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HomeMy WebLinkAbout2016-07-26; City Council; 22357; Request for authorization to purchase 11 hybrid vehicles from Freeway Toyota of Hanford for $320, 845CITY OF CARLSBAD-AGENDA BILL AB# MTG. DEPT. 22,357 07-26-16 PW-GS RECOMMENDED ACTION: REQUEST FOR AUTHORIZATION TO PURCHASE 11 HYBRID VEHICLES FROM FREEWAY TOYOTA OF HANFORD FOR $320,845 DEPT. DIREGOR CITYATIY. CITY MGR. Adopt a Resolution authorizing the purchase of 11 hybrid vehicles from Freeway Toyota of Hanford for $320,845. ITEM EXPLANATION: In June 2016, the Carlsbad City Council adopted the FY16-17 Operating Budget which included a number of vehicles, including the replacement of nine light duty passenger vehicles and two new vehicle additions. The Carlsbad City Council authorized $285,905 to be appropriated from the Vehicle Replacement Fund to purchase nine of the vehicles, and an additional $63A50 from the General Fund to purchase the additional two vehicles. In addition to the budget adoption process, the City Council is the awarding authority for purchases in excess of $100,000, under Carlsbad Municipal Code section 3.28.040{D)(1L either individually or collectively from the same dealer. Based on these guidelines, staff is requesting City Council authorization to purchase 11 vehicles from Freeway Toyota of Hanford. The vehicles being replaced exceed the city's mileage and/or age requirements for vehicle replacement per Administrative Order No. 3. Administrative Order No. 3 currently defines replacement of like vehicles at 10 years of age or 100,000 miles. The City of Carlsbad conducted competitive bid # RFB 16-03 in May of 2016. Freeway Toyota of Hanford was the lower of two bids received. Freeway Toyota of Hanford is offering the City of Carlsbad a total purchase price of $320,845 for all 11 vehicles with an estimated delivery date of 90-150 days. Staff finds the bid to be customary and reasonable. FISCAL IMPACT: Staff requests that City Council approve the purchase of 11 vehicles from Freeway Toyota of Hanford. The vehicles being purchased were originally budgeted for and approved by City Council in June 2016 for a combined total of $349,355. DEPARTMENT CONTACT: Steve Hodges (760) 434-2925 steve.hodges@carlsbadca.gov FOR CLERK USE. "¢,_ COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC 0 DENIED 0 CONTINUED TO DATE UNKNOWN 0 CONTINUED 0 RETURNED TO STAFF 0 WITHDRAWN 0 OTHER-SEE MINUTES 0 AMENDED 0 REPORT RECEIVED 0 Item #5 - AB #22,357 July 26, 2016 Page 1 of 7 Authorization Purchase from Freeway Toyota July 26, 2016 Page 2 of 2 ENVIRONMENTAL IMPACTS: Pursuant to Public Resources code Section 21065, this action does not constitute a "project" within the meaning of CEQA in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect change in the environment, and therefore does not require environmental review. EXHIBITS: 1. Resolution authorizing the purchase of 11 hybrid vehicles from Freeway Toyota of Hanford for $320,845. 2. Freeway Toyota of Hanford's response to bid # RFB 16-13 conducted by the City of Carlsbad. Item #5 - AB #22,357 July 26, 2016 Page 2 of 7 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2016-158 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, AUTHORIZING THE PURCHASE OF 11 HYBRID VEHICLES FROM FREEWAY TOYOTA OF HANFORD FOR $320,845. WHEREAS, funds in the amount of $285,905 were previously appropriated to the FY16- 17 Fleet Vehicle Replacement Fund by the Carlsbad City Council for the purchase of 9 light duty passenger vehicles; and WHEREAS, funds in the amount of $63,450 were previously appropriated to the FY16-17 General Fund Operating Budget for the purchase of 2 new vehicles; and WHEREAS, the Fleet Management Division has reviewed the overall condition, maintenance history, future maintenance needs and determined it is in the best fiscal interest of the City of Carlsbad to purchase the requested vehicles; and WHEREAS, the City of Carlsbad used formal bidding procedures to conduct competitive bid# RFB 16-13 to establish the cost of procurement of 11 hybrid vehicles; and WHEREAS, the City of Carlsbad has procured a bid from Freeway Toyota of Hanford to provide 11 hybrid vehicles for a total cost of $320,845. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the City of Carlsbad Fleet Management Division is authorized to purchase 11 hybrid vehicles from Freeway Toyota of Hanford for $320,845. Ill Ill Ill Item #5 - AB #22,357 July 26, 2016 Page 3 of 7 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 26th day of J.!!!y, 2016, by the following vote to wit: AYES: Hall, Wood, Schumacher, Blackburn, Packard. NOES: None. ABSENT: None. ATTEST: BARBARA ENGLESON, City Clerk (SEAL) Item #5 - AB #22,357 July 26, 2016 Page 4 of 7 CITY OF CARLSBAD Public Works Department Fleet Operations Division MINIMUM VEHICLE SPECIFICATIONS at is OK for additional options to be included outside of the minimum specifications provided. Please notate any additions/changes in your bid in order to be evaluated for value-added offerings.) TOYOTA RAV4 HYBRID AWD 4dr XLE with all standard options plus the following: Color: Super White Item #5 - AB #22,357 July 26, 2016 Page 5 of 7 TOTAL BID SUMMARY RFB 16-13 VEHICLE SPECIFICATIONS/MODEL YEAR QTY DESCRIPTION UNIT PRICE TOTAL AMOUNT o/? rcy04 kW/ /7 )<ZE 11 TOYOTA RAV4 HYBRID AWD 4dr XLE $ /<677,/,` X ii ,29/ CO *Tax s237 Doc Fees $ CA Tire Fees $ 96.25 Other Costs if Applicable (Identify cost in description block) $ --e'/— GRAND TOTAL TOTAL ty of Carlsbad sales tax rate is 8% Estimated Delivery 90 - 150 days after receipt of Purchase Order Print Name: Patrick G Ireland Signature: Date: 5 - 31 - 2016 Dealership Name: Freeway Toyota of Hanford Title: Fleet Manager Item #5 - AB #22,357 July 26, 2016 Page 6 of 7 BIDDER'S STATEMENT OF UNSPECIFIED VALUE-ADDED OFFERINGS AND/OR PROPOSED CHANGES TO THE MINIMUM SPECIFICATIONS List items or services you are offering in addition to those in the attached specifications or scope of work offered as part of your bid and included in your bid pricing. If none, please state "none". Attachments may be used. 71/0Aie, cie, (1',4 44 ci ed. Item #5 - AB #22,357 July 26, 2016 Page 7 of 7