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CITY OF COLTON AGENDA REPORT FOR CITY COUNCIL MEETING OF SEPTEMBER 3, 2002 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: DILU DE ALWIS, FINANCE DIRECTOR W SUBJECT: DATE: Item #10 AWARD OF BID FOR TWO PICK-UP TRUCKS FOR THE ELECTRIC DEPT. AND ONE COMPACT PICK-UP FOR THE ENGINEERING DEPARTMENT TO RACEWAY FORD IN THE AMOUNT OF $54,490.09 AND ONE 4 -DOOR SEDAN FOR ENGINEERING TO ROTOLO CHEVROLET IN THE AMOUNT OF $15,874.16 AUGUST 22, 2002 BACKGROUND The City Council approved vehicles for various departments in the FY 02-03 budget. These vehicles include two pick-ups with utility body for the Electric Department Substation and a compact pick-up and a sedan for the Engineering Department. The Wastewater Treatment Plant is replacing a pick-up, which was totaled in an accident. The Electric Department Substation is replacing Unit #269, a 1988 Ford which is no longer practical to repair and adding a pick-up for additional staff. The Engineering Department is replacing a survey truck with a compact pick-up and adding a sedan for additional staff. DISCUSSION/ ANALYSIS On July 30, 2002, Purchasing solicited sealed bids for these vehicles. The bid opening was held at 2:03 p.m., August 20, 2002, in the Purchasing office. Nine bids were received and evaluated. Attached is a Bid Analysis listing the price and delivery quoted by each vendor. The recommended vendor's price is underlined for your review. The recommendation is based on the lowest price that meets or exceeds the City's specifications The specifications for the compact pick-up and the four -door sedan stated that the City was specifying vehicles that are available in stock and are not required to be special ordered from the manufacturer. The lowest bid on the four -door sedan was received from Crest Chevrolet, but would need to be ordered and would take approximately 60 —120 days to receive. This vehicle will be replacing the inspector's vehicle, which has a burned out engine and is no longer in service. The City Engineer is recommending the City Council approve the purchase of the four -door sedan from Rotolo Chevrolet, as it is available from stock and we would receive it in two days. The difference in price on the four -door sedan is $2,865.50 from the low bid. The low bid on the compact pick-up was received from Raceway Ford with a 60-90 day delivery. The City Engineer is recommending Council award this truck to the low bidder and wait 60-90 days for delivery. The vehicles proposed are incompliance with South Coast Air Quality Management District's Rule 1191, "Clean On -Road Light and Medium Duty Public Fleet Vehicles". They meet the California Air Resources Board's certification for "Low Emissions -Vehicles" (LEV). There was a conflict in the specifications concerning gross vehicle weight for the pick-up truck with a utility body for the Wastewater Treatment Plant. The City had requested prices for some optional equipment such as a compressor, crane and generator and it has been recommended, by several vendors, that the City we increase the gross vehicle weight on the City's specifications as the gross vehicle weight as specified may not accommodate all of the optional equipment safely. Staff is recommending that the City Council reject all bids for this pick-up truck and authorize Purchasing to revise the specification and re -advertise for this vehicle. ALTERNATIVES 1. Purchase the four -door sedan from Crest Chevrolet and wait the 60-120 days for delivery.