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Date
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January 25,
2010
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Agenda
Item No. 36F Roll
Call No. 10- Communication No. 10-048 Submitted by: Merrill R. Stanley, Deputy City
Manager |
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AGENDA
HEADING:
Approve purchase to replace 24 City fleet vehicles.
SYNOPSIS:
Recommend
Council approval to purchase 24 vehicles for the City fleet in accordance with
specifications of Bid No. V10-049 to three low responsive bidders. Bids to be awarded to:
Charles Gabus Ford, 4545 Merle
Hay Road, Des Moines, IA, 50310, (Gene Gabus, General Manager) in the amount of
$175,303.55.
Ed Stivers Ford, 1450 E. Highway
6, Waukee, IA, 50263, (Don Politte, General Manager), in the amount of $145,378.00.
Toyota
of Des Moines, 4475 Merle Hay Road, Des Moines, IA, 50310, (Steve Luebke, Vice
President/General Manager), in the amount of $243,551.00.
FISCAL
IMPACT:
Amount: $564,232.55
Funding
Source: $456,816.55 CMO010407,
Equipment Replacement, FY2009-10 Operating Budget page 53; $107,416.00 PWK100101, Solid
Waste Enterprise Fund, FY2009-10 Operating Budget page 264.
ADDITIONAL INFORMATION:
As part of the Fleet Services
annual purchasing plan, bids were solicited for vehicles to replace City
vehicles meeting or exceeding established replacement criteria. Bid documents
included one vehicle for the Housing Department, which will be awarded administratively. The vehicle selected to be purchased for
Housing is a Toyota Prius hybrid sedan from Toyota of Des Moines.
Twenty three bids were mailed and
twelve responses were received. The bids received are a result of Fleet
Services initiated specification development with input from the user
departments. This approach is consistent with Centralized Fleet Management to
increase the utilization of replacement vehicles while reducing the
environmental impact of the fleet’s operation. Bid responses were contrasted to
existing State of Iowa Department of Administrative Services contracts. The
resulting bid award recommendations were based on bidders meeting minimum
specifications after a 1% allowance for local preference to determine low
bid.
A minimum EPA City MPG rating of
41 MPG for hybrids and 22 MPG for gas engines was specified for midsized
sedans. Where hybrid vehicles are available to meet specifications, acquisition
costs, plus lifetime (100,000 miles) fuel costs using published EPA City MPG
ratings and current fuel prices were compared to costs of similar conventional
gas engine vehicles. This analysis for midsized sedans yielded a higher cost of
only one cent per mile ($1,000 over the 100,000 mile life) for hybrid vehicles.
With anticipated higher costs for fuel during the expected 8-10 year life cycle
and greater residual value of hybrid midsized sedans, the higher initial cost
is expected to be more than recouped, so the purchase of hybrid sedans is
recommended. The same analysis for
compact SUVs resulted in the hybrid version costing 5 cents per mile ($5,000) more
over 100,000 miles. Also, fleet data of existing hybrid compact SUVs shows the
stated City MPG is not attained during municipal use; therefore, a conventional
compact SUV is recommended.
The approval of the recommended
purchase of 11 hybrid sedans included in this action and the purchase of one
hybrid sedan by Housing will raise the City fleet’s hybrid count to 26.
As is the case with previous
vehicle bid awards, the purchase of diesel powered work trucks are recommended
to reduce fuel costs through increased efficiency over gasoline engines and to
utilize Biodiesel in warm weather months.
A listing and description of low
compliant bids that are recommended for award follows.
|
Qty |
Vehicle
Description |
Dept. |
Bidder |
Award Amount |
|
2 |
Extended length cargo vans |
POL |
Gabus |
$175,303.55 |
|
1 |
Extended length cargo van |
PKS |
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|
2 |
4WD pickup trucks with snow
plows and liftgates |
PKS |
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|
1 |
4WD pickup truck with snow plow |
PKS |
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|
4 |
4WD compact extended cab pickup
trucks |
1-CDD, 3-PWK-SW |
Stivers |
$145,378.00 |
|
1 |
Compact 4WD SUV |
CDD |
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2 |
4WD extended cab pickup trucks |
PWK-SW |
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11 |
Midsized hybrid sedans |
CDD, ENG, POL |
Toyota of Des Moines |
$243,551.00 |
PREVIOUS
COUNCIL ACTION(S): NONE
BOARD/COMMISSION
ACTION(S): NONE
ANTICIPATED
ACTIONS AND FUTURE COMMITMENTS: NONE
For more information on this and other agenda items,
please call the City Clerk’s Office at 515-283-4209 or visit the Clerk’s Office
on the second floor of City Hall,