HomeMy WebLinkAbout10/4/2006 - STAFF REPORTS - 2.J.DATE: OCTOBER 4, 2006
City Council Staff Report
CONSENT CALENDAR
SUBJECT: APPROVE PURCHASE OF FIVE (5) NEW FORD 500 SEDANS AND
ONE (1) NEW E-250 CARGO VAN.
FROM: David H. Ready, City Manager
BY: Assistant City Manager —Administrative Services
SUMMARY
This action would award the purchase of five (5) new 2007 Ford 500 Sedans and one
(1) new 2007 E-250 Cargo Van for the City's Police Department as replacements for
existing fleet vehicles. Replaced units will be sold at public auction and the funds
realized will be credited to the Motor Vehicle Reserve Fund (MVR) to supplement future
acquisitions.
RECOMMENDATION:
1. Adopt Minute Order approving the purchase of five (5) new 2007 Ford
500 Sedans and one (1) new 2007 E-250 Cargo Van in the amount of
$125,069.22 from Fritts Ford of Riverside, California.
STAFF ANALYSIS:
The City inventory of vehicles and equipment is examined annually in conjunction with
the budget process to determine which units meet criteria established by the City
Council in Resolution Number 18834 for replacement. City vehicles and equipment are
replaced based on a number of factors, including vehicle mileage, age, maintenance
costs, operating costs, and the resale value of the vehicle and/or equipment to be
replaced.
The units recommended for replacement in this report meet established criteria for
replacement and have been reviewed and approved by the Fleet Review Committee
(FRC).
In keeping with the City's established commitment to improving air quality in the
Coachella Valley, all fleet replacements are evaluated for their operational suitability to
the use of alternative fuels. Due to performance and other operational concerns, police
and emergency response vehicles are generally exempt from this requirement. The
ITEM NO.
City Council Staff Report
October 4, 2005 -- Page 2
Ford Sedans and Cargo Van
proposed vehicles, which are scheduled to replace existing vehicles in the City's Police
Department, have been reviewed by the Fleet Review Committee. The Fleet Review
Committee has concluded that the proposed vehicles are not operationally suited for
alternate fuel use- Specifically, the Ford 500 Sedans are not available in CNG from the
manufacturer and would have to be converted after market. In addition, these vehicles,
which are slated to be used by the Detective's Bureau, are driven great distances and at
various times throughout the day/night. Because of the limited range of CNG vehicles
and the lack of available fueling stations, the Fleet Review Committee is not
recommending these vehicles for alternate fuel use. While the Ford E-250 Cargo Van is
available with CNG (2004 model, or earlier), the vehicle is being purchased for the
Police Department's Forensics Unit. The Fleet Review Commifee is not recommending
CNG for this vehicle primarily due to the size of the CNG tank and how it will affect the
operational usefulness of the van. In addition, there is some concern that the type of
chemicals and equipment that will be stored in this van may be incompatible with CNG
use.
The Procurement and Contracting Division conducted a formal Invitation for Bid (IFB 07-
01) that was publicly advertised, posted to the City's website, and notices mailed to
eighteen dealerships. Eight dealerships responded to our invitation to bid- *One of the
dealerships, as noted, bid only on the sedans, and was not the low bid for that vehicle.
The results of the bid are tabulated below:
Fritts Ford
$125,069.22
Redlands Ford
$125,197.59
Ford West
$126,479.32
Fairway Ford
$126,374.29
Raceway Ford
$126,807.45
S&C Ford
$128,731.06
Wondries Ford
$129,852.24
Villa Ford (*sedans only)
* $107,614.13
Fritts Ford, located in Riverside, California, was the lowest, responsive bidder. Staff is
recommending that the City Council approve the purchase of these vehicles from Fritts
Ford in an amount not -to -exceed $125,069.22-
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FISCAL IMPACT: Finance Director Review: (✓
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Funds for this purchase were appropriated in the current fiscal year budget (Account
510-5475-60020, Motor Vehicles).
c
Tro8.uNtzlaff, stant City Manager
Attac: Minute Orcer
David H. Ready, C"a
MINUTE ORDER NO.
APPROVE THE PURCHASE OF FIVE (5) NEW 2007
FORD 500 SEDANS AND ONE (1) NEW 2007 E-250
CARGO VAN IN THE AMOUNT OF $125,069.22
FROM FRITTS FORD OF RIVERSIDE,
CALIFORNIA,
I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this
Minute Order approving the purchase of five (5) new 2007 Ford 500 sedans and one
(1) new 2007 E-250 Cargo Van in the amount of $125,069,22 from Fritts Ford of
Riverside, California, was adopted by the City Council of the City of Palm Springs,
California, in a meeting thereof held on the 4th day of October 2006.
James Thompson, City Clerk