CITY OF SIMI VALLEY MEMORANDUM
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1 CITY OF SIMI VALLEY MEMORANDUM AGENDA ITEM NO. Consent (3) January 29, 2018 TO: FROM: City Council Police Department SUBJECT: AUTHORIZATION TO PURCHASE SIX FORD POLICE UTILITY INTERCEPTORS FROM FOLSOM LAKE FORD THROUGH THE STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES COOPERATIVE PURCHASING AGREEMENT, TWO FORD SEDANS FROM FAIRWAY FORD, TWO CHEVROLET SEDANS FROM WONDRIES FLEET GROUP, AND AUTHORIZE THE CITY MANAGER TO EXECUTE RELATED PURCHASING DOCUMENTS STAFF RECOMMENDATION It is recommended that the City Council authorize the Police Department to purchase: 1. Six (6) Ford Police Utility Interceptors from Folsom Lake Ford through the State of California Department of General Services Cooperative Purchasing Agreement Contract Number: B Supplemental 2, at a total cost notto-exceed $200, (Attachment A, page 5); 2. Two (2) Ford Detective Sedans from Fairway Ford at a total cost not-to-exceed $55, (Attachment B, page 19); 3. Two (2) Chevrolet Administrative Sedans from Wondries Fleet Group at a total cost not-to-exceed $51, (Attachment C, page 21); and 4. Authorize the City Manager to execute related documents. CITY MANAGER S RECOMMENDATION The City Manager recommends approval of the purchase of 10 vehicles as outlined in the staff recommendation. BACKGROUND AND OVERVIEW On June 12, 2017, the City Council approved the FY Budget, which included the replacement of six Ford Police Utility Interceptors and four sedans at a total cost not to exceed $337,000. Of the ten replacement vehicles, the six Interceptors will be assigned to Patrol, two sedans will be assigned to Detectives,
2 2 and two sedans will be assigned to Police Administration. On September 14, 2017, the City Manager authorized staff to solicit bids for the purchase of ten Police vehicles. Two dealerships submitted bids through the bid process, Fairway Ford and Wondries Fleet Group. In addition, staff solicited a bid quote from Folsom Lake Ford through the General Services Cooperative Purchasing Agreement with the State of California. No Simi Valley dealerships responded to the bid request. The table below summarizes all bids received (highlighted items reflect lowest bid): Vehicle Description Folsom Lake Ford Fairway Ford Wondries Fleet Group Six Ford Police Utility Interceptors $200, $201, $200, One Ford Fusion Sedan No bid received $26, $27, One Ford Taurus Sedan No bid received $28, $29, Two Chevrolet Impala Sedans No bid received No bid received $51, Since multiple vehicle manufacturers were included in one bid solicitation, the bid request allowed for the splitting of bids among various dealerships. As a result, staff recommends that six Ford Police Utility Interceptors be purchased from Folsom Lake Ford at a cost not-to-exceed $200,595.06, one Ford Fusion and one Ford Taurus Sedan be purchased from Fairway Ford at a cost not-to-exceed $55,904.41, and two Chevrolet Impala Sedans be purchased from Wondries Fleet Group at a cost not-to-exceed $51, The total cost of all ten vehicles is $308,209.84, which is $28, below the budgeted amount. FINDINGS AND ALTERNATIVES On September 14, 2017, the City Manager authorized staff to solicit bids for the purchase of six Patrol vehicles, two Detective Sedans and two Administrative Sedans. Through the competitive bid process and price comparisons with Cooperative Purchasing Agreements, it was determined that Folsom Lake Ford offered the lowest price for the six Ford Police Utility Interceptors through their Cooperative Purchasing Agreement with the State of California Department of General Services (Contract Number B Supplement 2, Exhibit 1) at a total cost of $200,595.06, or $9, below budget. If the invoice is paid within 20 days of receipt, the City is entitled to a $3,000 discount, reducing the cost to $197,595.06, resulting in a savings of $12, Fairway Ford offered the lowest bid for two Detective vehicles (one Ford Fusion and one Ford Taurus) at a total cost of $55,904.41, or $5, below budget. Wondries Fleet Group was the only bid received for the two Administrative Sedans (Chevrolet Impalas) at a total cost of $51,710.37, or $14, below budget. The four sedans were not offered on a State Cooperative Purchasing Agreement.
3 3 Pursuing the competitive bid process and comparing bids received to prices available through a cooperative purchasing contract ensures the City receives the lowest price available and allows local vendors to bid. If approved by the City Council, the purchase in this matter will be made through a purchase order or other contract documents as approved by the City Attorney. Therefore, it is recommended that the City Council purchase: six Ford Police Utility Interceptors from Folsom Lake Ford through the State of California Department of General Services Cooperative Agreement at a cost of $200,595.06; two Ford Sedans from Fairway Ford at a total cost of $55,904.41; and, two Chevrolet Sedans from Wondries Fleet Group for a cost of $51, The following alternatives are available to the City Council: 1. Authorize the purchase of six Ford Police Utility Interceptors from Folsom Lake Ford through the State of California Department of General Services Cooperative Agreement at a total cost not-to-exceed $200,595.06; purchase two Ford Sedans from Fairway Ford at a total cost not-to-exceed $55,904.41; purchase two Chevrolet Sedans from Wondries Fleet Group at a total cost not-to-exceed $51,710.37; and authorize the City Manager to execute related documents; 2. Reject all bids received from the competitive bid process; 3. Authorize staff to solicit a second bid process; 4. Delay the purchase of Police vehicles; 5. Provide staff with an alternate direction. Staff recommends Alternative No. 1. SUGGESTED CITY COUNCIL MOTION I move to authorize the Police Department to purchase six Ford Police Utility Interceptors from Folsom Lake Ford through the State of California Department of General Services Cooperative Agreement; purchase two Ford Sedans from Fairway Ford; purchase two Chevrolet Sedans from Wondries Fleet Group at a total cost not-toexceed $308,209.84; and authorize the City Manager to execute related documents. SUMMARY The FY Adopted Budget includes funding for ten police enforcement vehicles. Through the competitive bid process, two quotes were received and staff compared prices with Folsom Lake Ford s Cooperative Agreement with the State of California Department of General Services. The Cooperative Purchase Agreement offered the lowest price for the six Ford Police Utility Interceptors. The two Ford Sedans and two
4 4 Chevrolet Sedans were not available on a Cooperative Purchase Agreement. Of the bids received, Fairway Ford offered the lowest price on the two Detective Ford Sedans and Wondries Fleet Group offered the lowest price on the two Administrative Chevrolet Sedans. It is, therefore, recommended that the City Council approve the purchase of the six Ford Police Interceptors from Folsom Lake Ford, two Ford sedans from Fairway Ford, and two Chevrolet sedans from Wondries Fleet Group. Prepared by: Sandy Tate, Police Maintenance Supervisor David M. Livingstone Chief of Police INDEX Page Attachment A Folsom Lake Ford Quotation... 5 Exhibit 1 Cooperative Agreement/State of California... 6 Attachment B Fairway Ford Quotation Attachment C Wondries Fleet Group Quotation... 21
5 5 ATTACHMENT A PRICE QUOT A TION FOLSOM LAKE FORD FOLSOM BL VD. FOLSOM, CA (916) Direct Date: 10/19/2017 To: Sandy Tate/ Police Maintenance Supervisor/ Simi Valley P.O. - L.A.P.D. Paint From: Mark A. Paoli I Fo1som Lake Ford Subject: Pricing for 2018 Ford Interceptor (State of California Contract #l b) $27, Bid Price (State of California Contract Vehicle - Interceptor Utility A WO) Front Headlamp Lighting Solution (66A) - Includes Pre-Wiring (60A) Paint Rear Doors White to Match (CAL) - Lifetime Warranty Auxiliary Air Conditioning (17 A) Spot Lamp - Dual LED Whelen (51 V) - Irie Credit for Std Spot Lamps SYNC - Voice Activated Communications (53M) Dome Lamp - Red/White in Cargo Area (17T) Keyed-Alike Code 1435X {59E) Rear Console Mounting Plate (85R) Rear Door Handles Inoperable/ Locks Inoperable (68G) Windows -Rear Window Power Delete (18W) $30, Selling Price 2, Sales Tax (7.25%) Delivery to Simi Valley, CA California Tire Fee $33, Total Price (EACH) X6 $200, Total Price (6-Units) F.O.B. Simi VaJley, CA Payment Terms: $ Discount Per Unit 20 Days or Net 30. Note: BalJistic Door Panels (Level HI), Dark Car Feature, Front License Plate Bracket, Heated Sideview Mirrors, Noise Suppression, Rear View Camera, Reverse Sensing and 5yr/100k/Oded Powertrain Warranty.Included In Bid.
6 6 EXHIBIT 1 Department of General Services Procurement Division 707 Third Street, 2 nd Floor West Sacramento, CA State of California CONTRACT USER INSTRUCTIONS **** MANDATORY **** CONTRACT NUMBER: Supplement 2 DESCRIPTION: CONTRACTOR(S): Ford Police Interceptor Utility SUV Folsom Lake Ford CONTRACT TERM: 6/30/2015 through 6/29/2018 STATE CONTRACT Rudolph Jimenez ADMINISTRATOR: (916) Rudoloh.Jimenez@das.ca.aov The contract user instructions, products, and pricing are included herein. All purchase documents issued under this contract incorporate the contract terms and applicable California General Provisions. All Changes are in RED Signature of File Date: 2/27/2017
7 7 STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES PROCUREMENT DIVISION Contraict Mandatory Supp!amsnt 2 Contract User Instructions Rudolph Jimenez, Contract Administrator. -.,... ')... :.,:, ".. '. SUMMARY OF. CHANGES :: :- ::. '.,:'-: 1-'.: ::.,. ' : _..,.::-,:., Supplement Description/ Articles No. 2 Subject contract for Ford Police Interceptor Utility SUVs is hereby modified to reflect the following change:... :... Supplement Date 2/27/2017 Contract expiration date has been extended to 6/29/ Subject contract for Ford Police Interceptor Utility SUVs is hereby modified to reflect the following change: 9/23/2015 Article 33 Contract Administration, Contract Administrator has changed from Timothy Smith to Rudolph Jimenez. All other terms, pricing, and conditions shall remain the same. Contract Supplement 2 User Instructions Page 2 2/27/2017
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19 19 ATTACHMENT B Submit with Bid CITY OF SIMI VALLEY SUMMARY BID SUBMISSION FORM purg,hme.of.e-.qllc.e.jl.eb s O s_pecificafum..no. 1 a o1 Dated: /0 /; '7 /1 1 TO: Deputy Director/Support Services r ' ' City of Simi Valley 2929 Tapo Canyon Road Simi Valley, CA The undersigned declares that he or she has carefully. examined Specification No accompanying the invitation to bid and is thoroughly familiar with the contents thereof; is authorized to represent the bidding firm; and proposes to deliver, F.O.B. Simi Valley: Bid Jtem: PURCHASE OF POLICE VEHICLES Fully equipped and as described in said Specification, which is made a part of this proposal, quoted herein in full: Quantity Base Price (per vehicl ) Total Base Price'(Base times Qty) Shipping & Handling Other (provide detail below) Sub-Total per Vehicle Type Sales Ta.x.(7.25%) Total All Vehicle TOTAL *5% Local Business Preference Adjustment (up to $2,500) Vehicle 1 Vehicle 2 Vehicle 3 Vehicle 4 (6) (1) (1) $-3/.:Y(Y/.aJ $ t0$ 2'Z02J.CO $ #.a $ i 'X?'J:CO $ a:, $ Z 'Z tj21.ix> $. $ t>..00 $ o.co $ C>. cp $ $ B15 $ g. J5$ 8/75'. $=1= 12 $ $ 1 $ /.6.(8). IBl - "' 'lfi.. {5:""$ $ k'?{) L9fl}?5 'ild 'l;i $. $ (2) $ 2@ l/j 3. CX2 $Z5.1RIAW *For Simi Valley vendors only (See Bid Terms and Conditions for further Information). Bid Provisions and Acknowledgements A. This bid does not include Federal Excise Taxes or License Fees. B. Contractor will be paid for actual number of vehicles purchased. C. Bidder acknowledges City reserves the right to.split the bid and make an award to more than one bidder to obtain the best pricing. D. All vehicles shall be delivered to the City of Simi Valley within 180 days after order by the City. E. The dollar amounts reflected above will be verified and the City Will correct any calculation errors. Only the unit price will be considered as representing the bidder's intention and the total will be corrected to conform to the specified unit price Police Vehicles, PD 18-01
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