Agenda Item #13.3
For Council Meeting of: May 21, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: JEREMY GUNDY, DEPUTY DIRECTOR FIELD SERVICES, TRANSPORTATION AND PUBLIC WORK SUBJECT: WAIVER OF BID AND ISSUANCE OF PURCHASE ORDER FOR ONE 2023 CHEVROLET SILVERADO MD, CRANE BODY FROM PLATINUM CHEVROLET AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works and Finance Departments that the Council, by resolution, approve a waiver of competitive bid and issuance of a purchase order for the purchase of one (1) 2023 Chevrolet Silverado MD, Crane Body from Platinum Chevrolet, Santa Rosa, California in the amount of $200,303.06. This vehicle is allocated as replacement for existing asset #21902, a 2009 Ford F450 used by Transportation and Public Work Field Services Electrical Services staff.
EXECUTIVE SUMMARY
Purchasing received a purchase requisition with specifications and a waiver of competitive bid from the Transportation and Public Works Department (TPW) for issuance of a purchase order (PO) to procure one (1) 2023 Chevrolet Silverado MD, Crane Body from Platinum Chevrolet, Santa Rosa, California.
BACKGROUND
TPW Electrical/Traffic standby personnel are faced with several challenges during inclement weather and at night. The functionality of this vehicle with the crane boom will significantly aid in the management of street light poles and traffic signals that have been knocked down. This will also limit the potential for injury when maneuvering these “knockdowns” out of the roadway and transporting them back to the yard. In addition to helping with standby operations, this vehicle will also be useful in “standing” new pedestrian beacons and 1-B signal poles, which are often in need of repair.
Under the City’s guidelines for replacement of fleet vehicles, the TPW Fleet Maintenance Division is tasked with selecting a vehicle for replacement once a vehicle has met the “replacement criteria and it has reached the end of its cost-effective life cycle. A 15-point replacement program is used as an industry standard to predict when best to sell a vehicle. Repair costs, age, and mileage are considered in the point calculation performed by our Faster Fleet software system.
PRIOR CITY COUNCIL REVIEW
Not Applicable
ANALYSIS
Staff completed market research and found a similar vehicle online from a dealer in Tallahassee, Florida which was priced at $224,998, not including tax, shipping and DMV fees. Staff deems pricing from the local vendor, Platinum Chevrolet, is fair and reasonable.
Santa Rosa City Code Section 3-08.100(D) allows for a waiver of competitive purchases if limitations on the source of supply, necessary restrictions in specifications, necessary standardization, quality considerations, or other valid reasons for waiving competition appears, then purchases may be made without recourse to the competitive bidding provisions of this chapter.
Based on the pricing the City obtained from Platinum Chevrolet, and information provided under the analysis, TPW and the Purchasing staff consider it advantageous for the City to waive the competitive purchase process as allowed in City Code 3-08.100 (D) and issue a PO to Platinum Chevrolet. Upon approval by Council, a PO will be issued using the City’s standard Terms and Conditions for the vehicle described above and within the quote attached, in an amount not-to-exceed $200,303.06.
FISCAL IMPACT
Funds for this operational expense have been allocated in the FY 2023-24 budget under the TPW GL Key 300106-5584. There is no direct fiscal impact to the General Fund.
ENVIRONMENTAL IMPACT
This action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Resolution
PRESENTERS
Zac Brand, Fleet Superintendent
Brandalyn Tramel, Purchasing Agent
WAIVER OF BID AND ISSUANCE OF PURCHASE ORDER FOR ONE 2023 CHEVROLET SILVERADO MD, CRANE BODY FROM PLATINUM CHEVROLET PAGE 3 OF 3