year to serve City Staff in need of transportation for City related work. As part of the City's effort to respect the environment and air quality, Staff is recommending that this new pool car be a hybrid gasoline-electric vehicle. Only Honda and Toyota make a hybrid vehicle for public purchase. The estimated gas mileage for these vehicles is between 45 mpg and 52 mpg and, combined with this very high gas mileage, the gasoline portion of the drive train has very low emissions. In addition to the City's savings of payment of mileage reimbursements to City Staff for using personal cars, 'this new vehicle will allow Staff to come to work using public transportation, bicycle or alternate means, and still perform job functions that require traveling off-site. Staff recommends that the City Council authorize Staff to distribute the Request for Proposal to qualified dealers for one City pool vehicle. COPIES TO: 2~ ITEM NO. G:'xAGENMISC~agst City Pool Vehicle.doc / o~l~ CITY OF DUBLIN, CALIFORNIA PUBLIC WORKS DEPARTMENT REQUEST FOR PROPOSALS FOR ONE HYBRID VEHICLE November 6, 2002 CITY OF DUBLIN PUBLIC WORKS DEPARTMENT MODEL YEAR 2003 - CITY POOL VEHICLE 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: November 19, 2002, at 2:00 p.m. 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) Delivery Fees Taxes Attach list of available options with firm prices. Earliest Delivery_ Date (Must be before six weeks from City Council award of bid contract.) Submitted by: Contact Name Business Name Address Phone Number Signature G:XFORMSLRFP~RFP HYBRID VEHICLE.doc VEHICLE SPECIFICATIONS The City of Dublin is requesting a bid for one 2003 Hybrid vehicle fully dealer cleaned and prepared. The vehicle is to meet the following specifications: Manufacturer - Honda Civic Hybrid or Toyota Prius Model Year - 2003 Engine Power - Hybrid-Gasoline/Electric Model - 4 Door Transmission - Automatic Color - Honda - Taffeta White Toyota - Super White or Golden Pearl Features - Standard except as noted herein Warranty - Batteries - minimum 8 yr./80,000 mile limited Basic - 36 mos./36,000 miles limited on all components other than normal wear and maintenance items Floor Mats - Carpeted floor mats, trunk mat 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 on the City Council meeting of December 3, 2002.