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Agenda Item #
Memorandum
To: Board of Directors
From: Peter Holzmeister
Date: May 12, 2005
Subject: Purchase of 2005 District Replacement Vehicles
Why this matter is before the board
It is the policy of the District that bids for purchase of vehicles are presented to the board for
action.
History
During deliberations on the 2005 budget we discussed the need to replace vehicles in the
fleet that had reached their useful life. The budget as adopted by the board listed ten
vehicles for replacement (exclusive of a bucket truck) and allocated $323,000, to be funded
by a loan. Following is a list of the vehicles appearing in the budget:
Four (4) Four Door Sport Utility Vehicles (Compact Size/ Hybrid)
Two (2) 1- Ton 44 Service Truck
Two (2) 1/2- Ton 4x4, Regular Cab, pick-up truck
One (1) 3/4-Ton 4 X 4 Service Truck
One (1) 1-Ton 44 Cab & Chassis
Support services staff, with the assistance of both the water and electric superintendents,
prepared the necessary vehicle specifications.
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New Information
On May 5th bids for these vehicles were opened. Only Jones West Ford submitted a bid
and it did not contain a bid bond. The total aggregate bid submitted by Jones West Ford
equals $286,900.84, $36,099.16 lower than budget. Following is a tabulation of the bid by
individual vehicle type:
Four Door Sport Utility Vehicles (Compact/ Hybrid) $26,999.76 x 4 = $107,999.04
1- Ton 4x4 Service Truck $36,106.65 x 2 = $ 72,213.30
1/2-Ton 4x4, Regular Cab, pick-up truck $17,870.60 x 2 = $ 35,741.20
3/4-Ton 4 X 4 Service Truck $34,840.65 x 1 = $34,840.65
1-Ton 44 Cab & Chassis $36,106.65 x 1 = $ 36,106.65
$286,900.84
Recommendation
Option 1:
The Jones West Ford bid did not contain a bid bond so it can be considered unresponsive
and can be rejected. Since we have complied with the statutory requirement that we seek
competitive bids and received no qualified bids, we are now able to negotiate with vendors
to get the best price possible. Therefore I recommend that the board take the following
actions:
1. Disqualify the non-responsive bids received from Jones West Ford;
2. Authorize staff to negotiate the purchase of the vehicles contained in the bid process;
3. Authorize staff to purchase each vehicle if the negotiated price is equal to or less
than the following unit prices quoted in the Jones West Ford "non-responsive" bids.
Option 2:
Waive the requirement for a bid bond in the Jones West Ford bid and award the contract
to them.
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VEHICLE REPLACEMENT PROGRAM
Budget Recommended
Type of Vehicle Quantity Quantity
SUV 4 4
3/< Ton with service body 1 1
Y2 Ton pickup 2 2
One ton cab and chassis 1 1
'/< Ton cab and chassis 1 0
One ton with service body 1 2
TOTAL 10 10