2004 AGN NOV 02 I05 - Laserfiche WebLink

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Item #5 CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF NOVEMBER 16, 2004 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: Jeannette Olko, Electric Utility General Manager SUBJECT: Award of Bid for Two (2) New %-Ton Pick-up Trucks with Utility Bodies for the Electric Department to Pasadena Ford in the Amount of $41,160.50 DATE: November 9, 2004 BACKGROUND: The Transmission and Distribution Division of the Electric Utility budgeted for the purchase of two new three-quarter ton pick-up trucks with utilities bodies to replace Units 918 and 926. Unit 918 is a 1992 Ford and Unit 926 is a 2000 Chevrolet. Both units have high mileage and need to be replaced to ensure reliability. Unit 926 is the After-hours service truck. DISCUSSION/ANALYSIS: On October 18, 2004, the Electric Utility posted an Informal Notice Inviting Bids and mailed bid packages to twenty-five (25) automotive dealers. Bid opening was held at 10:00am, on November 4, 2004, in the Electric Department Administrative offices. Ten bids were received and evaluated. A Bid analysis is attached showing the price, delivery, and exceptions quoted by each vendor. The recommended vendor's price is underlined. The City's specifications called for an additional undercoating to be applied to the trucks. Only one vendor was able to meet this specification, but the additional undercoating would void the manufacturer's warranty. Staff has determined the manufacturer's standard undercoating is sufficient for our climate. The low bidder, Crest Chevrolet, did not meet the required specification in regard to the provision of two owner's and shops manuals. The second low bidder, Pasadena Ford met these specifications. State law requires the rejection of a bid as non-responsive when an error in the bid affects the amount of the bid or creates an unfair advantage for the bidder. Staff believes that Crest Chevrolet's omission of all required manuals may affect the amount of their bid and/or create an unfair advantage fro Crest. For this reason, staff recommends the rejection of Crest's bid as non- responsive. ALTERNATIVES: Reject all bids and re -bid the purchase. FINANCIAL IMPACT: Funds are budgeted and available in the FY 04/05 budget, account number 520-8000-8004-4910- 0101-000, for the purchase of these trucks. ENVIRONMENTAL IMPACT: None.