October 18, 2005

SUBJECT: Award of Bid No. F0507-03 for Police Patrol Cars

REPORT IN BRIEF

Approval is requested for the award of a contract to S & C Ford, Inc., of San Francisco for five police patrol cars for the Department of Public Works Fleet Maintenance Division.

BACKGROUND

The requested vehicles are full-size sedans with V-8 engines and heavy-duty components appropriate for traffic and law enforcement use.  Due to product improvements and a more aggressive preventive maintenance program, the ‘normal’ average retirement mileage has increased from 70,000 miles in 1995 to 100,000 miles in 2005.  The five requested vehicles are currently in the 90,000 to 100,000 mile range and are scheduled for replacement during FY 05/06.

An additional five vehicles are also scheduled for replacement in FY 2005/06. However, staff is studying the fleet size and may make a recommendation to reduce the number of assigned patrol vehicles.  If necessary, these additional vehicles will be replaced later this fiscal year in a separate process.  Nevertheless, it should be noted, that there is always the possibility of a need for premature replacement due to total loss collision damage.

DISCUSSION

Bid specifications were prepared by Public Works/Fleet and Purchasing staff.  Invitation for Bids No. F0507-03 was advertised on the City’s internet site and broadcast to potential suppliers through the DemandStar by Onvia public procurement network.

Sealed bids were received and publicly opened on September 14, 2005.  Three responsive bids were received.

The total bid shown above for Sunnyvale Ford is 1% less than its actual bid of $119,843 and reflects the 1% bidding advantage that is extended to Sunnyvale businesses for the procurement of equipment, supplies and materials.  Although City policy is to buy from Sunnyvale firms, whenever possible, public bidding law and sound fiscal management require that the contract be awarded to the lowest responsive and responsible bidder (in this case, S & C Ford) even if the cost differential of the next lowest bidder is small.  The City has purchased vehicles from S & C Ford in the past and has found the firm to be professional and responsive to the City’s needs.

FISCAL IMPACT

Total cost to the City will be $118,534 for five police patrol cars, including sales tax, delivery to the Corporation Yard and a 75,000 mile/36-month extended warranty.  Funds are available in Fleet Equipment Replacement Account No. 020700.

RECOMMENDATION

It is recommended that Council award a contract, in substantially the same form as the attached draft Purchase Order and in the amount of $118,534 to S & C Ford, Inc., for five police patrol cars.

Prepared by:

Elaine Wesely

Purchasing Officer

Reviewed by:

Mary J. Bradley

Director, Finance

Reviewed by:

Marvin Rose

Director, Public Works

Approved by:

Amy Chan

City Manager

Attachment

1.      Draft Purchase Order(PDF)