Title:
Title
Contract: Ford Hybrid Escapes
End
FileID
File ID: 2019-01681
Location
Location: Citywide
Recommendation:
Recommendation
Pass a Motion: 1) awarding an initial one-year contract with two one-year renewal options to Downtown Ford Sales for the purchase Ford Hybrid Escape vehicles in an amount not to exceed $900,000 for the potential three-year term; and 2) authorizing the City Manager or the City Manager’s designee to execute the contract and renewal options specified above provided that sufficient funds are available in the budget adopted for the applicable fiscal year.
Contact: Alison Kerstetter, Program Specialist, (916) 808-1163; Mark Stevens, Fleet Manager, (916) 808-5869, Department of Public Works
Body
Presenter: None
Attachments:
1-Description/Analysis
2-Agreement
Description/Analysis
Issue Detail: The Department of Public Works, Fleet Management Division, has a requirement to purchase Ford Hybrid Escapes for various departments.
Policy Considerations: The recommendations in this report are in accordance with City Code Chapter 3.56.
Economic Impacts: None
Environmental Considerations: No environmental review is necessary because the recommendations in this report involve the purchase of vehicles and are not considered to be a project in accordance with Section 15378(b)(2) of the California Environmental Quality Act guidelines.
Sustainability: The recommended purchases are consistent with the updated Fleet Sustainability Policy, adopted by City Council on December 12, 2017 (Resolution No. 2017-0478).
Commission/Committee Action: None
Rationale for Recommendation: On September 5, 2019, the Department of Public Works, Fleet Management Division, in accordance with City Code Chapter 3.56, issued Invitation for Bid No. EV00000089 for Ford Hybrid Escapes. Two bids were received from Downtown Ford Sales and Future Ford. The bid from Future Ford was deemed non-responsive and was therefore rejected, as Future Ford failed to submit the required Pricing Schedule form with its bid, and as a result, failed to provide any pricing proposal for the eight options to the base specification.
Downtown Ford Sales was deemed the lowest responsive and responsible bidder. A summary of Downtown Ford Sales’ bid is provided below:
|
|
Downtown Ford Sales |
|
Ford Hybrid Escapes |
261,450.00 |
|
5% LBE Preference |
(13,072.50) |
|
1% City Limit Preference |
(2,614.50) |
|
Prompt Pay Discount |
- |
|
8.75% Sales Tax |
22,877.00 |
|
Total Bid Evaluation |
$268,640.00 |
Financial Considerations: The recommended contract amount of $900,000 reflects the amount anticipated to be expended over the potential contract period maximum of three years. The bid amount of $268,640, for a one-year period, represents the total for the quantities selected for bid evaluation purposes only.
The purchases will be made from the Department of Public Works, Fleet Management Division operating budget (Fleet Fund, Fund 6501) and charged to the various department fleet MYOPs. Sufficient funding is available in the Fiscal Year (FY) 2019/20 Department of Public Works, Fleet Management Division operating budget (Fleet Fund, Fund 6501) and in the various FY2019/20 department fleet MYOPs to make purchases through June 30, 2020. Purchases in subsequent fiscal years are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): Downtown Ford Sales is an LBE.