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06-08-2010 CC Rpt A06 COUNCIL AGENDA STAFF REPORT CITY CLERK USE ONLY a' Meeting Date: Mav 25. 2010 RECEIVED Public Hearing: In 2010 MAY 17 AM 8: 45 •• ••••• •••m• Discussion Item: ❑ / Consent Item: ' OFFICE OF CITY CLERK CHINO HILLS May 18, 2010 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: PURCHASE ORDER FOR CITY VEHICLES RECOMMENDATION: 1. Authorize staff to reject the bid and issuance of purchase order to Lake Chevrolet for the purchase of two (2) Compressed Natural Gas (CNG) 12 passenger vans. 2. Authorize issuance of a purchase order in the amount of $27,177 to Theodore Robbins Ford for one (1) 12 passenger gasoline powered van. BACKGROUND/ANALYSIS: On November 24, 2009, the City Council awarded a bid to Lake Chevrolet in the amount of $73,674 for two (2) CNG vans. The budget for each van is $35,000, with $7,000 of that to be paid with Air Quality (AB2766) funds. After the purchase order was issued, Lake Chevrolet informed the City that the cost of each van was bid at $59,674. Therefore, staff is recommending that Council reject the bid and issuance of purchase • order to Lake Chevrolet. On February 18, 2010 staff revised the Request for Bid to one (1) CNG van and one (1) gasoline van, and sought bids. On March 11, 2010, only one bid was received for the gasoline van, and no bids were received for the CNG van. After investigation, staff discovered there are no additional CNG vans available this year. As a result, staff is not recommending replacement with a CNG van at this time. Staff is requesting the authorization to accept the bid for the 12-Passenger Gasoline Van, and issue a purchase order to Theodore Robins Ford in the amount of $27,177. This will replace a ten-year old van (#7008), which is used to transport workers and equipment to and from job sites. REVIEW BY OTHERS: This agenda item has been reviewed by the Finance Director. AGENDA DATE: MAY 25, 2010 Page 2 SUBJECT: PURCHASE ORDER FOR CITY VEHICLES FISCAL IMPACT: The bid price for the vehicle is within the authorized budget amount, and is funded from the FY 2009/10 Equipment Maintenance Fund. The Air Quality funds appropriated for the CNG conversion will be used for other Air Quality (AB2766) projects. Respectfully submitted, Recommended by:Al/ jet/1/ n dAAAPN ichael S. Fleager(City Manager John Mura, Public Wor`f\s Director