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HomeMy WebLinkAboutCC Resolution 12342 (Purchase Fire Pickup Trucks)RESOLUTION NO. 12342 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL WAIVING THE BIDDING REQUIREMENT AND APPROVING AND AUTHORIZING THE FIRE CHIEF TO PURCHASE THREE CHEVROLET SILVERADO PICKUP TRUCKS FROM SAN RAFAEL CHEVROLET FOR THE TOTAL SUM OF $121,446.27. WHEREAS, The San Rafael Fire Department has three vehicles utilized for emergency response and command that are more than 8 years in age and have been scheduled for replacement in this fiscal year (2007/08) budget; and WHEREAS, these vehicles, which have a planned dependable life expectancy of up to 7 years, have failed during two recent emergency response situations and said vehicles do not provide sufficient emergency command operating space; and WHEREAS, the Fire Department has conducted extensive research for a vehicle that would provide greater durability (up to 10 years) for emergency response including stop and go operation, ground clearance and turning radius for use in off road situations; and WHEREAS, the Fire Department has two Urban Search and Rescue trailers, which cannot be legally towed with existing, immediately available, Fire Department equipment because the trailers exceed 10,000 pounds in gross weight; and WHEREAS, in accordance with the provisions of San Rafael Municipal Code section 2.55.070D, the City may, if limitations on the source of supply, necessary restrictions in specifications, necessary standardization, quality considerations, or other valid reasons for waiving competition appears, make purchases without recourse to the competitive bidding provisions; and WHEREAS, the Fire Department has discovered that the 3/4 ton Chevrolet Silverado diesel pickup truck is the only diesel pickup truck vehicle with the highest available ground clearance and the smallest turning radius for use in off road situations; and WHEREAS, the Fire Department has discovered that the 3/4 ton Chevrolet Silverado diesel pickup truck is the only 3/4 ton diesel pickup truck available that meets the legal towing capacity required to tow the Urban Search and Rescue trailers; and WHEREAS, the Fire Department has solicited bids from Chevrolet dealerships during the month of July, 2007 resulting in the receipt of three written quotes of which the lowest bidder was San Rafael Chevrolet at $121,446.27 for the three vehicles; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Rafael that it finds that all of the facts stated in the recitals above are true and correct and that said facts form the basis for the City Council's action herein; and BE IT FURTHER RESOLVED, that the City Council of the City of San Rafael, pursuant to San Rafael Municipal Code section 2.55.070D, specifically finds that, because of limitations on the source of supply and necessary restrictions in specifications, , the requirements of Chapter 2.55 shall be waived for the purchase of three 3/a ton Chevrolet Silverado diesel pickup trucks for use by the Fire department; and BE IT FURTHER RESOLVED, that the City Council of the City of San Rafael, approves and authorizes the Fire Chief, without recourse to the competitive bidding requirements of San Rafael Municipal Code Chapter 2.55, to purchase three (3) Chevrolet diesel pickup trucks as specified on Exhibit "A" attached hereto from San Rafael Chevrolet for the sum of $121,446.27. I, JEANNE M. LEONCM, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Tuesdav, the 4th day of September, 2007 by the following vote, to wit: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips and Mayor Boro None None JE( M. LE014CM, City Clerk Exhibit A DATE: August 9, 2007 TO: John Montenero, Fire Chief FROM: Jim Lydon, Battalion Chief RE: Bid Process This memo is to provide the necessary background related to the bid process for the purchase of the three (3) new vehicles for the Operations Chiefs. Requests for bids were sent to the following dealerships: San Rafael Chevrolet Novato Chevrolet Victory Chevrolet (Petaluma) They were asked to provide quotes for the purchase of three (3) vehicles based on the following vehicle specifications Chevrolet Silverado 2500 HD 4WD LT2 Extended Cab Short Bed Summit White Light Titanium (Optional Ebony Interior) 9200 LBS GVW Rear Axle- 3.73 ratio 6.61, Duramax Diesel 6 -Speed Allison Automatic Transmission EZ Lift Tailgate Package HD Trailering Equipment Auxiliary Battery (For accessory features separate isolated from vehicle operations) Silverado LT2 Equipment group Z71 Off Road Package (Less Z71 Badging) Quotes should include the total cost of the purchase with all associated tax and fees, as well as the cost of a manufacturer's extended warranty. During the process each of the dealers advised that the Auxiliary Battery option is not available when the vehicle is ordered with a Diesel engine. The vehicle equipment with a Diesel engine comes standard with a second battery that is used in conjunction with the operation of the vehicle. Another issue that came up related to the request for the inclusion of an extended warranty. Two of the three dealerships clearly provided quotes for the warranty while it is unclear if the third dealer included the cost. There was indication of a surcharge related to the warranty as related to emergency vehicles. This was researched and was determined to not apply to these vehicles as they were not equipped from the factory with any accessories related to emergency vehicles (such as a police suspension package). We received bids as follows San Rafael Chevrolet $ 40,482.09 (Met specifications and included 72 month/ 100,000 mile no deductible warranty and optional 17"wheels) Victory Chevrolet $ 41,026.39 (Met specifications and included 72 month/ 100,000 mile no deductible warranty) Novato Chevrolet $ 44,929.38 (Met specifications, but does not appear to include extended warranty) Based upon the outcome of this process I am recommending that a report be prepared for Council action authorizing the awarding of the bid to San Rafael Chevrolet and allowing us to move forward with the purchase of these vehicles. Please contact me if you need any further information related to this process.