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Resolution No. 81331 2 3 4 5 6 I■ 8 9 10 11 12 13 14 15 16 17 om 19 20 21 22 am 24 25 26 27 28 RESOLUTION NO. 8133 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON APPROVING AND AUTHORIZING NOTICE INVITING SEALED PROPOSALS OR BIDS FOR THE PURCHASE OF TWO NEW FORD F250 XL REGULAR CAB PICKUP TRUCKS FOR THE COMMUNITY SERVICES AND WATER DEPARTMENT WHEREAS, the Community Services and Water Department is in need of two new vehicles to be used by the street crew to replace older models in the fleet that will be utilized as loaner vehicles by the garage; and WHEREAS, on January 21, 2003, the Finance Committee approved the recommendation of Bruce V. Malkenhorst, Director of Finance, dated January 16, 2003, that authority be granted for the Purchasing Agent, or his designee, to seek formal bids for the purchase of two new 2003 Ford F250 XL Regular Cab Pickup Trucks; and WHEREAS, a bid specification for the purchase of the 2003 Ford F250 XL Regular Cab Pickup Trucks has been presented to the City Council of the City of Vernon; and WHEREAS, the City Council of the City of Vernon has determined that it is in the best interests of the City of Vernon that bids be solicited in accordance with applicable State law and the Vernon City Code. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS: SECTION 1: The City Council of the City of Vernon hereby finds and determines that the recitals contained hereinabove are true and correct. SECTION 2: The bid specification, which is attached hereto .4 . 1 2 3 4' 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 W-A as Exhibit "A" and made a part hereof, is hereby approved by the City Council of the City of Vernon. SECTION 3: The City Clerk of the City of Vernon is hereby directed to give notice, in writing, inviting sealed proposals or bids for the purchase of two 2003 Ford F250 XL vehicles, in accordance with Ithe bid specification, and in accordance with this resolution. SECTION 4: There being no newspaper of general circulation printed, published or circulated in the City of Vernon, the City Clerk is hereby directed to post said notice, or cause the same to be posted, in three of the most public places in the City of Vernon, to wit: the northwest corner of 38th Street and Santa Fe Avenue, the northeast corner of Leonis Boulevard and Pacific Boulevard, and on the bulletin board in the lobby of the City Hall of the City of Vernon, located at 4305 Santa Fe Avenue, in said City. SECTION 5: The City Clerk of the City of Vernon is hereby directed to post said notice forthwith and the first posting of said notice shall be at least ten (10) days before the opening of the bids for the proposed contract. Said notice shall provide that sealed proposals or bids will be received by the City of Vernon at the office of the City Clerk, or his designee, at the City Hall, 4305 Santa Fe Avenue, Vernon, CA 90058-0805. SECTION 6: The City Clerk of the City of Vernon shall certify to the passage of this resolution, and thereupon and thereafter the same shall be in full force and effect. APPROVED AND ADOPTED this 22"d day of January, 2003. ATTEEONIS C. BURG, ayor S . BRUCE V. MALKENHORST, City Clerk - 2 - 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 STATE OF CALIFORNIA ) ) ss COUNTY OF LOS ANGELES ) I, BRUCE V. MALKENHORST, City Clerk of the City of Vernon, do hereby certify that the foregoing Resolution, being'Resolution No. 8133, was duly adopted by the City Council of the City of Vernon at an adjourned regular meeting of the City Council duly held on Wednesday, January 22, 2003, and thereafter was duly signed by the Mayor of the City of Vernon. BRUCE V. MALKENHORST, City Clerk (SEAL) - 3 - EXHIBIT 0 01/15/2003 18:17 FAX 323 581 7924 CITY OF VERNON J LEHR [a003 CITY COUNCIL LEONIS C. MALBURG Mayor THOMAS A. YBA RRA Mayor Pro -Teen WM. `BILL" DAVIS Councilman H_ " TARRY" GONZALES Councilman W. N 10IAEL MCCORMICK Councilman BRUCE V. MALKENHORST City Administrator/City Clerk NAX (323) 826-1438 c7Z:3 v CITY HALL 4'3a5 SANTA FE AVENUE, VERNON, CAT,IFORNIA 90058 T ..j.FSPHONE (323) 583-8811 January 6, 2003 EDUARDO OLIVO City Attorney I,A.X: (562) 869-1853 KI VTN WILSON Director of CommunitySe.cviees & Water FAX: (323) 826-1435 KENNETH )'_ DCDARIO Director of Utilities FAX: (323) 826-1425 STTT:VSN E. PARKER Fire Chief FAX: (323) 826-1407 BRUC E W. OLSON Police Chief FAX: (323) 826-1481 CITY OF VERNON TECHNICAL SPECIFICATIONS FOR A FORD F250 XL REGULAR CAS PICKUP TRUCK INTENT It is the intent of this specification to provide for the purchase of two (2) new and unused Ford F250 XL Regular Cab Pickup Trucks with SAL Triton V-8 engines and 5-speed automatic tra mxnissions. The City of Vernon has evaluated different types of trucks and has determined that this product is best suited for the department's needs in safety, quality, performance, and standardization Incomparing proposals, consideration will not be confined to price only_ The successful bidder will be one whose product is judged shall best serve the interests of the City of Vernon when Price, product, safety, quality and delivery are considered. The City of Vemon reserves the right to reject any or all bids or any part thereof, and to waive any minor technicalities. A contract will be awarded to the bidder submitting the lowest responsible bid meeting the requirements of this specification. The City requires the successful bidder to provide proof of insurance, including a standard certificate of insurance, in at least the amounts and coverage indicated on the insurance schedule. In addition to the standard certificate of insurance, proof of general and umbrella liability coverage shall also be furnished in the form indicated on the attached insurance schedule (E)hibit "A"). EQUIVALENT PRODUCE' Bids will be accepted for consideration on any make or model that is equal or superior to the truck specified. Decisions of equivalency will be at the sole interpretation of the City. A blanket statement that equipment proposed will meet all requirements will not be sufficient to establish V1/1a/4UU3 18:17 FAA. 323 5.81 7924 CITY OF VERNON -► J LEHR 0 004 equivalence. Original manufacturer's brochures of the proposed unit are to be submitted with the proposal. All modifications made to the standard production unit described in the manufacturer's brochures must be certified by the manufacturer and submitted with the bid, or the bid will be deemed `won -responsive" and rejected without finther review. Bidder must be prepared to demonstrate a unit similar to the one proposed, if requested. INTERPRETATIONS In order to be fair to all bidders, no oral interpretations will be given to atay bidder as to the meaning of the specification documents or any part thereof. Every request for such a consideration shall be made in writing to the City of'V'ernon. Based upon such inquiry, the City may choose to issue an Addendum. G)ENIRAL The specification herein states the minimum requirements of the City. All bids must be regular in every respect. Unauthorized conditions, limitations, or provisions shall be cause for rejection. The City of Vernon will consider as Irregular" or ` hori responsive" any bid not prepared and submitted in accordance with the bid document and specif cation, or any bid lacking sufficient technical literature to enable the Deportment to make a reasonable determination of compliance to the specification. It shall be the bidder's responsibility to carefully examine each item of the specification. Failure to offer a completed bid or failure to respond to each section of the technical specification will cause the proposal to be rejected without review as "non -responsive". All variances, exceptions and/or deviations shall be fully described m the appropriate section. Deceit in responding to the specification will be cause for rejection. 2003 FORD 5O REGULAR CAB 4 z 2 - 8 FOOT BO • Body Code — F20 Order Code — 600A O"SIS, AXY,ES A SUSPENSION 0 Front axle shall have a GAWR of 4,850 lbs. Rear axle shall have a GAWR of 6084 lbs. • Front suspension shall have a GAWR of 4,850 lbs. • Rear suspension Skill have a GAWR of 6,830 lbs. • Front and rear shocks shall be heavy-duty gas pressurized. s Truck shall be equipped with a front stabilizer bar. ulil�izuua 18:18 FAX 323 581 7924 CITY OF VERNON 4 J LEHR Igloos ENGINE • Truck engine shall be a Ford 5AL Triton''V-8 Gasoline Engine, 260 Hp @ 4500 RPM. 350 Ft/lbs @ 2,500 RPM. • Truck shall be equipped with heavy duty cooling system. TRANSMISSION & AXLF, RATIO • Transmission shall be an electronic 4-speed automatic. • Rear Axle Ratio shall be 3.73. • Brakes shall be equipped with 4-wheel Antic -Lock brake system FUEL TANK • Fuel tank shall not be less than 38.0 gallons.. Tank shall be full at time of delivery. WHEELS & '>iIRES • Wheels - Four (4) 16 x 7.0 8-Hole (1) full sized spare with tire. • Tires — Four (4) LT 235/85Rx1,6F BSW, All -Season. EXTERIOR • Color shall be Oxford White. • Be equipped with front bum;3er and rear step bumper. • Have two (2) cab doors. • Be equipped with standard grille. • Standard mirrors (Drivers and passenger's side). • Front and rear mud flaps. • Tailgate -- Quick release feature. • Four (4) black tie down hooks for cargo box. • Trader Tow Package with receiver type hitch. FOR • Interior color shall. be "Black'* or equivalent color. • Flooring shalll be black, or equivalent, vinyl. • Front and rear vinyl floor mats shall be black. • Truck shall be equipped with Dome Map Cargo Box Lights. • moor trim shall have map pockets. • Truck small have black, or equivalent color, vinyl bench seats with seat belts for driver and two (2) passengers. • Truck shall have .tachometer, voltmeter, oil pressure meter and water temperature gauge. 01/15/2003 18:18 FAX 323 581 7924 CITY OF VERNON + J LEHR [7j 006 • Truck shall have driver and frontpassenger air bags with manual passenger air -bag deactivation. • Inside hood latch release. • AMJFM stereo with digital clock and 2-speakers. ELECTRLCAL Electrical system shall be 12-volt, negative ground. • Battery shall be 72-A EL 750 CCA heavy-duty maintenance fine. WARRAhTTY • Standard new vehicle warranty. SERVICE MAM ALS • The vender sball provide mechanical, electrical and emissions repair manuals. CQNTRACT • The vendor shalt be required to execute a vehicle purchase contract in substantialjy the same . form as the draft contract attached hereto. HELM-RY Acceptance shall be subject to the inspection and approval of the City of Vernon. Prig: Tax: Total Cost: QFTIQNAL ITEMS: !MM I: Air-Conditionine; Truck shall be equipped with factory installed air-conditiioning. ITEM 2: Bed Liner: Truck shad be equipped with Black Bed Liner. 01/15/2003 18:18 FAX 323 581 7924 CITY OF VERNON -+ J LEHR �1007 Submitted by: Address: Note: Bid must be received an a sealed envelope and returned to the City of Vernon Finance Department no later than. 2:00 p.m. February 6, 2003. Grand Total 01/15/2003 18:18 FAX 323 581 7924 CITY OF VERNON INSURANCE SCHEDULE (CONTRACTOR) i J LEHR [it 008 The Contractor shall provide proof of insurance, including a standard certificate. of insurance, in at least the following amounts and -.-__average .._( oai-axed single -limit �ittj�:v 2. Hazards Automobile Liability Owned Automobiles Hired Automobiles Non -Owned Automobiles Workers' Com ensation EmPlo ers' Liability Coverage and Limits Bodily In'ury Pr, eft Damage Each Person Each Accident Each Accident II. General Liability ' Premises Operations Elevators (if applicable) Independent Contractors Products - Completed Operations Contract Liabilit Umbrella Liability $ 500,000 $ 500,000 $ 500,000 $ Statuto $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $3., 000, 000 $1,000,000 $1,000,000 $1, 000, 000 $1,_000,000 r emplover $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000 $1,000,000 $ 500,000 $ 500,000 $ 500,000 _$11000, 000 $1,000,000 $1,000,000 $1,000,000 $1,000,00o $1,000,000 a. The general liability policy shall contain the following special endorsements which shall -be noted on or attached to the standard certificate of insurance: 1. An endorsement naming the City of Vernon, its officers, and employees as insureds under the policy. 2- An endorsement p(30) days roviding the City of Vernon thirty notice of cancellation. or material reduction of coverage. under contract. • An endorsement providing coverage for all operations. . 4. Such other endorsement as may be required by addendum hereto. b• In addition to the standard' certificate of insurance, proof of general and umbrella liability coverage shall be furnished in the form checked below. Certification of the following roofs by the insurance agent or broker wi11 not be accepted X For each policy, a notarized letter from the underwriter or carrier certifying that the coverage and statements in the standard certificate of insurance (attached thereto) are true and correct and that the signator is an officer authorized to so certify. A copy of each policy certified by an officer of the underwriter or carrier -and notarized. Exhibit "A" 01/20/2003 15:35 FAX 323 581 7924 CITY OF VERNON . J LEHR Q 001 U l VEHICLE PURCMASE CONTRACT 2 3 THIS CONTRACT is made, entered into and executed in duplicate originals, either copy 4 of which may be considered and used as the original hereof for all purposes, as of this _ day of 5 - , 200 , in the City of Vernon, County of Los Angeles, California 6 7 BY AND BETWEEN THE CITY OF VERNON (hereinafter 8 referred to as the "City") 4305 Santa Fe Avenue 9 Vernon, CA 90058 AND CONTRACTOR. 10 (hereinafter referred to as " ") 11 ...�.. 12 13 WHEREAS, the City is in need of a Vehicle for its 14 Department; and 15 WHEREAS, on , 200 , the City issued Bid No. which sets forth 16 specifications for the vehicle required by the City; and 17 WHEREAS, on , 200, , CONTRACTOR responded to Bid No. ; and 18 WHEREAS, the City has accepted the bid of CONTRACTOR which is attached hereto as 19 Exhibit "A" and incorporated herein by reference and desires to purchase the from 20 CONTRACTOR 21 NOW, THEREFORE, THE PARTIES HERETO DO MUTUALLY AGREE AS SET 22 FORTH HEREIN: 23 Rumhas . CONTRACTOR agrees to sell to the City a 24 Vehicle, which meets the specifications contained in City of Vernon Bid No. , dated , 25 2000, and which is consistent with CONTRACTOR's Bid of (collectively, the "Bid 26 Documents"), which is attached hereto as Exhibit "A." 27 2. ri e. Consistent with its Bid, CONTRACTOR agrees to sell and deliver, 28 subject to final inspection by the City, Vehicle for the total 01/20/2003 15:35 FAX 323 581 7924 CITY OF VERNON . J LEHR Q 002 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 2E 2"A 2€ sum of aiid final inspection. 3_ T'ayment Terms. The City agrees to pay CONTRACTOR a total of Dollars and Cents ($ ), including tax, for the purchase of the vehicle. (further terms). 4. Warrantie5. CONTRACTOR shall provide, at a minimum, a one (1) year labor and material warranty to begin upon acceptance of the by the City. All manufacturers' warranties, and any other warranties made applicable by law, shall apply to the City's purchase of the above -referenced Vehicle. 5. Gene l Provisions. A. Governing Law. The laws of the State of California shall govern the rights, obligations, duties and liability of the Parties to this Contract and shall also govern the interpretation of this Contract. B. Notices. Notices to the parties, unless otherwise requested in writing, shall be sent to: City: THE CITY OF VERNON ATTN: DOLORES FONSECA, PURCHASING CITY ADMINISTRATOR 4305 SANTA FE AVENUE VERNON, CA 90058-0805 CONTRACTOR: ATTN -- i 7. Entire Aueemectt This Contract is the entire agreement of the parties, CONTRACTOR represents that in entering into this Contract, it has not relied on any previous representations or understandings of any kind or nature. 8. Benefit of Agreement, This Contract shall bind and benefit the parties hereto Dollars and -2- Cents ($ ), including tax 01/20/2003 15:38 FAX 323 581 7924 CITY OF VERNON + J LEHR Q 003 7 L 2 3 4 5 6 7 8 9 10 11 12 13 14 IS 16 17 18 19 20 21 22 23 24 25 U 21 2E and their heirs, successors, and permitted assigns. IN WITNESS WHEREOF, the parties have caused this Contract to be executed by and through their authorized officers on the date, month and year first written above. CITY OF VERNON By: LEONIS C. MALBURG, Mayor ATTEST: BRUCE V. MALKENHORST, City Clerk APPROVED AS TO FORM: - EDUARDO OLIVO, City Attorney CONTRACTOR By: Title: By: Title: -3- 01/20/2003 15:36 323 581 7924. CITY OF VERNON J LEHR Q 004 MSM;tPX= SCHEbVW (C' 0K,i' &=01i) The Contractor shall provide proof of. insurance, including a standard certificate. of insurance, in 'at least the following amounts and - I. . Hazards Hazards Automobile Liability Owned Automobiles Hired Automobiles Non -Owned Automobiles Workers' Compensation rs' Liabilit II. 'General Liability Premises Operations Elevators of applicable) Independent Contractors. Products = Completed Coverage and Limits Bodily In ' ur PropertyPr6perty Damage Each Person Each Accident Each Accident $ 500,000 $ 500,000 $ 500,000 $ Statuto $1,_000,000 $1,000,000 $1,000,000 $1,000,000 $1`1000, 000 $11000, 000 $1, 000, 0.00 $2,000,000 $2,000,000 $2,000,000 $ 500,000 $ 500,000 500,000 $1,000,000 $1,000,000 $1,000,000 Operations $1,000,000 $2,000,000 $1,000,000 Contract Liab-ilitr $1,000 000 '.$?,2gf 000,000 umbrella Liabilit $Z, 000. 000 $i. 000, 0.00 $1,OA0,000 $1 000 000 The entsgeneral.liability endorsements wpolicy shall contain the following special endorsements shall"be noted on or attached to the standard - certificate of insurance: 1 An endorsement naming the City of Vernon, its officers, and employees as insureds under the policy. 2- An endorsement providing the City of Vernon thirty (30) days notice of cancellation' or material reduction of coverage. 3.. An endorsement providing coverage for all operations. under contract. 4. Such other endorsement as may be required by'addendum hereto_ b. In addition to the standard"certificate of insurance -proof of general. and umbrella liability coverage shall be fu£nished in the form checked below. Certification of the following proofs by the insurance agent or broker will not be accepted: X For, each policy, a notarized letter from the underwriter or carrier certifying that' the coverage and statements in - the standard certificate of insurance (attached thereto) are. true and correct and that the signatar is an officer authorized to so certify. A copy of each policy certified by an officer of the underwriter or carrier -and notarized. Exhibit "A^ . SUPPORTING DOCUMENTS CITY COUNCIL LEONIS C. MALBUR Mayor i THOMAS A. YBARIkA Mayor Pro—Tem WM. "BILL" DAVIS Councilman H. "LARRY" GONZALES Councilman W. MICHAEL MCCORMICK Councilman BRUCE V. MALKENHORST City Administrator/City Clerk FAX (323) 826-1438 Finance Committee City of Vernon Honorable Members: CITY HALL 4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058 TELEPHONE (323) 583-8811 January 16, 2003 EDUARDO OLIVO City Attorney FAX: (562) 869-1883 KEVIN WILSON Director of Community Services & Water FAX: (323) 826-1435 KENNETH J. DeDARIO Director of Utilities FAX: (323) 826-1425 STEVEN E. PARKER Fire Chief FAX: (323) 826-1407 BRUCE W. OLSON Police Chief FAX: (323) 826-1481 The Community Services and Water Department is requesting to purchase two (2) 2003 Ford F250 XL regular cab pick-up trucks to be used by the Street Section personnel. The existing units will be added to the garage's fleet. One of the units that will be replaced is Unit No. 277, it is approximately sixteen (16) years old and has a mileage of 100,954. The second unit that will be replaced has not yet been determined. The department has budgeted $50,000.00 for this purchase. It is hereby recommended that the Purchasing Section be authorized to seek bids for the purchase of two 2003 Ford F250 XL regular cab pick- up trucks. Very truly yours, Bruce V. Malkenhorst Director of Finance BVM/gm Memorandum To: BRUCE MALKENHORST, CITY ADMINISTRATOR =_ From: DEBBY NICKENS, PURCHASING Date: 1/15/2003 Re: COMMUNITY SERVICES DEPARTMENT REQUISITION #2833 Attached for your approval is requisition #2833. The Community Services Department is requesting to purchase (2) 2003 Ford F250 XL Regular Cab Pick- up Trucks. The proposed vehicles will be used by the Street Department crew. These units will be added to the fleet of vehicles used by the Street Department. Bob Kipness (Foreman, Building Maintenance/Street) advised Purchasing that (2) older Street Department units will be transferred to the Garage Fleet for use as loaner=vehicles. Mr. Kipness advised that one of the units that will be transferred is unit #277. This vehicle is a 1987 Chevy S 10 Pickup Truck which had a mileage reading of 100,954 as of 11/22/02. The other unit is yet to be determined. Purer sing contacted Mr. Willie Kaufinan, (Fleet Salesperson @ Midway Ford), to cortfxiirn that the Ford model requested would be available. You will recall that there was a problem with a previous Ford vehicle purchase request for the department. Apparently, the "XL" model is available in the regular cab truck. The previous model requested was a "super cab" version. The Purchasing Section requests authorization to seek bids for the new vehicles. The Department appropriated $50,000.00 in the department's vehicle fund for this expenditure.