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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
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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
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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
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..-. ,..�,:., •.�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