HomeMy WebLinkAbout12/17/2008 - STAFF REPORTS - 2.O. O�pALM SA4
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DATE: December 17, 2008 CONSENT CALENDAR
SUBJECT: APPROVE PURCHASE OF 2 NEW CNG FORD TRUCKS FOR USE BY
THE PARKS DEPARTMENT AND THE. PUBLIC WORKS DEPARTMENT.
FROM: David H. Ready, City Manager
BY: Public Works— Fleet Operations Division
SUMMARY
This action would award the purchase of one (1) CNG powered new 2009 Ford F-350
flatitilt bed for use by the Parks Department and one (1) CNG powered new 2009 F 150
4X4 Super Crew for use by the Public Works Department. These vehicles are
replacements for existing units.
RECOMMENDATION:
1. Approve the purchase of one (1) CNG powered new 2009 Ford F-350 flat/tilt bed
in the amount of $48,546.08 and one (1) CNG powered new 2009 Ford F-150
4X4 Super Crew in the amount of $45,662.43, for a total purchase amount for
both vehicles of$94,208.51 from Redlands Ford of Redlands, California.
2. Authorize the City Manager to execute all necessary documents.
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.
Item No. 2 . 0 .
City Council Staff Report
Purchase of CNG Ford Trucks
December 17, 2008-Page 2
The units recommended for replacement in this report meet established criteria for
replacement. The F-360 Parks vehicle 505099 has over 95,000 miles on it and it runs
twelve to fourteen hours a day over 340 days a year. The F-150 vehicle is replacing a
Ford Explorer that has over 120,000 miles on it and has been driven at various times by
the Assistant City Manager, Planning and Public Works Department. In keeping with
the City of Palm Springs' established commitment to improving air quality in the
Coachella Valley and the Alternative Fuel Vehicle Procurement Policy adopted by
Council on September 17, 2008 all fleet replacements are evaluated for their
operational suitability to the use of alternative fuels.
These CNG powered vehicles will be evaluated and analyzed to see how they perform
and suit the needs of the department. The extra cost to convert these vehicles to CNG
($40,866.77) will also have to be evaluated and taken into consideration.
As there were no cooperative bid opportunities for these vehicles, the Procurement
Division conducted a competitive RFQ process based upon the specifications provided
by Fleet Operations. RFQ 2009-12 was posted and issued to 18 Ford dealerships
across Southern California. Two (2) dealerships submitted bids for the CNG powered
vehicles as specified, while four (4) dealerships alternatively submitted bids for gasoline
powered versions of the same vehicles. The CNG powered vehicle bid results were as
follows:
Redlands Ford $ 94208.51
Wondries Ford $101:136.56
The alternative bids for the gasoline powered version of the vehicles were as follows:
Fritts Ford $ 53,341.74
Hemborg Ford $ 54,061.24
Redlands Ford $ 54,112.58
South Bay Ford $ 60,450.63
Pursuant with the Council's Alternative Fuel Vehicle Procurement Policy, Redlands Ford
of Redlands, California is the lowest responsive, responsible bidder for the CNG
powered vehicles. The lead time for delivery with the conversion to CNG is
approximately 150 days after receipt of the purchase order_
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City Council staff Report
Purchase of CNG Ford Trucks
December 17, 2008—Page 3
FISCAL IMPACT:
Funds for this purchase were appropriated in the current 08/09 fiscal year budget
Account Number 510-5475-50020 (Motor Vehicle Replacement, MVR Reserves, Motor
Vehicles).
David J. Barakian David H. Ready
Director of Public Works/City Engineer City Manager
Thomas J. Wilsvn
Assistant City Manager— Development Services