Report to Mayor and City Council
Tuesday, June 06, 2017
Consent
SUBJECT:
Title
CONSIDER AWARDING A PURCHASE CONTRACT TO FORD FOR THE PURCHASE OF THREE VEHICLES FOR THE PARKING CONTROL OFFICERS USE (CITY COUNCIL)
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I. SUMMARY
On April 19, 2016, City Council approved to hire three full-time City employees to perform parking enforcement services, including approval for vehicles and uniforms. Purchasing conducted informal bids and received three responsive bids.
Staff is seeking approval from Council to award the purchase contract to the lowest bidder Ford, Escondido for the purchase of three 2016 Ford C Max SE Hybrid vehicles. Funds for the purchase of these vehicles are available and have been appropriated in the FY 2016/17 Air Quality Management District (AQMD) Fund budget.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a purchase contract to Ford for the purchase of three 2016 Ford C-Max Hybrid SE vehicles for the use of the three newly hired Parking Control Officers.
2. AUTHORIZE THE City Manager to execute the dealership’s standard purchase contract.
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III. ALTERNATIVES
1. TAKE any other action the City Council deems appropriate that is consistent with the requirements of law.
IV. BACKGROUND
On April 19, 2016, Council approved to hire three full-time City employees to perform parking enforcement services to include the purchase of vehicles and uniforms for the new recruits, see Exhibit 1. The new Parking Control Officers were hired on November 7, 2016, and have since then used vehicles borrowed from city’s pool of vehicles.
On the Council approved April 19, 2016 staff report, the initial cost for the purchase of the three vehicles was based on the Ford Focus SE model and the funding source was the general fund. However, available funds from the Air Quality Management District (AQMD) account were identified and on June 21, 2016, Council approved and adopted the FY 2016/17 budget appropriating AQMD funds for the purchase of the three vehicles. The change in the source of funds to AQMD funds meant purchasing only AQMD eligible vehicles. In addition to this, staff considered mileage efficiency and ergonomic drivability as the factors leading to the change of vehicle from Ford Focus SE to Ford C-Max Hybrid.
In accordance with the new Purchasing Ordinance No. 17-1609 and procedures, informal bids were solicited for a 2016 Ford C-Max Hybrid and the following three responsive bids were received. (See Exhibit 2)
Ford of Escondido: $68,433.36
AutoNation Ford: $72,636.45
Southbay Ford: $75,296.81
Due to factors staff had no control over, including dealer inventory availability and time in between bid date and purchase date, the dealer contract price increased to $71,555.29 from the original quoted bid. The $3,121.93 difference is attributed to a change in the model of one vehicle as the quoted vehicle is no longer available. Since the contract total of $71,555.29 is still considered the lowest bid, staff is seeking Council approval to authorize the City Manager to execute the attached dealership’s standard purchase contract.
V. FISCAL IMPACT
Funding for the purchase of three Parking Control Officer vehicles is currently available and appropriated in the FY 2016/17 budget under the Air Quality Management District (AQMD) Fund account number 25-90-830-075-8002 therefore, if staff recommendation is approved by Council, no additional funding or appropriation is needed.
VI. EXHIBITS
1. Exhibit 1 - April 19, 2016 Agenda and Minutes, pages 3-10
2. Exhibit 2 - 3 Responsive Bids, pages 11-13
3. Exhibit 3 - Ford Escondido contracts, pages 14-22
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Prepared by: Gina Trinidad - Administrative Analyst, Public Safety