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Home My WebLink About2013/12/10 Item 15 �___. - � - -��-�, = CITY COUNCIL . � � ��. = � `� -°�.� AGENDA STATEMENT _ � �� CITY OF CHULA VISfA 12/10/13, Item �5 ITED4 TITLE: RESOLUTION OF THE CITY COUI`'CIL OF THE CITY OF CHULA VISTA A\�JARDING A PURCHASE AGREEMENT II�' THE AI�40Ui�'T OF S303S82.66 FOR EIGHT LIGHT- AND MEDIUM-DUTY VEHICLES II�� ACCORDAI�'CE �T�'ITH THE TERMS ?u\'D CONDITIONS OF REQUEST FOR BID NUA4BER BO1-13/14 SUBDIITTED BY: DIRECTOR OF PUBLIC WORKS� ASSISTANT DIREC O OF PUBLIC� REVIE�VED BY: CTTY MA\'AGER ASSISTANT CITY NAGER�� 4/STHS VOTE: YES ❑ NO � SU1VII�7ARY Funds �vere allocated in the approved Equipment Replacement Fund budeet for fiscal year 2013/14 to replace five light-duty pickup trucks, in the Sewer Service Revenue Fund budeet to replace one pickup truck and one service body truck, and in the Environmental Services Fund budget to replace one light-duty truck. Six individual bids �vere grouped into one bid solicitation by the Purchasing Department to provide the referenced vehicles in compliance with specifications developed for that purpose. The bid �vas advertised electronically on Planet Bids and_105 prospective bidders were notified of the bid; including several local dealers. The bid was also advertised in the Star News on October ZO`�, in accordance �vith Purchasing Rules and Reeulations. Thirteen vendors do��mloaded the bid solicitation information from the intemet, but only one vendor, Raceway Ford, responded with a formal bid response. Staff recommends that the bid be awarded to the only responsive; responsible bidder; Race�vay Ford. E1�'IROVI7ENTAL REVIEN This proposed activity has been reviewed for compliance ��ith the Califomia Em�ironmental Quality Act (CEQA) and it has been determined that the activity is not a "Project" as defined under Section 1�378 of the State CEQA Guidelines because it will not result in a physical chanee in the environment; therefore, pursuant to Section 1�060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no environmental review is necessary. REC0��IENDATION Council adopt the resolution. 15-1 12/10/13, Item /5 Page 2 of 3 BOARDS/COMMISSION RECOMMENDATION Not applicable. DISCUSSION The approved capital Equipment Replacement Fund, Sewer Service Revenue Fund, and Em�ironmental Services Fund budgets for fiscal year 2013/14 authorize the replacement of equipment as shown belo�y: Equipmen[Number Description E ui ment Re lacement Fund 2233 2003 Ford pickup truck 1822 200i Eord pickup truck 2221 2004 Ford pickup truck 1825 2005 Chevrolet pickup truck - 2009 2005 Ford compact pickup truck Environmental Services Fund 2115 2000 GMC flatbed wck Sewer Service Revenue Fund 2210 2003 Chevrolet pickup truck 2359 2002 Ford service body truck Technical specifications were prepared by the Fleet Manager, working �vith responsible staff in the appropriate programs, in order to request bids for the replacement vehicles. Original bid submittals aze available in the Purchasing Agent's office. Staff recommends that Raceway Ford, as the only responsive bidder, be a�i�arded the purchasing a�reement. Purchasing concurs in this assessment. DECISION MAKER CONFLICT Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and consequently, the 500-foot rule found in California Code of Regulations section 18704.2(a)(1) is not applicable to this decision. Staff is not independently a�vaze, nor has staff been informed by an}� City Councilmember, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter. RELATIONSHIP TO CITY'S STRATEGIC PLAN Tl1e City's Strategic Plan has five major goals: Operational �xcellence, Economic Vitality; Healthy Community, Strong and Secure Neighborhoods and a Connected Community. This action supports the goal of providing Healthy Communities, as having service vehicles in good �i�orking condition allows staff to maintain and operate community and neighborhood facilities. CURRENT YEAR FISCAL IMPACT The net total cost including taxes is $303,582.66. Sufficient funds have been budgeted in the Equipment Replacement Fund, the Se�ver Service Revenue Fund, and the Environmental Services Fund. 15-2 12/10/13, Item �S Page 3 of 3 ONGOING FISCAL I�'IPACT Since these are replacement vehicles; and since existing ��ehicles ��ill be removed from the fleet in each instance, there is no oneoing additional fiscal impact. ATTACHA4ENTS None. Prepared bv: Steve Dorsev, Fleet Manager, Public lVorks Operations N:IPUBLIC 1i�ORKS- ENGIAGENDAICAS7013V2-10-131Afultiple Vehicle PurchaseslREPORT-P{i•=Mulrip[e Vehicle PurchasesREV.doc 15-3 RESOLUTION NO. 2013- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AWARDING A PURCHASE AGREEMENT IN THE AMOUNT OF $303,582.66 FOR EIGHT LIGHT- AND MEDIUM-DUTY VEHICLES. II�T ACCORDANCE WITH THE TERMS AND CONDITIONS OF REQUEST FOR BID NUMBER BO1- 13/14 WHEREAS; the Fiscal Year 20li/14 Equipment Replacement Fund bud�et provides for the replacement of five light-duty pickup trucks; and WHEREAS; the Fiscal Year 20li/14 Se�ver Service Revenue Fund budeet provides for the replacement of one pickup truck and one service body truck; and � WHEREAS, the Fiscal Year 2013/14 Environmental Services Fund budget provides for the replacement of one light-duty truck; and WHEREAS, the Purchasing Agent issued Request for Bids number BO1-13/14, in accordance �vith Purchasin� Rules and Regulations; and WHEREAS; Raceway Ford has been determined to be the lowest responsive, responsible bidder in compliance with the terms and conditions of RFB BO1-li/14. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby a�vard a purchase agreement in the amount of $303,582.66 for eight light- and medium-duty vehicles in accordance �vith the terms and conditions of Request for Bid Number BO1-13/14. � Presented by Appro ed as to b}�:.;� ; � �:: � �- � z�� Richard A. Hopkins �Glen R. Googins Director of Public Works City Attorney 1:Wttomey�FINAL RESOS A\D ORDINANCES�2013U2 10 13UiES0-PW-Multiple Vehicle PurchasesREV.doc 12/3/2013 1:38 PM 15-4