Date of Meeting:

October 29, 2001

Subject:

Bid Recommendation for Pickup for Fleet Maintenance, Bid #041-01/02

Purpose of Report: To request approval to purchase vehicle

Background: The pickup requested will be used by Fleet Maintenance for parts pickup and delivery in the local area and around the state. This vehicle is also used to help transfer vehicles to and from dealerships and departments when needed. This year's budget includes $20,000 for replacement of the current vehicle.

The 1990 Ford Ranger in use now has over 90,000 miles on it and although it has been a fairly dependable vehicle, it has started to require higher maintenance and repair with over $3,400 dollars in the last three years. The pickup is a mid-size truck with a 4-cylinder engine and does not have the load carrying capacity needed for some of the larger items that are transported to the shop. Budgeted funds we set so that the pickup could be replaced by a full-size 1/2 ton pickup with a small V8 engine.

Discussion: Bid specification were prepared for a 6,000 lb. GVWR pickup and mailed to five vendors in the area who would be able to provide the vehicle. Three bids were returned and opened on October 15, 2001. Bid quotes are listed below.

Company

Brand/Model

Model Year

Base Bid

Total Price w/Manuals

Thomas Ford Stillwater, OK

Ford F150

2002

$15,900.00

$16,170.00

Janzen Toyota Stillwater, OK

Toyota Tundra

2002

$16,927.35

N/A

Johnson's of Stillwater Stillwater, OK

DodgeDR1L62

2002

$17,425.00

$17,545.00

Bids from Thomas Ford and Johnson's of Stillwater met bid specifications with only minor exceptions. Thomas Ford bid a 540 CCA (cold cranking amps) battery instead of the 600 CCA requested. Johnson's of Stillwater bid 6" x 9" mirrors instead of 6.5" x 9". The bid from Janzen Toyota did not meet specifications. They noted 16 exceptions to the bid specifications including; Engine Size, GVWR, Wheel base, Axle Ratio, Alternator, Battery, Gauges, Hub Caps, Tire Size, Mirrors, Bumpers (front and rear), Wipers, Interior, Emission Manual, and Repair Manual.

Delivery dates for the vehicle are acceptable with no vendor taking over 60 days.

Budget Impact: This item completes the project/purchase leaving a balance of $3,830.00 to be returned to reserves.

Alternatives:

  1. Award to Thomas Ford, Stillwater OK as the low bidder meeting all specifications except the battery CCA.

  2. Reject all bids and re-advertise.

Recommendation: Staff recommends Alternative #1. The 540 CCA battery is sufficient to operate the vehicle.

Prepared by:

John Maehs, Fleet Superintendent

Reviewed by:

Jed Banks, Public Works Director

Date of Preparation:

October 23, 2001

Recommended by:

___________________________

Carl Weinaug, City Manager