April 25, 2006

SUBJECT:      Award of Bid No. F0502-58 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 Fleet Maintenance section in the Department of Public Works.

BACKGROUND

The requested police patrol 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 standard retirement mileage has increased from 70,000 miles in 1995 to approximately 100,000 miles in recent years. The five vehicles in operation now are currently in the 90,000 to 100,000 mile range and are scheduled for replacement during FY 05/06. 

DISCUSSION

Bid specifications were prepared by Public Works/Fleet and Purchasing staff.  Invitation for Bids No. F0502-58 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 March 29, 2006.  Three responsive bids were received.

Bidder                                                                                         Total Bid

S & C Ford, Inc., of San Francisco                                   $118,263

Sunnyvale Ford of Sunnyvale                                          $118,430

Downtown Ford Sales of Sacramento                                $119,627

The total bid shown above for Sunnyvale Ford is 1 percent less than its actual bid of $119,626 and reflects the 1 percent bidding advantage that is extended to Sunnyvale businesses for the procurement of equipment, supplies and materials.  This is similar to the situation that occurred in a previous purchase of police patrol cars in October 2005 (RTC 05-293).  At that time, Council requested a study issue on local vendor preference; that study issue is scheduled for Council consideration on May 9, 2006.

Staff has determined that the vehicles offered by S & C Ford, Inc., meet City specifications and recommends that the contract be awarded to that firm as the lowest responsive and responsible bidder.

FISCAL IMPACT

Total cost to the City will be $118,263 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 $118,263, 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

A. Draft Purchase Order (.pdf)