HomeMy WebLinkAboutAGENDA REPORT 1994 1116 CC REG ITEM 08CITEM d_i_"
AGENDA REPORT
CITY OF MOORPARK
TO: The Honorable City Council
FROM: Baldemar Troche Public Works Management Analysts'
DATE: November 1, 1994 (CC Meeting of 11- 16 -94)
SUBJECT: Consider Purchase of a 1 -Ton Super Duty Truck and Service
Body for Public Works Department
OVERVIEW
This requests City Council approval of the acquisition of a 1 -Ton
Super Duty Truck and Service Body for the Public Works Department.
,BACKGROUND
The budget for Fiscal Year 1994/95 includes $28,000 for the
acquisition of the subject equipment to support the operation of
the Public Works Department. At the September 21, 1994, City
Council meeting, staff was authorized to solicit bids for a 1 -Ton
super duty truck and service body.
The bid package included separate specifications for the Cab &
Chassis and the service body. The documents allowed the submittal
of bids by agents of either industry for only one item or both
items. In order to allow for some flexibility in the bidding and
selection process, bidders were permitted to deviate from the
stated specifications by noting differences in space provided
subject to approval of the City. The bidding instruction also
stipulated that the City may reject any bid, may make its selection
based on the perceived needs of the City (not merely price) and may
select both or only one of the items bid.
The bid documents also provided for an add bid - alternate to allow
for the submittal of bids for a compressed natural gas (CNG)
alternate fuel powered truck.
lvehicleslhvydty 2.rpt
f.CIION:
ry —
00032
Super Duty Truck
Page 2
DISCUSSION
A. Bid Results
Bidding documents were distributed to selected automobile dealers
and truck body companies. A total of six bids were received for
all or selected items. One qualified bid was received for a 1994
service body, cab and chassis instead of the specified 1995 model.
In addition, selected automobile dealers submitted bids for an
extended warranty period covering the vehicle power train assembly.
A summary of the bid results are attached as Exhibit W.
1. 1995 1 -Ton Super Dutv Truck
Five bids were received for the 1995 model. The apparent low
bidder, $27,201.01, is Downey (Ford) Auto Center.
2. 1994 1 -Ton Super Duty. Truck
One qualified bid ($27,070.00) was received from Prestige Ford
Inc. in San Gabriel using a 1994 cab and chassis. Since the
vehicle is based on "out of stock" dealers inventory, the bid
expires on November 30, 1994 (30 days from the bid opening
date of October 31, 1994). The 1994 vehicle frame must be
stretched to meet the 185" minimum wheelbase requirement as
stated in the specifications. Such frame reconfiguration is
authorized by Ford Company, covered by the body dealer, and
meets all safety requirements
Staff contacted the remaining dealers and requested that they
submit a bid for a 1994 1 -Ton Super Duty Truck. No dealer was
able to comply with the request.
3. Add Bid Alternate (CNG Conversion)
a. Four of the five automobile dealers did not submit a bid
for conversion of the 1995 vehicle to CNG. The stated reason
was that the California Air Resource Board (CARB) has yet to
certify the 1995 1 -Ton Super Duty Truck engines. Only
Reynolds Buick /GMC Truck dealership submitted a bid of
$5,500.00 for said conversion. In addition, NGV Ecotrans, an
alternative fuel conversion company from Los Angeles,
submitted a bid of $5,038.39 for conversion of the truck to
operate on natural gas.
b. Prestige Ford Inc. in San Gabriel submitted a bid of
$4,377.72 for conversion of the 1994 vehicle to CNG. CARB has
certified the 1994 1 -Ton Super Duty Truck engines.
0 0833
Super
Duty Truck
Page
3
A.
Bid Results (continued)
4. Extended Warranty
Downey Ford and Prestige Ford Inc. included a
3 year /36,000
mile bumper to bumper warranty with their respective
bids.
Staff contacted both dealers and requested
bids for an
additional 2 year warranty (5 year /60,000 mile). Said bids
are shown on Exhibit 'A' and are discussed in
the 'Analysis'
section of this report.
5. Specification Modifications
Bidders were permitted to deviate from
the stated
specifications by noting where their proposal
was different,
in the space provided, subject to approval of
the City. All
of the bidders noted deviations from
the stated
specifications. Staff determined that none of
the deviations
were substantive.
6. Delivery
The bid package specified delivery of the 1995
vehicle within
70 days (10 weeks) of the purchase order date.
Downey Ford,
low bidder for the 1995 vehicle, can deliver the vehicle
within 90 - 120 days. Prestige Ford Inc., low
bidder for the
1994 vehicle, has advised staff that the 1994
vehicle can be
delivered within 30 days.
B.
Analysis
1. Model Year
The 1994 model cab and chassis, modified as described above,
is virtually identical to the 1995 model cab and chassis. The
cost differential between the low bid for the 1994 model
($27,070.00) and the bid for the 1995 model ($27,201.01) is
$131.01
2. CNG Conversion
At the June 15, 1994 City Council meeting, City Council agreed
with staff's recommendation that conversion to CNG is not cost
effective at the present time. As shown on Exhibit 'B', the
monthly savings of utilizing CNG, when compared to gasoline,
is $5.33.
If City Council decides to proceed with CNG conversion, the
estimated cost is $13,945.49. An itemized list of these costs
and revenues are shown on Exhibit 'C'. Costs to facilitate
OQ034
Super Duty Truck
Page 4
2. CNG Conversion (continued)
this project include: vehicle conversion ($4,377.72),
refueling station ($4,300.00), construction ($4,000.00), and
a ten percent contingency ($1,267.77). Said appropriation
will be partially off -set by grant fund revenues in the amount
of $12,250.00. The net City cost would be $1,695.49.
The figures at the bottom of Exhibit 'C', support the findings
that CNG conversion is not cost effective. It will take over
26 years to amortize the $1,695.49 net cost to the City. The
only benefits of this program is air quality benefits.
3. Warranty
The cost differential between Prestige Ford Inc. ($495.00 with
0 deductible) and Downey Ford ($820.00) is $325.00. The
extended warranty covers the engine, transmission, and drive
axle. The five year /60,000 mile warranty will reduce future
anticipated maintenance costs as a result of the wear and tear
of the engine.
C. Recommended Purchase
Staff has evaluated the 1994 vehicle proposal and determined
said vehicle to be comparable to the 1995 vehicle proposal. In
addition, since the City retains vehicles for 7 -10 years, the
resale value comparison between said vehicles is negligible.
The total vehicle cost differential, including the extended
warranty, between the low bid for the 1994 model ($27,565.00)
and the bid for the 1995 model ($28,021.01) is $456.01. In
addition, the 1994 vehicle can be delivered within 30 days as
opposed to the 120 day delivery period for the 1995 vehicle.
For these reasons, and the reasons stated in the 'Analysis'
section described above, Staff recommends purchase of the 1994
Ford vehicle (including the extended warranty).
D. Fiscal
An amount of $28,000 is included in the Fiscal Year 1994/95
budget for the subject purchase. The purchase price of the
recommended item is within budget.
RECOMMENDED ACTION
Authorize staff to purchase a 1994 super duty truck and service
body with an extended warranty, in compliance with the bid
specifications as modified and approved, from Prestige Ford Inc.
for the amount of $27,565.00 (tax included).
GQoss
O
O
O
w
Q
1 -Ton Super Dutv Truck
Description
Downey Auto Center
Prestige Ford
Don Kott Ford
Reynolds GMC
Vista Ford
NGV
Cab & Chassis
x
$20,427.45
x
$21,370.00
$21,950.00
No Bid
Service Body
x
$ 51500.00
x
$ 7,000.00
$ 6,478.00
No Bid
Subtotal
$25,362.25
$25,927.45
$27,846.25
$28,370.00
$28,428.00
No Bid
CNG
No Bid
No Bid
No Bid
$ 5,500.00
No Bid
$ 5,038.39
Tax (7.25$)
$ 1,838.76
$ 1,879.74
Included
Included
Included
Included
Subtotal
$27,201.01
$27,807.19
$27,846.25
$33,870.00
$28,428.00
$ 5,038.39
X- Warranty
$ 820.100
$ 495.00
$ 495.00*
$ 495.00*
$ 495.00*
No Bid
Total
MO
$28,302.19
$28,341.25
$34,365.00
$28,923.00
$ 5,038.39
Bid
$27,070.00
No
Bid
No
Bid
*Estimate
x
v'
r•
rt
Am1 -Ton
Super Duty Truck
Description
Downey Auto Center
Prestige Ford
Don Kott Ford
Reynolds GMC
Vista Ford
NGV
Cab & Chassis
No
Bid
$19,740.09
No
Bid
No
Bid
No
Bid
No Bid
Service Body
No
Bid
$ 51500.00
No
Bid
No
Bid
No
Bid
No Bid
Subtotal
No
Bid
525,240.09
No
Bid
No
Bid
No
Bid
No Bid
Tax (7.25$)
No
Bid
$ 1,829.91
No
Bid
No
Bid
No
Bid
No Bid
Subtotal
No
Bid
$27,070.00
No
Bid
No
Bid
No
Bid
No Bid
X- Warranty
No
Bid
$ 495.00
No
Bid
No
Bid
No
Bid
No Bid
Vehicle Total
No
Bid
'Apr
No
Bid
No
Bid
No
Bid
No Bid
CNG
No
Bid
$ 4,377.72
No
Bid
No
Bid
No
Bid
$ 5,038.39
Total
No
Bid
$31,942.72
No
Bid
No
Bid
No
Bid
$ 5,038.39
*Estimate
x
v'
r•
rt
-----------------------------------------------------------------------------------------------------------------------------
-----------------------------------------------------------------------------------------------------------------------------
ALTERNATIVE FUEL SAVINGS ANALYSIS Page 1
04- Nov -94
Filename: \pw \alt_fuel.wki
II
DESCRIPTION Gasoline Propane Methanol CNG Best Alternative Fuel Option
----------------------------------------------------------------------------------------------------------------------- - - - - --
r�
x
r•
cr'
r•
rr
td
1
Annual Miles Driven
10,000.00
10,000.00
10,000.00
I
10,000.00
2
Miles per Gallon
16.00
13.60
8.00
5.60
3
Gallons per Year
625.00
735.29
1,250.00
1,785.71 j
(Line 1 / Line 2)
4
Cost of Fuel per Gallon
1.28
1.50
0.87
0.45 .'
D
Annual Fuei Cost
600.00
1,102.94
1,087.50
809.57
(Line 3 x Line 41
6
Cost of Oil Changes (yr)
i20.00
60.00
60.00
90.00
7
Cost of Tune -ups (yr)
150.00
75.00
75.00
112.50 i.
!
8
Total Annual Cost
1,070.00
1,237.94
1,222.50
1,006.07
(Lines 5 +6 +7)
9
Monthly Cost
89.17
103.16
101.88
83.84 j
(Line 8 / 12)
10
Total Annual Savings
I'
When Compared to Gasoline
xxxxx
(167.94)
(152.50)
63.93 Compressed Natural Gas (CNG)
11
Monthly Savings When
0 !
Compared to Gasoline
xxxxx
(14.00)
(12.71)
5.33
cp
W
r�
x
r•
cr'
r•
rr
td
------------------------------------------------ - - - - --
Compressed Natural Gas (CNG) Amorization Schedule
-----------------------------------------------------
DESCRIPTION
-----------------------------------------------------
AMOUNT
1
Conversion Cost
4,377.72
2
"Slow -fill" refueling station
4,300.00
3
*Fence (for overnight refueling)
0.00
4
^Construction of gas & electrical
4,000.00
line to the site
--------------------------- - - - - --
------ - - - - --
Total Capital Cost
12,677.72
10% Contingency
--------------------------- - - - --
1,267.77
-
Estimated Total Project Cost
--------------------------- - - - - --
------ - - - - --
13,945.49
------ - - - - --
RSTP Grant
10,500.00
City Match (11.47%) of RSTP Grant
1,204.35
i
City
491.14
I
Southern CA Gas Co Rebate
i
---------------------------
1,750.00
- - - - --
Monies Available for Project
--------------------------- - - -
------ - - - - --
13,945.49
- --
Net City Cost
------ - - - - --
1,695.49
Monthly Savings of Utilizing CNG
5.33
Number of Months to Recover City
318.10
Investment of $1,695.49
Number of Years to Recover City 26.51
Investment of $1,695.49
Exhibit C
04- Nov -94
Filename: \pw \cng_truk.wkl
Remarks
---------------------------- - - - - --
*At the Moss Property (Field Yard)
^Estimate
See Exhibit 'B'
Net City Cost /Monthly CNG Savings
00038