04 Staff Report - Equipment Purchasecow" 0 MEETING DATE: 3/5/07
ITEM NO.
COUNCIL AGENDA REPORT
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DATE: FEBRUARY 20, 2007
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: EQUIPMENT PURCHASE
ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO
EXECUTE AN AGREEMENT WITH VICTORY AUTO WORLD DEALER
GROUP FOR THE PURCHSE OF ONE NEW 2007 DODGE SPRINTER VAN
IN THE AMOUNT OF $38,128 FROM THE EQUIPMENT REPLACEMENT
FUND
RECOMMENDATION:
Adopt resolution authorizing the Town Manager to execute an agreement with Victory Auto
World Dealer Group for the purchase of one new 2007 Dodge Sprinter Van in the amount of
$38,128 from the equipment replacement fund.
BACKGROUND:
The equipment replacement schedule was adopted with the 2006/07 Operating Budget and
included purchase of one new 2007 Dodge Sprinter Van to replace an existing 2000 Dodge Van.
Equipment replacement is based on cost per mile including age and overall condition of the unit
being recommended for replacement. Throughout the fiscal year, staff continues to evaluate all
vehicles to ensure that the most cost efficient use of vehicles and equipment is maintained.
This vehicle will be assigned to the Los Gatos-Monte Sereno Police Department Crime
Investigation Program. The vehicle's primary function will be for transporting evidence to and
from crime scenes, offsite crime labs/storage facilities, weapons/narcotics destruction facilities,
undercover investigation operations, and transporting staff during Swat training and response
calls.
PREPARED BY: KEVIN ROHANI
Interim Director of Parks and Public Works
NAB&E\COUNCIL REPORTS\Equipment.purchase.2007.dodge.spriuter.vau..doe
Reviewed by: Assistant Town Manager
Finance Community Developme
Town Attorney Cleric Administrator
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: EQUIPMENT PURCHASE
FEBRUARY 20, 2007
The, existing van is a 2000 compressed natural gas (CNG) Dodge Van that was purchased new
through the State of California Cooperative Purchasing Program. Supplementary cost for the
natural gas conversion was offset through grant finding by the Bay Area Air Quality
Management District. This van's range is limited due to insufficient fiiel storage of CNG thus
restricting the department's ability to travel out of county for weapons/narcotics destruction
processes. Additionally, the vehicle is not conducive to Swat and undercover operations based on
interior height limitations. The new van will allow staff to walls about the vehicle unobstructed
and travel out of the bay area and refuel at many service stations based on a diesel engine
configuration. Although the new vehicle will not operate on CNG, the diesel engine meets all
2007 California Air' Resources Board tier two emission standards that require fleets to meet
average emission rate targets for particulate matter.
The CNG Dodge Van will be retained in the Building Program for maintenance operations, and
will replace an aging 1985 gasoline powered Ford F150 pickup that is in need of major repair.
The pickup will be disposed of through the auction process.
DISCUSSION:
For purchases under $100,000, the Town's informal bid process does not require public
advertising and the preparation of plans or specifications. This informal bid process allows staff
to solicit bids from a minimum of three (3) vendors and award the agreement to the lowest
responsible bidder.
Bids for one new 2007 Dodge Sprinter Van were received on Tuesday, February 20, 2007. The
following vendors submitted bids for this project:
Victory Auto World Dealer Group $ 38,128
Hartzheim Dodge $ 31,870
South County Chrysler Jeep Dodge Declined to Bid
Stevens Creek Chrysler Jeep Dodge Declined to Bid
Staff has checked the bids received and has determined that Victory Auto World Dealer Group is
the lowest responsible bid and that its bid is responsive to the Town's informal bid process.
Hartzheim Dodge bid did not include all the mandatory options as set fourth in the request for
proposal, as well as sales tax. Staff has discussed this matter with Hartzheim Dodge and if they
updated their price to include the options and sales tax, the price would be higher than the bid the
Town has received from Victory Auto World Dealer Group. It is recommended that the Council
adopt the attached Resolution that would declare Victory Auto World Dealer Group to be the
lowest responsible bidder and award an agreement to this company in the amount of $38,128.
CONCLUSION:
Staff recommends the purchase of one new 2007 Dodge Sprinter Van from Victory Auto World
Dealer Group.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: EQUIPMENT PURCHASE
FEBRUARY 20, 2007
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
The 2006/07 Operating Budget provides for the purchase of one new 2007 Dodge Sprinter Van
in the amount of $38,128 from the Equipment Replacement Fund 6601-77220.
Attachments:
Resolution authorizing agreement with Victory Auto World Dealer Group
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AUTHORIZING THE TOWN MANAGER
TO EXECUTE AN AGREEMENT WITH
VICTORY AUTO WORLD DEALER GROUP
FOR THE PURCHASE OF
ONE NEW 2007 DODGE SPRINTER VAN
N THE AMOUNT OF $38,128
WHEREAS, The 2006/07 Operating Budget provides for the purchase of one new 2007
Dodge Sprinter Van assigned to the Los Gatos-Monte Sereno Police Department Investigation
Program; and
WHEREAS, staff prepared a request for proposal and solicited quotations from three
auto suppliers; and
WHEREAS, Victory Auto World Dealer Group submitted the lowest bid which the
Town Council deems to be responsive to the Town's solicitation; and
WHEREAS, staff recommends the purchase of the 2007 Dodge Sprinter Van from
Victory Auto World Dealer Group; and
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Los
Gatos, County of Santa Clara, State of California, that Victory Auto World Dealer Group is
declared to be the satisfactory vendor for the purchase of one new 2007 Dodge Sprinter Van ;
and
BE IT FURTHER RESOLVED that the Town Manager is hereby authorized and
directed to execute an agreement (Attached as Exhibit A) for the purchase of one new 2007
Dodge Sprinter Van in the amount of $38,128.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 5th day of March, 2007, by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED: MAYOR OF THE TOWN OF LOS GATOS/
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
To Town: To Vendor:
Town of Los Gatos Victory Auto World Dealer Group
Parks and Public Works Department 1230 Auto Center Drive
41 Miles Avenue Petaluma, CA 94952
Los Gatos, CA 95030 ATT: Greg Martin
5. Waivers. Waiver of a breach or default under this Agreement shall not constitute
a continuing waiver or a waiver of a subsequent breach of the same or any other provision of the
Agreement.
6. Modifications. No modification, waiver, termination, or amendment to this
Agreement is effective unless made in writing signed by the Town and the Vendor.
7. Severability. If any term of this Agreement is held invalid by.a court of
competent jurisdiction, the remainder. of this Agreement shall remain in effect.
8. Entire Agreement. This Agreement sets forth the entire understanding between
the parties.
Vendor shall supply vehicle per Town's Request for Proposal dated February 19, 2007
referenced in Exhibit A.
IN WITNESS WHEREOF, the Town and the Vendor have executed this Agreement on
the date above written.
Town of Los Gatos by:
Debra J. Figone; Town Manager
Victory Auto World Dealer Group
Signature
Recommended by:
Kevin Rohani
Interim Director of Parks and Public Works
Print Name
Approved as to form:
Attest:
Town of Los Gatos, Los Gatos, CA
Orry,P. Korb, Town Attorney Jackie Rose, Clerk Administrator
COMMERCIAL
TRUCK CENTER
BUSINESS & FLEET SALES/LEASING
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CHEVY TRUCKS
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CHRYSLER
Jeep
Wednesday, February 14, 2007
Steve Regan
Town of Los Gatos
41 Miles Ave
Los Gatos, CA 95031
Dear Steve:
Per your request, please find my attached quotes for the 2007 Sprinter vans we
have spoken about.
Notice the change in motor specs, to include the new V6 diesel, and the new V6
gas units.
I have complied to you specs w/ the exception of the rear windows and the
hitch, they have been deleted.
Your cost including sales tax, no DMV for the diesel unit is $38,128
Your cost for the gas unit, including tax, no DMV is $35,190
Both are FOB destination, Los Gatos, CA.
Since y.
Greg Martin
1230 Auto Center Drive • Petaluma, California 94952
(707) 283-2000 • (888) 276-2300 • Fax (707) 762-6587
DEALER GROUP