HomeMy WebLinkAboutItem 4.6 Purch Public Wrks Vehicles~~~~ Off' nU~~~
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DATE:
TO:
FROM:
STAFF REPORT
CITY COUNCIL
CITY CLERK
File #350-20
April 3, 2012
Honorable Mayor and City Councilmembers
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Joni Pattillo, City Manager ° ~'
SUBJECT: Request to Waive Competitive Bid Process, Authorize Staff to Purchase Public
Works Vehicles Directly from Vendor and Declare Replaced Vehicles as Surplus
Property
Prepared by Steven Yee, Public Works Manager
EXECUTIVE SUMMARY:
The Public Works Department currently has two Public Works Inspectors' vehicles scheduled for
replacement. Staff is requesting to waive the competitive bid process, purchase the vehicles
from Downtown Ford Sales at the State contract price, and declare the replaced vehicles as
surplus property.
FINANCIAL IMPACT:
The adopted Fiscal Year 2011-2012 Vehicle Replacement Internal Service Fund budget
estimated the cost to replace the vehicles would total $58,660. The cost of the vehicles under
the State purchase program will be $50,909, with the remaining funds available to install the
necessary safety lighting and marking on the vehicles.
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution waiving the competitive bid
process, authorizing staff to purchase Public Works vehicles directly from the vendor, and
declaring replaced vehicles as surplus property (four-fifths [4/5] vote required).
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Submit ed By
Public Works Director
DESCRIPTION:
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Submitted By
Administrative Services
Director
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Reviewed y
Assistant City Manager
Currently, the Public Works Department has two Ford F150 vehicles used by Public Works
Inspectors. The vehicles were purchased in 2003. In order to assure reliability and to minimize
repair expense, Staff is recommending replacing the nearly 9 year old trucks with new 2012
Ford F150 4x4 vehicles. Staff researched all available 4x4 vehicles including alternative fuel
Page 1 of 3 ITEM NO. 4.6
vehicles and determined that the Ford F150 truck is the best suited vehicle available for
purchase through the current State of California vehicle purchase contract. The other 4x4
option offered through the State contract included the Chevy Tahoe SUV Hybrid vehicle,
however, the 2012 model is no longer available and the cost was approximately $10,000 more
per vehicle.
Under the State of California 2011-2012 vehicle purchase contract, Downtown Ford Sales in
Sacramento has agreed to provide Ford vehicles to public agencies at an agreed price. No local
dealerships were awarded a State vehicle purchase contract. The pricing of each vehicle is
outlined below:
Ford F150 4x4 Super Cab '/2 Ton Pickup Downtown Ford Sales
Vehicle Cost $23,210.00
Shipping $ 150.00
Sales Tax (8.75%) $ 2,030.88
Doc Fee $ 55.00
Tire Fee $ 8.75
Total: $25,454.63
Total for 2 Vehicles: $50,909.26
The total Internal Service Fund (ISF) cost for the purchase of two replacement vehicles from the
State-authorized dealer is $50,909.26.
The City's Purchasing Ordinance requires that major purchases over $20,000 be subject to the
competitive bid process. The adopted Purchasing Ordinance provides that the competitive bid
process may be waived under the following circumstances:
• When another public agency has administered a competitive bidding process within the
past two years, for the same or substantially similar supplies, services or equipment
(D.M.C. §2.36.050); and
• When City Council specifically waives the competitive bid process and authorizes Staff to
negotiate the purchase of vehicles by afour-fifths (4/5) vote (D.M.C. §2.36.050(a) 11).
Staff requests the City Council apply these exceptions and authorize the purchase of
replacement Public Works Inspector vehicles directly from the vendor, Downtown Ford Sales.
Following delivery, the City will be responsible for additional costs associated with marking the
vehicles and installing safety lighting equipment. There is adequate ISF for these additional
costs.
Once the purchased vehicles are in service, Staff is also requesting City Council authorization to
dispose of the two replaced vehicles. The retired vehicles will be transferred to a professional
auction company for sale. Posting of the auction will be conducted in accordance with standard
practice.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
Page 2 of 3
ATTACHMENTS: 1
Resolution Waiving Competitive Bid Process, Authorizing Staff to
Purchase Public Works Vehicles Directly from Vendor, and Declaring
Replaced Vehicles as Surplus Property (four-fifths [4/5] vote
required).
Page 3 of 3
RESOLUTION NO. xx - 12
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
WAIVING THE COMPETITIVE BID PROCESS, AUTHORIZING STAFF TO PURCHASE TWO
PUBLIC WORKS VEHICLES FROM DOWNTOWN FORD SALES, AND DECLARING
VEHICLES REPLACED AS SURPLUS PROPERTY
WHEREAS, the City requires the purchase of vehicles for Dublin Public Works operations; and
WHEREAS, the City follows a process of periodically replacing vehicles based upon the age
and condition of the vehicles; and
WHEREAS, in the Fiscal Year 2011-2012 Internal Service Fund Budget funding is included for
the replacement of two Public Works vehicles; and
WHEREAS, Section 2.36.050 of the Dublin Municipal Code allows for exceptions to the typical
public bidding process when another public agency has administered a competitive bidding
process within the past two years, for the same or substantially similar supplies, services or
equipment; and the City Council specifically waives the competitive bid process and authorizes
staff to purchase the vehicles by afour-fifths vote; and
WHEREAS, Section 2.36.050(A)(11) of the Dublin Municipal Code provides for the purchasing
agent to recommend the sale or disposal of all supplies and equipment which cannot be used
by the City, or which have become unsuitable for City use; and
WHEREAS, the City Council authorizes the purchase of two vehicles from Downtown Ford
Sales, at a State of California vehicle purchase contract of $25,454.63 per vehicle for a total not
to exceed $50,909.26, as provided for under Chapter 2.36 of the Dublin Municipal Code; and
WHEREAS, the City Council also authorizes that upon placing the new vehicles in services, the
replaced vehicles listed below be declared surplus and be sent to auction pursuant to Chapter
2.36 of the Dublin Municipal Code:
VIN YEAR MAKE MODEL MILEAGE CONDITION
2FTRX18W43CA77159 2003 Ford F150 89,329 Fair
2FTRX18W03CA77160 2003 Ford F150 80,706 Fair
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
waives the competitive bid process and authorizes the City Manager to purchase two Public
Works vehicles from Downtown Ford Sales.
BE IT FURTHER RESOLVED that upon placing the new vehicles in service, the replaced
vehicles are declared surplus property and the City Manager shall be authorized to arrange for
the auction of surplus City property in accordance with state and local laws and regulations.
ATTACHMENT 1
PASSED, APPROVED AND ADOPTED this 3rd day of April 2012, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
ATTACHMENT 1