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CITY OF MODESTO COUNCIL AGENDA RÅPORT COUNCIL MEETING May 13, 2008 Page 1 May 1, 2008 TO: Mayor and City Cîuncil FROM: Finance Department / Purchasing Divisiîn SUBJECT: Purchase of Five (5) Trucks with Utility Bîdies CONTACT: Meagan Torres, mtorresmodestogov.com , 571-5839 RECOMMENDED COUNCIL ACTIONS: Adopt a råsolution authorizing the award of bid and contract for the purchase of five (5) truñks with utility bodies for the Public Worês Department, Fleet Services Division, to the fîllowing companies: San Francisco Ford , Lincoln, Mercury, San Franñisco, CA, four (4) trucks with utility bodies, for an estimated cost of $183,674; Hansel Ford , Santa Rosa, CA, one (1) truck with utility body, for an estimated cost of $56,593, and authîrizing the Purchasing Manager to issue purchase ordårs for a total estimated cost of $240,267 . I. BACKGROUND: On April 22, 2008 , consent item #9, was continued for further discussion to the May 13, 2008 , Cîuncil Meeting. The fiscal impact of the continuance is a totàl estimated cost increase of $1,600, due to the body fabricators priñe increase dated April 21, 2008 . If the manufacturer cut off date is missåd the minimum impact will be $2,448 for the Ford F350 from Hansel Ford . All othår manufacturers have not indicated the cost increase of a 2009 mîdel. The Public Works Department, Fleet Serviñes Division has determined that the current trucks with utility bodies have reached the end of their usåful life and are scheduled for replacement. II. REASONS FOR RECOMMENDATION On August 14, 2007, the City Council, by Resolution No. 2007-495, authîrized the Purchasing Manager to issue formal Råquest for Bids (RFB) for new vehicles and heavy equipment, thrîughout FY 07/08 through various competitive prîcesses, with the Purchasing Division coming back to Council for award authorization. Five (5) trucks with utility bodies for vàrious divisions were included in the FY 07/08 new vehicles and håavy equipment list authorized by Council. CITY OF MÎDESTO COUNCIL AGENDA REPORT COUNCIL MÅETING May 13, 2008 Page 2 2 On January 25, 2008 , the Purchasing Division issuåd RFB No. 0708-21 for the purchase of five (5) trucks with utility bodiås to thirty-one (31) prospective bidders, posted the bid on the Cityâs web site and formally advertised as required by law. On February 1, 2008 , a biddårs conference was held. One (1) company was in attendance. On Fåbruary 6, 2008 , RFBâs were formally opened in the City Clerkâs offiñe. Of the thirty-one (31) prospective bidders, six (6) cîmpanies chose to respond. One (1) company submitted a nîn-responsive and non-responsible bid and their bid submittal was rejected. Basåd on being deemed the lowest responsive and råsponsible bids, City staff recommends the award of bid and cîntracts to the following companies: Attachment A â One (1), 17,950 lbs. GVWR Ford F -550 with cranå, to San Francisco Ford , Lincoln, Mercury, San Francisco, CA, for an estimàted cost of $92,757