June 20, 2006

SUBJECT:      Award of Bid No. F0504-73 for Two Utility Trucks

REPORT IN BRIEF

Approval is requested for the award of a contract to Downtown Ford Sales of Sacramento for two utility trucks for the Department of Public Works Fleet Maintenance Section.

BACKGROUND

The requested vehicles are full-size trucks with service bodies and accessories for use by City’s Facilities Management and Landscaping Divisions. They will replace two vehicles that have been in daily service for the past twelve years and are at the end of their useful life. Each vehicle is scheduled for replacement during FY 2005/2006. 

DISCUSSION

Bid specifications were prepared by Fleet and Purchasing staff.  Invitation for Bids No. F0504-73 was advertised on the City’s internet site and broadcast to potential suppliers through the Onvia public procurement network.

Sealed bids were received and publicly opened on May 3, 2006.  Two responsive bids were received.

Bid pricing includes two utility trucks, sales tax, delivery to the Corporation Yard and a 6/60 Extended Powertrain warranty on each truck.  The total bid shown above for Sunnyvale Ford is one percent less than its actual bid of $77,304 and reflects the one percent bidding advantage that is extended to Sunnyvale businesses for the procurement of equipment, supplies and materials. 

Staff has determined that the vehicles offered by Downtown Ford Sales 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 $65,935 for two utility trucks, including sales tax, delivery to the Corporation Yard and two 6/60 Extended Powertrain warranties.  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 $65,935, to Downtown Ford Sales for two utility trucks.

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

Draft Purchase Order(pdf)