Item 1.8 - Reso Terminating Bid & Authorizing Open Market Purchasing of 11 VehiclesOF POW y
City of Poway
F "F
THE '�� COUNCIL AGENDA REPORT
C ?}• ! \' THE ���
DATE: April 15, 2014
APPROVED
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Environmental Programs
APPROVED AS AMENDED
O
(SEE MINUTES)
Cab & Chassis >15,000 GVWR, Two Wheel Drive, Regular Cab
DENIED
O
REMOVED
O
CONTINUED-
Cab & Chassis >11,000 GVWR, Two Wheel Drive, Extra Cab
RESOLUTION NO. 14 -D 13
TO: Honorable Mayor and Members of the Cit�Council
FROM: Tina M. White, Interim City Manager3
INITIATED BY: Leah Browder, Director of Public Work
s.%
Pat Ryan, Public Works Operations Ma ager
SUBJECT: Resolution Terminating Bid Process for the Purchase of
Eleven (11) Vehicles; 3 SUV Type, 2 Pickup Type and 6 Cab
& Chassis, RFB 14 -006, and Authorizing Open Market
Purchasing or Competitive Negotiations
Summary:
A notice inviting bids for the Purchase of Eleven (11) Vehicles; 3 SUV Type, 2 Pickup
Type, and 6 Cab & Chassis, RFB 14 -006 was duly advertised on January 9 and 16,
2014. The bid opening was held on February 13, 2014; no bids were received. In the
event no bids are received, the City Council may direct staff to proceed with the
purchase by the open market process or competitive negotiations, in accordance with
California Public Contract Code Sections 20166 and 20167 and Poway Municipal Code
Section 3.28.070 (E) and 3.28.080.
Recommended Action:
It is recommended that the City Council adopt the attached Resolution terminating the
bid process for the Purchase of Eleven (11) Motor Vehicles and authorizing open
market purchasing or competitive negotiations pursuant to California Public Contract
Code Sections 20166 and 20167; and authorize the Interim City Manager to execute
any necessary documents. This item requires a four - fifths vote of the City Council
pursuant to Public Contract Code Section 20167.
Background:
The City is purchasing eleven (11) vehicles; 3 complete SUV type, 2 pickup type, and 6
cab & chassis that will later be customized with truck bodies, as listed in the table
below.
Unit 1
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Environmental Programs
e- • .
Mid -Size Sport Utility, Four Door, Two Wheel Drive
Unit 4
Wastewater
Cab & Chassis >15,000 GVWR, Two Wheel Drive, Regular Cab
Unit 8
Maint. Operations -ERT
Pickup >8,500 GVWR, Two Wheel Drive, Extra Cab
Unit 5
Streets
Cab & Chassis >11,000 GVWR, Two Wheel Drive, Extra Cab
1 of 4 April 15, 2014 Item # 1•$
Resolution Terminating Bid Process for Purchase of Eleven (11) Vehicles, RFB 14 -006,
and Authorizing Open Market Purchasing or Competitive Negotiations
April 15, 2014
Page 2
Unit 59
® ®- o
Parks Cab & Chassis >11,000 GVWR, Two Wheel Drive, Extra Cab
Unit 63
Parks
Cab & Chassis >11,000 GVWR, Two Wheel Drive, Extra Cab
Unit 6
Streets
Cab & Chassis >16,000 GVWR, Two Wheel Drive, Extra Cab
Unit 21
Wastewater
Dual Cab Pickup, Four Wheel Drive
Unit 53
Storm Water
Full Size Sport Utility, Four Wheel Drive
Unit 67
Wastewater
Full Size Sport Utility, Two Wheel Drive
Unit 81
Storm Water
Cab & Chassis >16,500 GVRW, Four Wheel Drive, Extra Cab
Findings:
To reach the broadest market, the bid for the Purchase of Eleven (11) Vehicles; 3 SUV
Type, 2 Pickup Type, and 6 Cab & Chassis, RFB 14 -006 was kept open for five weeks.
It was duly advertised on January 9 and 16, 2014. Once the bid was advertised, staff
called local dealers to make them aware the bid was available. The bid opening was
held on February 13, 2014; no bids were received. In the event no bids are received for
a public project, per the Municipal Code and upon four -fifths vote, the City Council may
direct staff to proceed with the purchase by open market purchase or competitive
negotiations, in accordance with California Public Contract Code Sections 20166 and
20167.
Fiscal Impact:
Sufficient funds are appropriated in the budget (0105 -6104) for the open market
purchase of these vehicles.
Environmental Review:
This action is not subject to CEQA review.
Public Notification:
None.
Attachment:
A. A Resolution of the City Council of the City of Poway, California Terminating Bid
Process for Eleven (11) Motor Vehicles and Directing Open Market Purchasing
or Competitive Negotiations
2 of 4 April 15, 2014 Item # �.�
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF POWAY, CALIFORNIA
TERMINATING BID PROCESS
FOR ELEVEN (11) MOTOR VEHICLES AND
DIRECTING OPEN MARKET PURCHASING
OR COMPETITIVE NEGOTIATIONS
WHEREAS, the City of Poway did duly advertise for bids for the purchase of
eleven (11) vehicles for use in City operations, consisting of: three (3) complete SUV
type; two (2) pickup type; and six (6) cab and chassis type that were to be customized
at a later date; and
WHEREAS, the time set for the deadline to receive bids for the purchase of the
vehicles was 3:00 p.m. on February 13, 2014; and
WHEREAS, no responses were received; and
WHEREAS, Poway Municipal Code Section 3.28.070 (E) provides that in the
purchase of equipment in excess of $50,000, the City Council may reject all bids and
readvertise for bids or, if no bids were received, the City Council may follow the
procedures set forth in Public Contract Code Section 20167 and direct the Director of
Administrative Services, or a person designated by the Director of Administrative
Services to proceed with procedures for purchase of the equipment through the open
market process or competitive negotiations; and
WHEREAS, Purchasing, in concurrence with the Director of Administrative
Services, recommends that the City Council authorizes the termination of the bid
process and directs the Director of Administrative Services or a person designated by
the Director of Administrative Services to proceed to acquire the vehicles through either
open market purchasing or competitive negotiation with one or more vendors; and
WHEREAS, the City Council believes it to be in the best interest of the City to
proceed with the acquisition of the vehicles through either open market purchasing or
competitive negotiation with one or more vendors.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway
as follows:
Section 1: The City Council hereby finds that after fully complying with the
City's purchasing ordinance, no bids were received for the purchase of eleven (11)
vehicles.
Section 2: The City Council hereby terminates the bid process for the
purchase of eleven (11) vehicles, and directs the Director of Administrative Services or
a person designated by the Director of Administrative Services to proceed to acquire the
3 of 4 ATTACHMENT A April 15, 2014, Item # �. g
Resolution No. 14-
Page 4
vehicles through either open market purchasing or competitive negotiation with one or
more vendors, such procedure to be determined by the Director in his sole discretion.
Section 3: This Resolution shall require a four -fifths vote of the City Council.
PASSED, ADOPTED AND APPROVED by the City Council of the City of
Poway at a regular meeting this 15thth day of April, 2014.
Don Higginson, Mayor
ATTEST:
Sheila R. Cobian, CMC, City Clerk
STATE OF CALIFORNIA )
) SS
COUNTY OF SAN DIEGO)
I, Sheila Cobain, CMC, City Clerk of the City of Poway, do hereby certify under
penalty of perjury that the foregoing Resolution No. 14- was duly adopted by the City
Council at a meeting of said City Council held on the 15th day of April, 2014, and that it
was so adopted by the following vote:
AYES:
NOES:
ABSENT:
DISQUALIFIED:
Sheila R. Cobian, CMC, City Clerk
City of Poway
4 of 4 April 15, 2014 Item # 1.8