Report to Mayor and City Council
Tuesday, May 16, 2023
Consent
SUBJECT:
Title
CONSIDER AWARDING A PURCHASE ORDER TO WINNER CHEVROLET, COLFAX CA, FOR THE PURCHASE OF FOUR NEW 2024 CHEVROLET COLORADO MID-SIZE TRUCKS FOR THE PUBLIC WORKS LANDSCAPE AND BUILDING MAINTENANCE (LBM) DIVISION
Body
I. SUMMARY
Public Works is requesting City Council’s approval to purchase four (4) new 2024 Chevrolet Colorado trucks from Winner Chevrolet. These vehicles have been identified and prioritized as critically necessary for the Public Works team to continue to provide the best service, in a safe and efficient manner. Prioritization was based on risk of current vehicle failure, maintenance costs, and shortage of current fleet vehicles. The current vehicle shortage prevents staff from operating efficiently and effectively.
The Public Works department recently completed an Invitation for Bids (IFB 23-06) to solicit a vendor capable of providing the four Chevrolet trucks at the most competitive price. Winner Chevrolet, Inc was determined to be the lowest responsive and responsible bidder. Staff is requesting approval to purchase four Chevrolet Colorado trucks from Winner Chevrolet, Inc. for the amount of $179,861.85.
II. RECOMMENDATION
Recommendation
1. WAIVE any irregularities or informalities in the bids;
2. AWARD and APPROVE the Purchase Order with Winner Chevrolet, Inc for the purchase of four (4) 2024 Chevrolet Colorado trucks for $179,861.85.
Body
III. ALTERNATIVES
1. REJECT the bids.
2. TAKE another action the City Council deems appropriate, consistent with the requirements of the law.
IV. BACKGROUND
The City’s Landscape, Building, and Maintenance division is responsible for the maintenance of twelve (12) city parks, four (4) mini parks, Medians, Tree Maintenance, and the City’s facilities. In performing routine tasks related to the upkeep and maintenance of the City, staff must haul large tools, equipment, and supplies. The use of a vehicle is therefore necessary for staff to provide continued services to the City and its residents. Currently, there has been a shortage in the City’s fleet as vacancies are filled, resulting in staff not having the vehicles need to perform services efficiently. The four new 2024 mid-size pickup trucks will be used in the preparation for City-sponsored event and in day-to-day landscape maintenance activities such as irrigation repairs, landscaping, and handling of raw tree related materials. These new vehicles will increase efficiency and community satisfaction by reducing project completion time.
On March 23, 2023, staff issued IFB 23-06 for purchase of four new 2023 Chevrolet Colorado trucks on PlanetBids via the City’s online portal. Notice of the IFB was posted in accordance with Carson Municipal Code (CMC) Section 2610(b) on the City’s website, at the City’s public notice locations, and published in the Daily Journal newspaper on March 23, 2023. Bids were due on April 13, 2023. The Purchasing division reached out to local dealerships, including dealerships in Carson, informing them of the IFB and presenting them the opportunity to make a bid.
In response to the IFB, the City received two bids as summarized below:
Bidder Bid Amount Submitted to Planet Bids Bid Amount Verified by City
1. UAG Cerritos I, LLC $802,876.48 $200,718.12
2. Winner Chevrolet, Inc $179,861.85 $179,861.85
Both bids were reviewed for completeness of response and compliance with IFB 23-06 requirements. Though the IFB issued requested four 2023 model trucks, the manufacturer is no long producing the current year model. Resultingly, both bidders gave prices for the 2024 Colorado models. Staff reviewed the submitted bids and found a discrepancy in UAG’s bid price. The price entered on the PlanetBids portal was $802,876.48 but after reviewing the submitted documents, Staff verified the price to be $200,718.12. Winner Chevrolet submitted a bid price of $179,861.84. Both vendors provided all required information to comply with IFB 23-06.
Winner Chevrolet was determined to be the lowest responsive and responsible bidder. The vehicles are estimated to be delivered by the end of the 2023 calendar year.
Staff recommends approving the purchase of four 2024 Chevrolet Colorado trucks from Winner Chevrolet.
V. FISCAL IMPACT
None. Funding for the four Chevrolet Colorado trucks are allocated in the FY 2022-23 Special Revenue Fund 638 budget in the Vehicle/Rolling Inventory account 638-99-999-999-8003.
VI. EXHIBITS
1. IFB 23-06
2. Winner Chevrolet Bid
3. Waiver of Written Contract
1.
Prepared by: Freddy Loza, Landscape Building Maintenance Superintendent, Kanesha Pompey, Administrative Analyst