DATE:
September 19, 2023
TO:
Chair and Board Members, Hesperia Water District
FROM:
Rachel Molina, City Manager
BY:
Jeremy McDonald, Director of Public Works
Robert Worby, Fleet/Warehouse Supervisor
SUBJECT:
Vehicle Procurement – One Heavy-Duty Dump Truck
RECOMMENDED ACTION
It is recommended that the Board of Directors of the Hesperia Water District approve Resolution HWD No. 2023-21 authorizing a City Council Bidding Override exemption for the purchase of one (1) heavy-duty dump truck, by authorizing the City Manager to enter into an agreement with Connell Chevrolet in the not-to-exceed amount of $97,000 for the Pipeline Program.
BACKGROUND
The Fiscal Year (FY) 2023-24 Budget includes funding for the purchase of one heavy-duty dump truck in the Pipeline Program. The existing dump truck recently experienced catastrophic engine failure and has reached the end of its useful lifespan as annual costs attributed to maintaining the asset exceed salvage value.
ISSUES/ANALYSIS
On August 30, 2023, Public Works requested quotes for one new heavy-duty dump truck. The informal bid request was sent to three dealerships both locally and out of the area to maximize bid response. A requirement was included that the vehicle be in stock and delivered within two weeks of the purchase order posting. The bid closed on September 1, 2023, with Connell Chevrolet being the only respondent with a total bid of $96,199.
The City’s purchasing ordinance requires formal bids to be published at least ten (10) days before the date of the opening of the bids. Due to limited availability because of supply chain issues, staff reduced the bid period to retain the vehicle until acquiring approval from City Council. As recommended by Resolution HWD No. 2023-21, the City Council can provide a bidding override exemption and award Connell Chevrolet the contract for the vehicle. Staff recommends awarding the bid to Connell Chevrolet who has been deemed to be the lowest responsive/responsible vendor.
FISCAL IMPACT
Funding has been included in the Fiscal Year 2023-24 Water Operating Budget.
ALTERNATIVE(S)
1. Provide alternative direction to staff.
ATTACHMENT(S)
HWD Resolution No. 2023-21
Bid comparison
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to the Board of Directors of the Hesperia Water District Vehicle Procurement
September 19, 2023