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Home My WebLink About05 - CC-5 - Award Purchase of Two (2) New 2018 Ford - 10/17/2017CITY COUNCIL AGENDA REPORT MEETING DATE: OCTOBER 17, 2017 ITEM NUMBER: CC -5 SUBJECT: AWARD THE PURCHASE OF TWO (2) NEW 2018 FORD TRANSIT VANS TO BE USED AS POLICE CRIME SCENE INVESTIGATION VEHICLES DATE: OCTOBER 02, 2017 FROM: PUBLIC SERVICES DEPARTMENT / MAINTENANCE SERVICES DIVISION PRESENTATION BY: RAJA SETHURAMAN, PUBLIC SERVICES DIRECTOR FOR FURTHER INFORMATION CONTACT: BRUCE LINDEMANN, MAINTENANCE SUPERINTENDENT (714) 327-7470 RECOMMENDATION Approve and authorize the City Manager to execute a purchase order with the National Auto Fleet Group (NAFG), 490 Auto Center Drive, Watsonville, CA 95076 in the amount of $57,971.82, for two (2) 2018 Ford Transit Vans (E1Y) T-150, 130" Low Roof 8600 GVWR, with Sliding RH Door through the National Joint Powers Alliance (NJPA) Contract #120716 -NAF. BACKGROUND Included in the City's adopted Fiscal Year 2017-18 Operations and Capital Improvement Budget, is the replacement of the two Crime Scene Investigation (CSI) vans, units 776 and 777. The vans currently in service do not have sufficient interior cargo space for all the equipment necessary to conduct crime scene analysis and investigations. Staff from the Police Department and Fleet Services tried various compartmental configurations to address the lack of storage space with little success. To resolve the issue of insufficient space, it is recommended that the vans be replaced with the requested full size Ford Transit Vans. Upon approval of the request, the two smaller 2014 Ford Transit Connect Vans will be repurposed. One Transit Connect van will replace Transportation Services' van unit 326, a 1999 Ford E-250 which is in poor condition and shows visible signs of exterior deterioration. The other Transit Connect van will be transferred to the Facility Maintenance Section to replace unit 415, a 1996 Ford E350 cargo van that is in very poor condition with a failing cooling system. Both of these vehicles were scheduled to be replaced in Fiscal Year 2018-19. ANALYSIS Purchasing these vehicles from National Auto Fleet Group (NAFG) through the National Joint Powers Alliance (NJPA) meets all requirements set forth in the City of Costa Mesa's purchasing policy and requirements set forth by the State of California in regards to regional cooperative purchasing agreements. The NJPA established an approved vendor list following a nationwide competitive bid process. This assures that the City receives the lowest available pricing and meets the competitive bid process requirements. This process has been utilized successfully by the City for several previous vehicle purchases. ALTERNATIVES CONSIDERED The replacement of the Crime Scene Investigation vehicles could be denied. However, due to the insufficient cargo space of the existing vehicles, redesigning or refurbishing is not a practical option and will not resolve the issues. Staff does not recommend this option. Having sufficient cargo space will result in more efficient response times and will enable staff to carry all needed tools and equipment, such as, ladders, telescoping camera equipment and lighting. FISCAL REVIEW Funding for the purchase of the requested vehicles are included in the adopted FY 2017-18 Public Services Department budget. LEGAL REVIEW There is no legal review required on this item. CONCLUSION Staff recommends that the City Council approve and authorize the City Manager to execute a purchase order in the amount of $57,971.82 with the National Auto Fleet Group for the purchase of two (2) 2018 Ford Transit Vans (El Y) T-150 130" Low Roof 8600 GVWR, with Sliding RH Door through the National Joint Powers Alliance. RAJA SETHURAMAN BRUCE LINDEMANN Public Services Director Maintenance Superintendent ATTACHMENT: 1. Cost Quotation National Auto Fleet Group DISTRIBUTION: City Manager Assistant City Manager City Attorney City Clerk File 1► 917/2017 Sell, service, and deliver letter - ------ ... ATTACHMENT #1 National Auto Fleet Group A Division of Chevrolet of Watsonville 490 Auto Center Drive, Watsonville, CA 95076 (856) BUY-NJPA # (6261457-5590 (8553 289-6572 0 (8311 480-8497 Fax g1712017 CuotelD: 4934 Order Cut Off Date: TBA Mr Ruben Sales City of Costa Mesa 2300 Placentia Ave, Costa Mesa, California, 92627 Dear Ruben $alas, National Auto Fleet Group is pleased to quote the following vahlele(s) for your consideration. Two (2) New/Unused (2018 Ford Transit Van (EIY) T-1 50 130" Low Rf 8600 GVWR Sliding RH Dr, Factory Order) and delivered to your specified location, each for This vehicle(s) Is available under the National Joint Powers Alliance Contract 120716 -NAF. Please reference this Bid number on all purchase orders to National Auto Fleet Group. Payment forms are Net 30 days after receipt of vehicle. Thank you in advance for your consideration. Should you have any questions, please do not hesitate to call. Sincerely, Jesse Cooper One Unit Extended Unit's (2) Contract Price $26,892.96 $53,786.92 Factory Order $0.00 $0,00 Tax (7.7500 %) $2,084,20 $4,168.40 Tire fee $8.75 $17.50 Total $28,986.91 $57,971.232 - porthe attached specifications. This vehicle(s) Is available under the National Joint Powers Alliance Contract 120716 -NAF. Please reference this Bid number on all purchase orders to National Auto Fleet Group. Payment forms are Net 30 days after receipt of vehicle. Thank you in advance for your consideration. Should you have any questions, please do not hesitate to call. Sincerely, Jesse Cooper Quoting Department Account Manager Account Manager Email: Fleet@NationalAutaFlootGmup.com Fleet@NatiorialAutoFleetGroup.com Office: (866) 289-6572 (855) 289-6572 Fax: (831) 480-8497 TOYOTA https:ll�.natiorialautoneetgmup.wmIOrderRequesti$$DPOnV4M4?wa-truoUe=true&ssdType=BodyUpntQuote '3 917/2017 Sell, service, and deliver letter Mall: National Auto Fleet Group 490 0. A # Center y, Watsonville,i. Please 95076 1-855-289-6572 ht[ps:Y/ww w,,datlonalautofleetgroup.com/OrderRequest9SSDPrint(4934?wsxtrue&se-true&ssdiype-BodpUptltQuote q 917/2017 Sell, service, and deliver letter https:lhvww.tiatiQnaloutofleetgroup.com/0rderRequestlSSDPrintl4934?ws-Vue&se--true&ssdType=Body'JpfitQuOW G� 91712077 Sell, servioo, and deliver latior htips://www.nationaloutofleetgroup.camIOrderRequesV$SDPdnti4934?ws=true&se-true&ssdType=BodyUpNtQuote 6 9mzo17 436 6AGK UP ALARM Sell, service, and deliver letter hRps:llwww.nallonalautofleetgroup,comlOrderRequestt$SOPrinUA98A9ws=true&se�-truo&ssd?ypo-@odyUpittquote 917/2017 Sell, service, and deliver letter 2018 Fleet/Non-Retail Ford Transit Van T-1 50 130" Low Rf 8600 GVWR Sliding RH Dr 2018 Ford Transit Van T-160 130" Low Rf 8600 GVWR Sliding RH Dr CODE MODEL MSRP E1Y 2018 Ford Transit Van T-160 130" Low Rf 8600 GVWR Sliding RH Or $32,435.00 SUBTOTAL OPTIONS Advert/ Adjustments 99M ENGINE: 3,71. TI -VCT V6, -Inc: SEC capability (STD) INC 446 TRANSMISSION: 6 -SPEED AUTOMATIC W/OD & SELECTSHIFT, (STD) $0.00 YZ OXFORD WHITE $0,00 STANDARD PAINT $0,00 VK PEWTER, VINYL FRONT BUCKET SEATS KOO X73 3.73 AXLE RATIO, (STD) $0.00 21G DUAL BUCKET SEATS, -Inc: 2 -way manual driver and front passenger seats and driver inboard armrest (STD) $0.00 101A ORDER CODE 101A $0.00 425 SO -STATE EMISSIONS SYSTEM, -Inc: Standard equipment on all non -FFV vehicies Including the 3.61, EcoBoost $0.00 V6 and 3.2 1-5 Diesel engines, Required for 3,7L TI -VCT engines shipped to California Emission State dealers (CA, CT, DE, MA, MD, ME, NJ, NY, OR, PA, RI, VT, WA), Optional for 3.7 Ti -VCT engines shipped to Cross Border State dealers (AZ, DC, ID, NH, NV, OH, VA, WV) and Fleet orders 63G HEAVY-DUTY ALTERNATOR $260.00 63E DUAL HEAVY-DUTY BATTERIES, -Inc: 70 amp -hours each, absorbed glass mat $296.00 542 SHORT -ARM HM POWER -FOLDING MIRRORS WfrURN SIGNALS $225.00 5BV RADIO: AM/FM SINGLE -CD STEREO, -Inc: audio inputjack and 4" multi -function display $210.00 86F 2 ADDITIONAL KEYS (4 TOTAL), -Inc: key fobs $75.00 60C CRUISE CONTROL W/MESSAGE CENTER, -Inc: full trip computer and engine -hour meter $325.00 63K MODIFIED VEHICLE WIRING SYSTEM, -Inc: modified vehicle connections for customized wiring harness INC provisions 87E AUXILIARY FUSE PANEL, -Inc: high spec Interface connector, Modified Vehicle Wiring System, modified vehicle $66.00 connections for customized wiring harness provisions 90C 12V TO 110V POWER INVERTER $100,00 43B BACK UP ALARM $125.00 SUBTOTAL $34,11116.00 Advert/ Adjustments $0.00 Manufacturer Destination Charge $1,396.00 TOTAL PRICE $35,510.00 Est City: 20 MPG Est Highway: 26 MPG Est Highway Cruising Range: 598,00 mi Any performance -related calculations are offered solely as guidelines. Actual unit performance Will depend on your operating conditions. https:IAwww.nationalautofleetgroup.com/OrderRequesVSSDPrinti4934?ws=tyLie&se=true&ssdType-(3odyUpfilQuote 9 WNW MECHANICAL Sell, service, and deliver letter ENTERTAINMENT https:ll ry.nationalautofleetgroup.comlOrderRequestl$$DPrintl4934?ws=true&se-true&ssdType=BodyUpfltQuote I 9/712017 Sell, service, and deliver letter ( Dual Bucket Seats -Inc: 2 -way manual driver and front -I= Front Ci Remote Looking Glove Box Driver Foot Rest Interior Trim -Inc: Meta} -Loos Front Cloth Headliner Urethane Gear Shift Knob Vinyl Front Bucket Seats Day -Night Rearview Mirror Driver And Passenger Visor Partial Floor Console w/Stor Front Map Liahts Front Coolant Panel Insert ity Mirrors and 3 12V DC Power Outlets Door Locks w/Autolock Feature w/Vinyl Back Material Driver & Passenger Side Thorax 3 12V DC Power Outlets SAFETY and driver Tachometer and https:llwww,nationalautofleetgroup.com/OrderRequesU39DPdntl4934?ws=true&se=true&gsdType»BodyUpfitQuote �� 9/7/2017 Sell, service, and deliver letter https:lh~.nationalauteflootgroup.wmIOrderRequestl$$DPrint(4034?ws-twe&se--true&ssdType=l3WyUpfltQuote I I