2004 AGN JUN 16 I01 - Laserfiche WebLink

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CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF JUNE 16, 2004 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: Kenneth Rulon, Chief of Police SUBJECT: Award of Bid for the purchase of four New Ford Crown Victoria Police Interceptors to Wondries Ford, for the Police Department, in an amount not to exceed $90,453.97 using VITEP Funds. No General Funds to be expended DATE: June 16, 2004 BACKGROUND: NEED FOR RECONSIDERATION AND ACTION This award of bid was originally presented to the City Council on April 20, 2004. However, due to the circumstances described below, it has become necessary to ask the Council to address this matter again as a "late breaking" item. Under the provisions of the Ralph M. Brown Act, the City Council is allowed to take action on items of business not appearing on the posted agenda under certain conditions, including if there is a need to take immediate action on an item and the need for action came to the attention of the City after the meeting agenda was posted. (Gov. Code § 54954.2, subd. (b).) As explained below, there is a need to take immediate action in this case and this need came to the attention of City staff after the agenda for today's meeting was already posted. SUMMARY At the City Council Meeting of April 20, 2004, the City Council awarded a bid to Fairview Ford for the purchase of four marked black and white police vehicles. On June 15, 2004, it came to the attention of the Police Department that Fairview Ford was unable to meet the delivery terms as outlined in their bid proposal. The Police Department currently has an urgent need to replace four marked Black and White police patrol vehicles that have excessive mileage and wear and tear, thus rendering them unsafe for continued police service. Therefore, it is incumbent that the Police Department take immediate delivery of replacement vehicles. Furthermore, the Police Department has funds available in the Vehicle Impound Tow Enforcement Program Account (VITEP) to purchase these vehicles without affecting the current General Fund. DISCUSSION/ANALYSIS: On March 25, 2004, the Police Department posted an "Informal Notice Inviting Bids," for the purchase of four (4) Ford Crown Victoria Police Interceptor patrol vehicles, as required by the Colton Municipal Code, Title 3, Chapter 3.08.080. In addition to posting the Notice Inviting Bids, staff also faxed the bid packages to six (6) vehicle dealers. A Bid opening was held at the Police Department on April 5, 2004, at 2:00 pm. Two (2) bids were received and evaluated, one from Fairview Ford. The low bidder was Fairview Ford, and staff recommended that they be awarded the bid. However, on June 15, 2004, it came to the Police Department's attention that Fairview Ford was unable to meet the delivery terms as outlined in their bid proposal. The earliest date the vehicles