SR - - VEHICLE PURCHASEOf 0
,p er
OWN fY
AGENDA ITEM
Meeting Date: April 8, 2014
TO: Honorable Mayor and
Members of the City Council
THROUGH: John W. Sibley
City Manager
FROM: Joe DeFrances -0
Public Works D' ector
ReviewedNeri d By:
City Manager
Finance Direc r
To Be Presente
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Legal Affairs
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Plan/Environ
1. SUBJECT
Award of Bid 134 -17, to supply eleven miscellaneous vehicles from Ford of Orange and
Wondries Fleet Group.
2. SUMMARY
Purchase of ten (10) vehicles from Ford of Orange, located in Orange, California and one (1)
vehicle from Wondries Fleet Group, located in Alhambra, California. Three vehicles are for the
Community Development Department, three vehicles are for the Water Division, Public Works
Department, two vehicles are for the Orange Police Department, two vehicles are for the
Community Services Department and one vehicle is for the Street Maintenance, Public Works
Department.
3. RECOMMENDED ACTION
1. Authorize the purchase of five Half Ton Service Trucks, four Compact SUVs, and one
Mid -Size SUV from Ford of Orange.
2. Authorize the purchase of one Three Quarter Ton Service Truck from Wondries Fleet
Group.
3. Authorize the City Manager to surplus the replaced vehicles.
Total expenditure for eleven vehicles is $ 268,897.99
4. FISCAL IMPACT
Funds are currently allocated for these vehicles in the following account:
720.5023.55212.00000
Vehicle Replacement Fund
$1,197,890.00
ITEM � 1 4/8/14
Cr Printed on Recycled Paper
5. STRATEGIC PLAN GO
1 a. Provide for a safe community — Provide staffing and resources to deliver services that
ensure public safety.
lb. Provide for a safe community — Provide and maintain infrastructure necessary to ensure
public safety.
2a. Be a fiscally healthy community — Expend fiscal resources responsibly.
6. GENERAL PLAN IMPLEMENTATION
Infrastructure Goal 3.0 Ensure adequate maintenance of public rights -of -way to enhance public
safety and improve circulation.
Public Safety Element Goal 6.0 Provide public safety services of the highest quality.
Policy 6.1 Provide the Police Department with adequate personnel, equipment and state- of -the-
art technology to effectively combat crime, meet existing and projected service demands, and
provide crime prevention programs. These resources should be provided prior to anticipated
needs.
7. DISCUSSION and BACKGROUND
After review of the current vehicle replacement list, it was determined that a bid should be
advertised for the purchase of eleven (11) vehicles. These eleven (11) vehicles were placed on
the approved vehicle replacement list in the fiscal year (FY) indicated below:
• From FY 13/14: Five Half -Ton Service Trucks for the following departments: Water
Division, Public Works Department (3), Community Services Department (1) and the Street
Maintenance Division, Public Works Department (1).
These will replace vehicles originally purchased in 1996, 1997, 2000, 2002 and 2003
respectively.
• From FY 13/14: Four Compact SUVs for the following departments: Community
Development Department (3) and the Community Services Department (1).
These will replace vehicles originally purchased in 1997, 1998, 1999 and 2000 respectively.
• From FY 13/14: One Mid -Size SUV for Orange Police Department.
Replacing a vehicle originally purchased in 2000.
• From FY 13/14: One Three Quarter -Ton Super -Cab Service Truck for Orange Police
Department.
Replacing a vehicle originally purchased in 1997.
These eleven (11) vehicles have been identified for replacement due to their high usage, high
mileage, and increased repair costs. They are becoming difficult to keep operational and require
additional oversight, attention, and maintenance.
ITEM 2 4/8/14
Bid No. 134 -17 was advertised and distributed by our Purchasing Department following the
normal procurement process. Bids were opened on January 16, 2014 resulting in four (4) bidders
responding to the bid. All City of Orange new - vehicle dealerships were sent Bid No. 134 -17. A
total of fifteen (15) bid packages were sent out by our Purchasing Department.
Both Ford of Orange and Villa Ford are located in the City of Orange and qualify for the "Local
Bidder Preference ". Section 3.08.250 of the Orange Municipal Code provides that local bidders
shall be granted a sales tax preference of one percent of the amount of that portion of the bid
amount which is subject to sales tax (Ord. 12 -99).
Cost Breakdown:
Ford of Orange (ten vehicles)
Wondries Fleet Group
$ 238,264.56
$ 30,633.43
Total Expenditure $ 268,897.99
In addition to the purchase of these vehicles, safety lighting and communications outfitting is
needed, some of which will be removed from existing vehicles. Additional funds have been set
aside within the budget to meet any standard outfitting needs.
The vehicles to be replaced with new are, unit numbers 1148, 1128, 1153, 1157, 1179, 1214,
1265, 1282, 1284, 1389 and 1415.
Bid Results (the below bid prices are shown on a per vehicle basis):
Description * Ford of Orange * Villa Ford Wondries Reynolds Buick
3 /4 Ton Super Cab
Service Truck $31,124.80 Withdrew Bid $30,633.43 $31,128.60
%2 Ton Service Truck $23,436.40
Mid -Size SUV $27,717.12
$24,765.23 $24,771.87 $29,476.20
$28,150.70 $29,314.55 $27,880.20
Sub - Compact SUV $23,341.36 $23,758.09 $24,838.51 $27,845.40
*Local bidder preference (savings) not included in above pricing.
8. ATTACHMENTS
Bid No. 134 -17 Bid Abstract
Bid No. 134 -17 is available for review in the Purchasing Department
ITEM 3 4/8/14