May 30, 2006

SUBJECT: Award of Bid No. F0504-67 for Four Extended Cab Compact Pickup Trucks

REPORT IN BRIEF

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

BACKGROUND

The requested vehicles are extended cab, compact pickup trucks which will be used by the City’s Building Inspection and Fire Inspection programs. They will replace four vehicles that have been in daily service for the past ten years and are at the end of their useful life. Each vehicle is scheduled for replacement during FY 2006/2007. 

DISCUSSION

Bid specifications were prepared by Fleet and Purchasing staff.  Invitation for Bids No. F0504-67 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 10, 2006.  Three responsive bids were received.

Bid pricing includes four trucks, sales tax, delivery to the City’s Corporation Yard, and a 60 month/60,000 mile Extended Powertrain Warranty for each truck.  The total bid shown above for Sunnyvale Ford is one percent less than its actual bid of $61,988 and reflects the one percent bidding advantage that is extended to Sunnyvale businesses for the procurement of equipment, supplies and materials.  At Council’s request, a study issue on local business preference has been scheduled for the June 13, 2006, Council meeting.

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 $59,491 for four pickup trucks, including sales tax, delivery to the Corporation Yard and four 60 month/60,000 mile Extended Powertrain warranties.  The vehicles will be received and paid for in FY 2006/2007.  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 $59,491, to Downtown Ford Sales for four extended cab, compact pickup 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)