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File #: 20-6285    Version: 1
Type: Consent
In control: City Council/Successor Agency to the Redevelopment Agency/Public Financing Authority/Parking Authority Concurrent
Final action:
Title: APPROVE PURCHASE OF 18 LARGE TRUCKS
Attachments: 1. Attachment A - Big Valley Ford Bid, 2. Attachment B - Vehicle Replacement List

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APPROVE PURCHASE OF 18 LARGE TRUCKS  

 

recommended action

RECOMMENDATION

 

It is recommended that the City Council approve a motion to purchase 18 large trucks from Big Valley Ford, of Stockton, CA, in the amount of $799,120.10.

 

It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.  

 

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Summary

 

The Fiscal Year (FY) 2019-20 replacement budget for the Fleet Internal Service Fund (ISF) and corresponding Municipal Utilities Department (MUD) Capital Outlay accounts includes funding to replace 18 large trucks (1/2 ton or greater) utilized by staff from the following departments: Fire, Police, Public Works, and MUD.  

 

On November 11, 2019, the City requested bids for the purchase of 18 large trucks.  On December 12, 2019, two bids were received, with Big Valley Ford submitting the lowest responsive bid.  The recommended motion authorizes the purchase of 18 large trucks from Big Valley Ford for a total cost of $799,120.10 (Attachment A).

 

DISCUSSION

 

Background

 

The FY 2019-20 replacement budget for the Fleet ISF and corresponding MUD Capital Outlay accounts includes funding to replace 18 large trucks (1/2 ton or greater) utilized by staff from the following departments: Fire, Police, Public Works, and MUD.  

 

The City’s replacement criteria for large trucks, based on industry standards for performance and efficiency, is 10 years or 100,000 miles.  Adherence to this standard replaces equipment before routine failures and breakdowns are experienced, reducing the demand for extensive mechanical repairs.  The replacement standard increases the resources available for preventative maintenance and is critical to the availability and performance of all fleet equipment, which includes all public safety and emergency response vehicles.  Fleet staff identified 18 vehicles in service that exceed either the age or mileage criteria (Attachment B).  Several of the vehicles have recurring mechanical or operational problems or are non-operational due to a motor vehicle accident.  Replacement of these units is recommended.

 

Fleet staff prepared vehicle specifications and utilized the competitive bid process to obtain bids for the supply of these vehicles. The specifications were generic and designed such that any of the major truck manufacturers could bid. 

 

Present Situation

 

A Notice Inviting Bids for the purchase of 18 large trucks was published in The Record on November 23, 2019, and November 24, 2019, respectively. On that same weekend, the Notice Inviting Bids was also e-mailed to 22 regional and local area vendors, including Big Valley Ford, Chase Chevrolet, and Stockton Dodge.  An additional notification about the bid opportunity was e-mailed through Ask Stockton to 2,500 recipients.

 

On December 12, 2019, two bids were received with the following results:

 

COMPANY NAME                                   BID AMOUNT                            ADJUSTED BID AMOUNT

(local preference applied)

 

Big Valley Ford                     $799,120.10                     $759,164.10

(Stockton, CA) 

 

Chase Chevrolet

(Stockton, CA)                     $832,561.16                     $790,933.10

 

The bids received were compared to the California State Contract pricing held by Downtown Ford of Sacramento, CA, contract #1-18-23-20A.  The vehicle specifications offered through State Contract pricing were not comparable to City bid specifications resulting in Big Valley Ford submitting the lowest responsive bid.

 

Stockton Municipal Code section 3.68.090 gives a five percent bid preference to businesses located within the City of Stockton, and a two percent bid preference to businesses located within San Joaquin County.  With both bidders from Stockton, application of the Local Business Preference has no effect on the bid order.

 

The bid from Big Valley Ford meets the bid specifications and is regular in all respects. It is recommended that Council approve a motion authorizing the purchase of 18 large trucks from Big Valley Ford in the amount of $799,120.10. 

 

The 18 vehicles being replaced will be sold at auction.

 

FINANCIAL SUMMARY

 

There are sufficient funds available in the accounts listed below for the purchase of 18 large trucks for a total of $799,120.10.

 

 

 

 

 

 

DEPARTMENT ACCOUNT                     ACCOUNT NO.                     QTY                     BID SPEC                     AMOUNT

 

Municipal Utilities - Water                                          421-4231-606                     3                     A, B, H                     $ 143,831.70

Distribution

 

Municipal Utilities -                                                               431-4332-606                     3                     E                                          $ 150,413.55

Wastewater Collections

 

Municipal Utilities - Delta Water                     421-4234-60                                          1                     G                                          $   32,904.95

Treatment Plant Maintenance

 

Municipal Utilities - Storm Water                     441-4431-606                     1                     E                                          $   50,137.85

 

Municipal Utilities - Waste Water                     431-4333-606                     1                     K                                          $   31,259.05

Pump Station Maintenance

 

ISF Equip Acquisition Fund                     501-5060-670                     2                     C                                          $  55,476.70

 

                                                                                                         501-5060-670                     2                     D                                          $141,019.90

 

                                                                                                         501-5060-670                     1                     F                                          $  54,412.40

 

                                                                                                         501-5060-670                     1                     I                                          $  31,259.05

 

                                                                                                         501-5060-670                     2                     J                                          $  69,025.40

 

                                                                                                         501-5060-670                     1                     L                                          $  39,379.55

 

TOTAL                     18                                                               $799,120.10

 

The purchase price breakdown of the 18 large trucks is:

 

Unit Price Total                                                               $ 731,460.00

DMV Document Fee                                          $     1,530.00 

9.00% Sales Tax                                                               $   65,969.10

CA Tire Fee                                  $         161.00  

TOTAL PURCHASE PRICE                     $ 799,120.10

 

The FY 2019-20 Fleet fund has sufficient funding available and there is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.

 

Attachment A - Big Valley Ford Bid

Attachment B - Vehicle Replacement List