Loading...
HomeMy WebLinkAboutItem 2q - Purchase Order for one 2017 Chevrolet Volt Hybrid Vehicle DATE: June 20, 2017 TO: Honorable Mayor and City Council FROM: Michael Lang, Fire Chief By: Kevin Valentine. Battalion Chief SUBJECT: PURCHASE ORDER WITH ROTOLO CHEVROLET, INC. FOR THE PURCHASE OF ONE 2017 CHEVROLET VOLT HYBRID VEHICLE IN THE AMOUNT OF $37,258.23 Recommendation: Approve SUMMARY The Fiscal Year 2017-18 Equipment Acquisition Budget provides for the replacement of one midsize sedan in the Fire Department. To ensure that the City is receiving the most competitive price for one 2017 Chevrolet Volt hybrid vehicle, a formal bid process was conducted. Rotolo Chevrolet, Inc. submitted the only responsive bid meeting the specifications. One vendor submitted a non-responsive bid and another vendor did not submit a bid. It is recommended that the City Council approve a purchase order with Rotolo Chevrolet, Inc. for the purchase of one 2017 Chevrolet Volt hybrid vehicle in the amount of $37,258.23. BACKGROUND The existing 2001 Chevy Malibu has approximately 68,500 miles and has been in service for 16 years. The vehicle meets the age criteria in the City’s Equipment Replacement Program. Additionally, the 2001 Chevy Malibu has had a constant malfunctioning starter. The vehicle’s air conditioning module also needs to be replaced every six months due to chronic failure. Replacement parts for this vehicle are difficult to locate and purchase. Purchase Order for a Chevrolet Volt Hybrid Vehicle June 20, 2017 Page 2 of 3 The continuous maintenance issues have caused the vehicle to be frequently out of service causing intermittent interruptions to the Fire Inspection Unit’s operations. As a result, Public Works Services Fleet Technicians have concluded that there are no resolutions for the vehicle’s inherent and consistent problems. The vehicle will continuously need costly maintenance and repairs for items that should be standard routine maintenance for this type of vehicle. DISCUSSION The Fire department conducted a formal bid for a 2017 Chevy Volt hybrid vehicle. A Notice Inviting Bids was published in the City’s adjudicated newspaper, and bid packages were provided to local vendors who provide this type of vehicle. On May 30, 2017, the City Clerk received two sealed bids with the following result: Bidder Location Bid Amount Rotolo Chevrolet, Inc. Fontana, CA $37,258.23 George Chevrolet Bellflower, CA Non-responsive* Glendora Chevrolet Glendora, CA No bid *Disqualified for submitting a bid for incorrect specifications All bid documents were reviewed for content and the vendor’s ability to best meet the City’s needs as described in the bid specifications. Based on this evaluation, it has been determined that Rotolo Chevrolet, Inc. is the only responsive bidder that met the City’s required vehicle specifications. Upon reviewing the situation, staff became aware that Rotolo Chevrolet Inc. is the only dealer who presently has the 2017 model still available in the red color needed to match the existing fleet. By purchasing a 2017 model, the City will save over the 2018 models being pushed out now. Therefore, it is prudent to purchase this vehicle with Rotolo Chevrolet Inc. to ensure that this portion of the bid specification is met. FISCAL IMPACT The City of Arcadia receives annual funding from the Air Quality Management District (“AQMD”) that can be used to purchase alternative fuel vehicles. The 2017 Chevrolet Volt hybrid vehicle is an alternative fuel vehicle that meets AQMD criteria and will be entirely paid for utilizing AQMD funds. The total cost of the vehicle is $37,258.23 and AQMD funding in the amount of $44,000 has been budgeted in the Fiscal Year 2017-18 Equipment Replacement Budget. Purchase Order for a Chevrolet Volt Hybrid Vehicle June 20, 2017 Page 3 of 3 RECOMMENDATION It is recommended that the City Council approve a purchase order with Rotolo Chevrolet, Inc. for the purchase of one 2017 Chevrolet Volt Hybrid vehicle in the amount of $37,258.23.