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HomeMy WebLinkAboutItem 2f: Contract to Rotolo Chevrolet for Two Pick-up Trucks of AR � G�y,IFORA,I99A, o� 711\\�.... 70 Aulu�t r�1 03 °°� �`b STAFF REPORT �4ni[y of N Public Works Services Department DATE: November 1, 2011 TO: Mayor and City Council FROM: Tom Tait, Public Works Services Director o Prepared by: Dave McVey, General Services Superintendent SUBJECT: AWARD A PURCHASE ORDER CONTRACT TO ROTOLO CHEVROLET FOR TWO (2) CHEVROLET PICKUP TRUCKS IN THE AMOUNT OF $47,617.28 Recommendation: Approve SUMMARY Staff is recommending that the City Council award a purchase order contract to Rotolo Chevrolet for the purchase of two (2) pickup trucks: one (1) with utility body and one (1) mid-size pick-up for the Public Works Services Department in the amount of $47,617.28. Funds in the amount of $86,486 are budgeted for this acquisition in the 2011/12 Water and Sewer Equipment Replacement Budgets. DISCUSSION The 2011/12 Equipment Replacement Budget provides for the replacement of two (2) vehicles for the Public Works Services Department. These vehicles are used by field personnel from the Utilities Section as part of their daily operational duties. The new vehicles will replace one (1) 1998 Chevy standard truck, and (1) 1999 Ford truck with a utility body. These vehicles meet the mileage and age requirements of the City's vehicle replacement policy and have been budgeted in the 2011/12 Equipment Replacement Program. Notice inviting bids was published in the adjudicated paper and bid packages were distributed to area contractors. On October 4, 2011, the City Clerk publicly opened the sealed bids with the following results: Bidder Location Amount Rotolo Chevrolet Fontana CA $47,617.28 Reynolds West Covina CA $53,552.85 Page 1 of 2 Mayor and Council November 1, 2011 Staff had sent a bid package to a third bidder who initially expressed interest in the bid; however, the vendor did not submit a bid citing that he never received a bid packet even though staff had verification of its delivery and receipt. Staff investigated purchasing a hybrid pick-up truck. Truck manufacturers do not make a 3/4 ton heavy duty pick-up truck in a hybrid model. Consequently, staff chose to downsize one of the pick-up trucks to a mid-size pick-up truck that is less expensive and more fuel efficient. Staff has reviewed the bid documents for content and determined that Rotolo Chevrolet is the lowest responsible bidder to provide these vehicles. Therefore, staff recommends that the City Council award a purchase order contract to Rotolo Chevrolet for the purchase of two (2) pickup trucks for the Public Works Services Department in the amount of$47,617.28. FISCAL IMPACT Funds in the amount of $86,486 have been budgeted in the 2011-12 Water and Sewer Equipment Replacement Funds. Sufficient funds are also available to equip each pickup truck with emergency lighting, mobile radios and installation of an automated fueling system. RECOMMENDATION 1. Authorize the City Council to award a purchase order contract to Rotolo Chevrolet for the purchase of two (2) pickup trucks for the Public Works Services Department in the amount of$47,617.28. 2. Waive any informality in the bid or bidding process 3. Authorize the City Manager to execute a contract in a form approved by the City Attorney. Approved: Donald Penman, City Manager TT:DM Page 2 of 2