CITY OF SAN MATEO
RESOLUTION NO. ____ (2023)
APPROVING AN ALTERNATIVE PURCHASING PROCEDURE TO APPROVE THREE SEPARATE PURCHASE CONTRACTS FOR THE PURCHASE OF FOUR NEW DUMP TRUCKS IN THE TOTAL AMOUNT OF $555,059.63 WHEREAS, the City Council is being asked to approve the purchase of three (3) new 2023 Ford F650 dump trucks and one (1) new 2024 Ford F650 dump truck in a total amount of $495,059.63; and WHEREAS, the City attempted to purchase the needed dump trucks through a cooperative purchasing process with Sourcewell, and its selected vendor, National Auto Fleet Group; and WHEREAS, the City’s orders for the purchase of dump trucks have not been built; and WHEREAS, the manufacturer has not established a production date for the needed dump trucks; and WHEREAS, City staff has located four (4) new dump trucks from commercial dealerships available for purchase which will satisfy the City’s needs; and
WHEREAS, the City has received quotes for the purchase of the two (2) new 2023 Ford F650 dump trucks from Mission Valley Ford Truck Sales, Inc., one (1) new 2023 Ford F650 dump truck from The Ford Store Morgan Hill, Inc., and one (1) new 2024 Ford dump truck from Salinas Valley Ford Truck Sales, Inc. that are less than quotes received from National Auto Fleet Group; and WHEREAS, San Mateo Municipal Code Section 3.60.030 generally requires competitive bidding for contracts of $100,000 or more; and
WHEREAS, San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it is in the best interest of the City; and WHEREAS, based on these circumstances, staff recommends approval of purchase contracts with Mission Valley Ford Truck Sales, Inc., The Ford Store Morgan Hill, Inc., and Salinas Valley Ford Truck Sales, Inc. because it is in the best interest of the City for the reasons set forth in this resolution.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. The purchase of three (3) new 2023 Ford F650 dump trucks and one (1) new 2024 Ford F650 dump truck is not a project subject to CEQA because it is an organizational or administrative activity that will not result in direct or indirect physical changes to the environment. (CEQA Guidelines Section 15378(b)(5).)
2. In accordance with Municipal Code Section 3.60.070(h)(3), the purchase of two (2) new 2023 Ford F650 dump trucks from Mission Valley Ford Truck Sales, Inc., one (1) new 2023 Ford F650 dump truck from The Ford Store Morgan Hill, Inc., and one (1) new 2024 Ford F650 dump truck based on competitive quotes is in the City’s best interest for these reasons:
a. The Ford F650 dump truck is the standard for most municipal agencies and these replacement trucks are needed for the upcoming wet weather season; and 9 3
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b. The City is unable to procure the needed new F650 dump trucks through a competitive purchasing process with Sourcewell and its selected vendor National Auto Fleet Group; and
c. The quotes received from Mission Valley Ford Truck Sales, Inc., The Ford Store Morgan Hill, Inc., and Salinas Valley Ford Truck Sales, Inc. were less than those received from National Auto Fleet Group.
3. The purchase of two (2) new 2023 Ford F650 dump trucks from Mission Valley Ford Truck Sales, Inc. in an amount not to exceed $257,868.00 is approved.
4. The purchase of one (1) new 2023 Ford F650 dump truck from The Ford Store Morgan Hill, Inc. in an amount not to exceed $121,107.87 is approved.
5. The purchase of one (1) new 2024 Ford F650 dump truck from Salinas Valley Ford Truck Sales, Inc. in an amount not to exceed $116,038.76 is approved.
6. A contingency reserve in the amount of $20,000 for each commercial dealership supplier, for a total contingency reserve amount of $60,000, is approved.
7. The Public Works Director is authorized to execute the purchase contracts in substantially the form presented on behalf of the City and issue change orders within the contingency amounts.