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HomeMy WebLinkAboutPD Purchase Unmarked Fordcrrr of �2 . C Agenda Item No: Meeting Date: November 4, 2013 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: '�`ity Manager Approval)) 9� IL6 Director of Public Works ( RAL) File No.: 01.14.16.01 SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO PURCHASE ONE UNMARKED 2014 FORD TAURUS SEDAN TO REPLACE A 2002 UNMARKED FORD TAURUS SEDAN, IN AN AMOUNT NOT TO EXCEED $29,002.75. BACKGROUND: On March 4, 2013 the City Council approved resolution #13506 "authorizing the Public Works Director to execute the purchase of up to 40 vehicles for various City departments in accordance with the guidelines set forth in San Rafael's Fleet Management Policies and Procedures..." A 2002 unmarked Ford Taurus sedan (#269-02) was among those identified for replacement. The 2014 Taurus will replace #269-02 which, in keeping with fleet management practice, will go to auction. Our Fleet Management policy classifies the 2002 Taurus as a "Police unmarked vehicle" with a useable life of 8 years. It should have been replaced in 2010 but was delayed due to the City's decision to suspend vehicle purchases to address the fiscal impact of the recent recession. ANALYSIS: The purchase of this vehicle was competitively bid in accordance with section 2.55.100 of the San Rafael Municipal Code. As required, a notice inviting sealed bids was published in the Marin Independent Journal on September 28, 2013 (copy attached). Public Works also provided specifications to 9 Bay Area dealerships, 2 of which submitted bids to the City Clerk on October 11, 2013: • Towne Ford Sales (Redwood City): $29,002.75 • Albany Ford -Subaru: $29,050.35 The bid from Towne Ford Sales was the lowest received and meets the requirements of Section 2.55.100 of the Municipal Code. FOR CITY CLERK ONLY File No.: 1 Li -3' S54 Council Meeting Disposition: i (/L4I1G/ 3 ,QE5r__11:,0 (/V,kj /3� 3 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paze: 2 FISCAL IMPACT: As stated, the lowest conforming bid for this vehicle is $29,002.75, submitted by Towne Ford Sales of Redwood City. The 2014 Taurus will replace a 2002 Ford Taurus (#269-02), for which the City will receive revenue via auction. There are sufficient funds in the Vehicle Replacement Fund for this purchase. OPTIONS: Council may choose not to approve the resolution, but staff does not recommend this option. For the reasons stated above, staff recommends that Council approve resolution. ACTION REQUIRED: Adopt resolution. Enclosures: Resolution Marin Independent Journal Notice Inviting Sealed Bids Towne Ford Sales Bid \\Sr_pw\projects\O1 Administration\01.14 Purchasing\01.14.16 Vehicle and Equipment\2013-09-28 Police Chief Ford Taurus\Bishop Taurus Report -Final 10.17.13. doc RESOLUTION NO. 13633 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO PURCHASE ONE UNMARKED 2014 FORD TAURUS SEDAN TO REPLACE A 2002 UNMARKED FORD TAURUS SEDAN, IN AN AMOUNT NOT TO EXCEED $29,002.75. WHEREAS, on March 4, 2013 the San Rafael City Council approved Resolution #13506 "authorizing the Public Works Director to execute the purchase of up to 40 vehicles for various City departments in accordance with the guidelines set forth in San Rafael's Fleet Management Policies and Procedures..."; and WHEREAS, unmarked Police vehicle #269-02 was among the vehicles scheduled for replacement; and WHEREAS, section 2.55 of the San Rafael Municipal Code calls for formal bids for the purchase of equipment "estimated to exceed $20,000"; and WHEREAS, a Notice Inviting Sealed Bids was duly published in the Marin Independent Journal on September 28, 2013; and WHEREAS, staff solicited bids from 9 Bay Area Ford dealerships, 2 of whom submitted sealed bids to the City Clerk on October 11, 2013; and WHEREAS, Towne Ford Sales of Redwood City submitted the lowest bid of $29,002.75; and WHEREAS, the Vehicle Replacement Fund balance will be approximately $4,225,000 by June 30, 2014. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Rafael authorizes the Director of Public Works to execute the purchase of a 2014 unmarked Ford Taurus sedan in accordance with the guidelines set forth in San Rafael's Fleet Management Policies and Procedures, issued on September 6, 2012. I, ESTHER C. BEIRNE, 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 Monday, the 4th day of November, 2013 by the following vote, to wit: AYES: COUNCILMEMBERS: Colin, Connolly, Heller, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk File No. 01.14.16.01 \\sr_fsl.city.cityofsanrafael.org\DepShare\City Clerk- Shareffile\Meeting Reports\2013\2013-11-04\City Council Resolutions',PW_Taurus_purchase.doc CITY OF SAN RAFAEL — PUBLIC WORKS DEPARTMENT NOTICE INVITING SEALED PROPOSALS Notice is hereby given that the City of San Rafael Department of Public Works will receive quotes for: ONE 2014 ALL WHEEL DRIVE FORD TAURUS SEL SEDAN: 3.5L TI -VCT V-6 ENGINE; 6 SPEED SELECTSHIFT AUTOMATIC TRANSMISSION WITH SHIFTER BUTTON ACTIVATION; EQUIPMENT GROUP 201A: SYNC WITH MYFORD TOUCH; REVERSE SENSING SYSTEM; POWER ADJUSTABLE PEDALS; REAR VIEW CAMERA; EXTERIOR COLOR -STERLING GRAY; INTERIOR COLOR -CHARCOAL BLACK OR MAYAN GRAY Each quote shall be in accordance with the specifications and other contract documents now on file with the City Clerk, City Hall, San Rafael, California; and may be examined and copies may be obtained at the City of San Rafael Department of Public Works, 111 Morphew St., San Rafael, CA 94901. Each quote shall be made out on the form to be obtained at the San Rafael Department of Public Works, 111 Morphew St., San Rafael, CA 94901, or online at Richard.landis a citvofsanrafael.orv,, and shall be sealed and tiled with said City Clerk, Room 209, City Hall, 1400 Fifth Ave., San Rafael, California, 94901 on or before 2:30 P.M. FRIDAY, OCTOBER 11, 2013. The City reserves the right to reject any or all bids or to waive any informality in a bid. Dated: October 1, 2013 e ESTHER C. BEIRNE City Clerk C NUsers!estherb C Il ) NppDat,-kocANIicrosoR!Windo%kslTemporar} Internet Files Content OuIIook'386HICSWBIshop I'aurus-IJ Notice In nmg Bids 9 27 13 doc CITY OF SAN RAFAEL — PUBLIC WORKS DEPARTMENT NOTICE INVITING SEALED PROPOSALS Notice is hereby given that the City of San Rafael Department of Public Works will receive quotes for: ONE 2014 ALL WHEEL DRIVE FORD TAURUS LIMITED SEDAN: 3.5L TI -VCT V-6 ENGINE; 6 SPEED SELECTSHIFT AUTOMATIC TRANSMISSION; SYNC WITH MYFORD TOUCH; REVERSE SENSING SYSTEM; EXTERIOR COLOR -BLACK; INTERIOR COLOR -DUNE Each quote shall be in accordance with the specifications and other contract documents now on file with the City Clerk, City Hall, San Rafael, California; and may be examined and copies may be obtained at the City of San Rafael Department of Public Works, 111 Morphew St., San Rafael, CA 94901. Each quote shall be made out on the form to be obtained at the San Rafael Department of Public Works, 111 Morphew St., San Rafael, CA 94901, or online from Richard.landisu.citvofsanrafael.orP_. and shall be sealed and filed with said City Clerk, Room 209, City Hall, 1400 Fifth Ave., San Rafael, California, 94901 on or before 2:30 P.M. FRIDAY, OCTOBER 11, 2013. The City reserves the right to reject any or all bids or to waive any informality in a bid. Dated: September 28. 2013 ESTHER C. BEIRNE City Clerk Us I \udrivcs$\EstherB\Documents\Bishop Taurus -IJ Notice Inviting Bids 9 26 13.docx CITY OF SAN RAFAEL OUOTATION SHEET Please submit this sheet to: City Clerk, City of San Rafael City Hall - Room 209 1400 Fifth Ave., P.O. Box 151560 San Rafael, CA 94915-1560 Deadline: On or before 2:30 P.M., Friday, October 11, 2013 Discount _Tax (9% ' $ lis C Total Quote Bid Prices Onoted Shall be Valid for 60 Days NOTE: QUOTES SHALL INCLUDE ALL APPLICABLE CHARGES AND FEES TOWNE FORD SALES 1601 E9 Camino Real Redwood City, CA 94063 CADocmnents and SeuingslRichardL\Deshtop\Garage-rleetlVehicle ReplacemenAMBishop Unmarked Taurus\Snn Rafael AND Ford Taurus Quotation sheet 9.27.13.doe 1 of 2 SINGLE TOTAL UNIT PRICE -ALL _ITEM # TY. DESCRIPTION PRICE UNITS_ 1 1 • 2014 Ford Taurus SEL AWD Sedan 2 1 . 3.51, Ti -VCT V-6 Engine • 6 -Speed SelectShift Automatic Transmission with Shifter Button 3 ' 1 Activation • Equipment Group 201 A: ➢ SYNC with MyFord Touch ➢ Reverse Sensing System ➢ Power Adjustable Pedals d 4 1 ➢ Rear View Camera 5 1 • Voice -Activated Navigation System • Exterior Color -Sterling Gray • Interior Color -Charcoal Black or 6 1 Mayan Gray Discount _Tax (9% ' $ lis C Total Quote Bid Prices Onoted Shall be Valid for 60 Days NOTE: QUOTES SHALL INCLUDE ALL APPLICABLE CHARGES AND FEES TOWNE FORD SALES 1601 E9 Camino Real Redwood City, CA 94063 CADocmnents and SeuingslRichardL\Deshtop\Garage-rleetlVehicle ReplacemenAMBishop Unmarked Taurus\Snn Rafael AND Ford Taurus Quotation sheet 9.27.13.doe 1 of 2 DATE: /&q—� �X� NAME OF FIRM OR VENDOR: ADDRESS: ���� ��L/�/•� /���2/ CITY & STATE: PHONE: ] P6, SIGNATURE OF REPRESENTATIVE:/�/✓ C�.%r)�/ TITLE: .7 1 � —le , I �1 PLEASE MARK ENVELOPE "BID -2014 FORD TAURUS SEL AWD SEDAN" TOWNE FORD SALES 1601 EI Camino Real Redwood City, CA 94063 CADocumenls and Scltings\RichardL\Dcsktop\Garage-Flcet\Vehicle ReplacementlMBishop Unmarked'1'auruslSan Rafael ANVD Ford Taunus Quotation Shcet 9.27.13.doc 2 of 2 CITY OF SAN RAFAEL OUOTATION SHEET Please submit this sheet to: City Clerk, City of San Rafael City Hall - Room 209 1400 Fifth Ave., P.O. Box 151560 San Rafael, CA 94915-1560 Deadline: On or before 2:30 P.M., Friday, October 11, 2013 _.... _........... _ 1 1 1 1 1 1 1 1 1 1 1 1 1 1 _Discount _Tax (9%) Total Quote SINGLE UNIT DESCRIPTION PRICE • 2014 Ford Taurus Limited AWD 3.5L Ti -VCT V6 • 6 -Speed SelectShift Automatic Transmission with Shifter Button Activation • Package -300A • Reverse Sensing System • 19 -inch Wheels • Ambient Lighting • Heated/Cooled Front Seats • AM/FM Stereo with Single CD Player & MP3 Capability • SYNC with MyFord Touch • SiriusXM Satellite Radio • Audio -Additional IP Center Channel Speaker • Perforated Leather -Trimmed Bucket Seats • Exterior Color -Tuxedo Black • Interior Color -Dune $ $ f Bid Prices Ouoted Shall be Valid for 60 Days TOTAL PRICE -ALL UNITS NOTE: QUOTES SHALL INCLUDE ALL APPLICABLE CHARGES AND FEES C: Users estherb.CITY\AppData\LocallMicrosoft`.Windows Temporary Internet Files`Content.Outlook\38GIIICSH'San Rafael AWD Ford Taurus Quotation Sheet.doc 1 of 2 DATE: NAME OF FIRM OR VENDOR: ADDRESS: CITY & STATE: PHONE: SIGNATURE OF REPRESENTATIVE: TITLE: PLEASE MARK ENVELOPE "BID -2014 FORD TAURUS AWD SEDAN" CAUserskstherb.CITY\AppDataiLocahMicrosoft`Windows. Temporary Internet Files'.Content.Outlook 38GHICSHSan Rafael AWD Ford Taurus Quotation Sheet doc 2 of 2 ' 1MIIRcIon C9b'� CITY O boo rju ..-. ,..�,:., •.�c,. �' ��•� �...,..�..,� _�....,: - "r.':: �w � yds - FAXED AND E-MAILED September 30, 2013 Independent Journal 4000 Civic Center Drive, Suite 301 San Rafael, CA 94903 FAX NO: 382-7205 Attn: Donna Lazarus 6tMAYOR GARY O. PHILLIPS VICE MAYOR BARBARA HELLER COUNCILMEMBER KATE COLIN COUNCILMEMBER DAMON CONNOLLY COUNCILMEMBER ANDREW CUYUGAN MCCULLOUGH PUBLIC WORKS DEPARTMENT: (415)485-3355 FAX: (415)485-3334 Nader Mansourian, Director of Public Works P. O. No. 00449 (City Council) Account #2070419 File No: 01.14.16 Re: NOTICE INVITING SEALED PROPOSALS - ONE 2014 ALL WHEEL DRIVE FORD TAURUS SEL SEDAN:3.5L TI -VCT V-6 ENGINE; 6 SPEED SELECTSHIFT AUTOMATIC TRANSMISSION WITH SHIFTER BUTTON ACTIVATION; EQUIPMENT GROUP 201A: SYNC WITH MYFORD TOUCH; REVERSE SENSING SYSTEM; POWER ADJUSTABLE PEDALS; REAR VIEW CAMERA; EXTERIOR COLOR -STERLING GRAY; INTERIOR COLOR -CHARCOAL BLACK OR MAYAN GRAY Enclosed is one copy of Notice Inviting Sealed Proposals for Public Works ad noted above. Please publish the enclosed notice on October 1, 2013 and furnish us with Galley Proof and Proof of Publication in duplicate. Thank you for your cooperation in this matter. Since ly yours, r 'chard Landis Administrative Manager RL:dw Enclosure (1) cc: Esther C. Beirne, City Clerk (2 copies-w/encls.) Project Engineer (w/encl.) Admin. (2) (w/encl.) 111 MORPHEW STREET • PO BOX 151560 • SAN RAFAEL, CA 94915-1560 W W W.CITYOFSANRAFAEL.ORG CITY OF SAN RAFAEL — PUBLIC WORKS DEPARTMENT NOTICE INVITING SEALED PROPOSALS Notice is hereby given that the City of San Rafael Department of Public Works will receive quotes for: ONE 2014 ALL WHEEL DRIVE FORD TAURUS SEL SEDAN: 3.5L TI -VCT V-6 ENGINE; 6 SPEED SELECTSHIFT AUTOMATIC TRANSMISSION WITH SHIFTER BUTTON ACTIVATION; EQUIPMENT GROUP 201A: SYNC WITH MYFORD TOUCH; REVERSE SENSING SYSTEM; POWER ADJUSTABLE PEDALS; REAR VIEW CAMERA; EXTERIOR COLOR -STERLING GRAY; INTERIOR COLOR -CHARCOAL BLACK OR MAYAN GRAY Each quote shall be in accordance with the specifications and other contract documents now on file with the City Clerk, City Hall, San Rafael, California; and may be examined and copies may be obtained at the City of San Rafael Department of Public Works, 111 Morphew St., San Rafael, CA 94901. Each quote shall be made out on the form to be obtained at the San Rafael Department of Public Works, 111 Morphew St., San Rafael, CA 94901, or online at Richard. landis4,,citvofsanrafael.org, and shall be sealed and filed with said City Clerk, Room 209, City Hall, 1400 Fifth Ave., San Rafael, California, 94901 on or before 2:30 P.M. FRIDAY, OCTOBER 11, 2013. The City reserves the right to reject any or all bids or to waive any informality in a bid. Dated: October 1, 2013 ESTHER C. BEIRNE City Clerk C:\Users\estherb.CITY\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.0utlook\38GH ICSH\Bishop Taurus -I1 Notice Inviting Bids 9 27 13.doc CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. 2.c DATE OF MEETING: 11/4/13 FROM: Richard Landis DEPARTMENT: Public Works DATE: 10/29/13 TITLE OF DOCUMENT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO PURCHASE ONE UNMARKED 2014 FORD TAURUS SEDAN TO REPLACE A 2002 UNMARKED FORD TAURUS SEDAN, IN AN AMOUNT NOT TO EXCEED $29,002.75 Department Head (signature) *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (sbnature) NOT APPROVED REMARKS: APPROVED AS TO FORM: City Attorney (signature f File No.: 01.14.16.01